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Employee Time Tracking Software UK

Track employee hours in real-time with one-tap mobile clock-in, automatic calculations, and instant syncing across all devices. UK employers must keep adequate records of hours worked — TimeTally makes this effortless.

Trusted by hundreds of UK businesses
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All Departments
Jun 2026
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AR1

Amelia Roberts

Kitchen

JK2

James Kelly

Front of house

PS3

Priya Shah

Kitchen

MP4

Maya Patel

Front of house

TW5

Tom Wilson

Bar

Timesheet Requests

3
AR

Amelia Roberts

37h 30m · Week of Jun 15

JK

James Kelly

38h 30m · Week of Jun 8

Time-off Requests

2
PS

Priya Shah

3d · Annual Leave

MP

Maya Patel

2d · Sick Leave

AR

Amelia Roberts

Monday 15 June · 09:00

AR

0h 00m

09:00 – 17:00

Break
End Done

Timesheet submitted

Week of Jun 15

AR

Amelia Roberts

Kitchen

Week of Jun 15, 2026

Mon15
09:00–17:00·30m

7h 30m

Tue16
09:00–17:00·30m

7h 30m

Wed17
09:00–17:00·30m

7h 30m

Thu18
09:00–17:00·30m

7h 30m

Fri19
09:00–17:00·30m

7h 30m

Submit Timesheet Submitted

Payroll Export

Week of Jun 15, 2026 · 5 employees

Employee
Reg. pay
Overtime
Total
AR

Amelia Roberts

37.5h

£281.25

—

£281.25

JK

James Kelly

40h

£300.00

£22.50

2h

£322.50

PS

Priya Shah

32h

£240.00

—

£240.00

MP

Maya Patel

38h

£285.00

—

£285.00

TW

Tom Wilson

40h

£300.00

£45.00

4h

£345.00

Total · 5 employees

£1,406.25

£67.50

£1,473.75

Confirm Export Exported!

Sound familiar?

Why UK Businesses Choose Digital Time Tracking

Manual time tracking causes payroll errors, wastes admin hours, and leaves gaps in the records UK employers are legally required to keep under the Working Time Regulations 1998.

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  1. Timesheets turn up late, on paper or by text, and Monday goes on chasing the missing ones.

    Staff clock in on their phone or fill in a quick form. You’re emailed as each timesheet comes in, so the missing ones stand out.

  2. Someone adds the hours up with a calculator, and the overtime is a best guess.

    Hours, breaks and overtime work themselves out against the rules you set.

  3. Payroll day means typing every timesheet into Xero or QuickBooks again.

    Approved hours export to Xero, QuickBooks or CSV. Nobody re-types them.

  4. When someone asks what was actually worked, there’s no record you’d trust.

    Every entry, approval and change is kept, so the hours stand up if anyone asks.

Staff clock in from their phone , you approve the week in one tap , and the hours go to payroll without anyone typing them in again.

Employee time tracking that starts with one tap

Employees open the clock-in app and tap Start Shift. The timer runs in the background — tracking hours, breaks, and overtime automatically.

Employee clocked in on mobile: a running shift timer, Start Break and End Shift
ProjectTrackingBreaksOne-tap breaksNotesPer entry

60-second submission

Employees log a full week in under a minute on mobile — no forms, no paperwork

Automatic calculations

Total hours, overtime, and breaks calculated instantly — no manual maths or spreadsheets

Complete audit trail

Every entry timestamped and tracked — HMRC-compliant records under the Working Time Regulations

Everything you need to track employee hours

All the tools UK businesses need to track hours accurately and meet employer obligations under the Working Time Directive

A running shift on the clock-in screen: 5h 47m since 9:02 AM, with Start Break and End Shift, and this week's hours by day
Live Timer5h 47m so farBreak TrackedOne tap to start
The manager's timesheets for the week on a phone: each employee's hours with approve and reject, one approved, one not submitted, and Approve All
One-Click ApproveAll time trackingNot Submitted1 this week
Timesheet entry: start, end and break for each day, with the hours worked out and a note
The export dialog, step 1 of 2: what to include, Xero, CSV or QuickBooks, the dates and the people, then a review before anything is sent
Payroll ExportChecked before it’s sentOvertime IncludedCalculated separately

  1. Employees open the clock-in app and tap Start Shift. The timer runs in the background, tracking hours, breaks, and overtime automatically. No forms to fill in, no end-of-week guessing. When the shift ends, tap End Shift and the hours are instantly logged.

    • Live shift timer with elapsed time in real-time
    • Clock-in/out times flow directly into weekly timesheets — no double entry
    • Start and end breaks with a single tap — automatic deduction from total hours

  2. Managers get instant visibility into who has submitted hours, who still needs to, and total hours worked per employee. No more chasing timesheets or waiting until Friday to find out who worked what. Approve timesheets with one click.

    • See which employees have submitted timesheets and who has not
    • Review and approve timesheets individually or in bulk from any device
    • Managers are emailed when a timesheet is submitted, and employees when it is approved or rejected

  3. Employees log start time, end time, and breaks — total hours are calculated automatically. Add notes for context, track time across multiple projects, and submit the whole week in one go.

    Auto Calculations Multi-Project Any Device Copy Last Week

  4. Once timesheets are approved, export hours directly to Xero, QuickBooks, or CSV. Select employees, choose the period, check what will be sent, then export. No more re-keying hours into payroll software.

    • Export to the UK's most popular payroll systems, and check it before anything is sent
    • Export by week or by month — match your payroll cycle
    • Regular and overtime hours calculated and exported separately
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See TimeTally in action

See employee time tracking in action

Build next week's rota, staff clock in against the shifts you assigned, and approved leave feeds straight back into the plan. One system, no re-keying between them.

What a manager sees when they open a timesheet

One week on one screen — the hours already split, the pay they come to, and the two things that decide what happens next.

Approve a week in one read

Approved and paid are two different things, and the header says which is which. A week can be signed off and still sitting there waiting to go to payroll — so nothing gets paid twice, and nothing gets quietly missed.

  • Regular and overtime are already worked out. If you run TOIL, what that overtime is worth in time off sits alongside them.
  • Every day is one line — times, hours, pay. Tap one and it opens on what is behind it: unpaid breaks, a second shift, the project the hours went to, a note the employee left.
  • Money is only ever shown to people who are allowed to see it — it takes both the Pay feature and the viewer's own permission.
TOIL is optionalPay is permission-based
Get Started Timesheet approvals
An approved weekly timesheet: regular hours, overtime and pay for each day

Every time tracking scenario, handled

Select any feature for the detail.

  • Overtime that works itself out.

    Two triggers: threshold overtime kicks in once an employee exceeds a set number of hours per day or week. Time-of-day overtime pays a premium for hours worked in a specific window (e.g. after 6pm or before 6am), regardless of total hours. Two pay methods: a rate multiplier (e.g. 1.5×) or a fixed hourly rate for overtime hours. Stack multiple rules, build tiers, and configure each employee independently.

  • Know exactly where the hours went.

    Entirely optional — only enable it if you need it. When on, employees split their hours across projects when submitting (e.g. 3h on Client A, 4h on internal work). You can set project pay for the worker: an hourly rate on top of or instead of their usual rate, or a flat fee per entry (useful for callouts or site visits). Managers get a clear breakdown of where time is actually going.

  • Offer time off instead of overtime pay.

    An optional alternative to paying overtime — enable it only if you want to offer time off in lieu instead of (or alongside) extra pay. Set a TOIL conversion rate (e.g. 1h overtime = 1.5h leave) and overtime hours automatically accrue as a TOIL balance — no manual tracking. TOIL is kept separate from annual leave so it never eats into holiday entitlement. Employees book it the same way they book any other leave.

  • Approve a whole week from your phone.

    Managers approve or reject timesheets from any device — phone, tablet, or desktop. Rejections include a written reason so employees know exactly what needs fixing and can resubmit. Managers can see who has not submitted for the period, and are emailed as each timesheet comes in. Pay totals are calculated automatically from approved hours — no manual maths at payroll time.

  • Clock in, or fill in a form.

    Two submission modes — employees use whichever fits their workflow. Clock-in mode starts a live timer the moment they begin their shift. The timer runs in the background even if the app is closed, so no hours are lost. Form mode lets them enter start time, end time, and breaks at the end of the day or week. Both work on mobile and desktop.

  • Every hour costed at the right rate.

    Set each employee's own hourly rate and pay totals are calculated automatically from their approved hours. Scope managers to their department so they only ever see their own team's data. Want to keep salaries private? Hide pay rates and totals from managers entirely — they see hours, but never figures. Full control over who sees what.

  • Straight into Xero or QuickBooks.

    Send approved timesheets to payroll in a few taps. Export to CSV, Xero, or QuickBooks — filter by date range, employee, or department, and choose exactly which columns to include. You can combine timesheet and leave data in a single export so your payroll software gets everything it needs in one file.

Turn the strictness up when the hours have to be exact

Most teams never need any of this. When you do — a site that people have to actually be at, hours that cannot be typed in after the fact — it is a switch, not a different product.

  • GPS clock in · optional extra

    Staff can only clock in when they are on site.

    Pin your site on the map and set how far around it counts. Anyone outside that radius cannot start a shift — so nobody clocks in from home, or from the car on the way.

    The check runs on our servers, not on the phone, so it cannot be faked. And staff are never left guessing: a blocked clock-in says which of the three reasons it was — too far away, no location shared, or a GPS signal too weak to trust.

    One condition. Geofencing only works when clocking in is the only way to log hours. Leave the manual timesheet form switched on as well and staff could simply type the hours the geofence turned down.

    More on the GPS clock in app

  • Strict clocking · off by default

    Hours come from the clock, not the keyboard.

    Off unless you want it. Leave it that way and staff type their own hours as normal.

    Switch it on and start and end times come only from real clock-ins and clock-outs. Staff cannot edit them later. A forgotten clock-out has to be closed now or dropped — it cannot be quietly back-filled at the end of the week.

    Managers keep the power to correct a genuine mistake, so the record stays accurate rather than just locked.

    More on tamper-proof timesheets

  • Timesheet period · weekly by default

    Weekly, fortnightly or four-weekly timesheets.

    Pick a period of one, two or four weeks, then set the date the first one runs from. Every timesheet after that follows the same cycle.

    So if you pay fortnightly or four-weekly, the timesheet already matches your payroll run. No adding four weekly timesheets together by hand, and no working out which week belongs to which pay period.

  • Projects, locations & activities

    Know what every hour was actually spent on.

    Tag time with a project, a location, an activity — or all three at once. Projects are switched on already; add locations and activities when the work needs them.

    Whatever you use turns up everywhere the hours do: on timesheet lines, on shifts, and in every export and report. That is the difference between knowing a week cost forty hours and knowing what those forty hours went on.

Everything You Need To Track Employee Time

The short version: what every TimeTally plan includes, from the first clock-in to the payroll export.

  • Mobile Clock In/Out

    One-tap clock in from any smartphone. No hardware needed.

  • Multi-Project Tracking

    Track hours against specific projects or clients, so you can see where the hours go.

  • One-Click Approvals

    Managers approve timesheets with one tap. Employees get an email straight away.

  • Automatic Overtime

    Overtime calculated automatically based on your thresholds. Track against the 48-hour WTR limit.

  • Complete Audit Trail

    Every entry timestamped and logged with notes. HMRC-compliant records under the Working Time Regulations 1998.

  • The Same Records Everywhere

    Phone, tablet or desktop: managers and staff work from the same saved hours.

Who it's for

Time Tracking for Every Type of Worker

From field-based teams to remote employees, TimeTally adapts to how your staff actually works — not how enterprise software assumes they do.

Time tracking for remote workers

Remote time tracking works best when it's lightweight and trusted. TimeTally gives remote employees a one-tap start and stop on their phone or browser — no surveillance, no screen capture, just accurate hours that flow into the weekly timesheet and get approved by their manager.

  • Browser and mobile app
  • No screen monitoring
  • Weekly timesheet auto-populated from entries

Time tracking for field workers

Field workers can't submit timesheets at a desk. TimeTally's iPhone and Android apps let site-based, mobile, and field-service employees log their hours from wherever they are — works offline and syncs when back in signal. Managers see all submissions in real time without chasing.

  • Retains data offline, syncs on reconnection
  • Multi-site hour logging
  • Real-time dashboard for managers

Time tracking for hourly employees

Hourly time tracking must be precise — a missed minute repeated across 20 employees adds up fast. TimeTally records clock-in and clock-out to the minute, flags early finishes and late starts, and automatically calculates overtime once contracted hours are exceeded.

  • Minute-precise hour recording
  • Overtime auto-calculated
  • NMW compliance evidence built-in

Time tracking for zero-hours workers

Variable-hours workers need a system that handles weeks with different hours rather than a fixed schedule. TimeTally tracks zero-hours time week by week, calculates holiday accrual using the 52-week average reference period, and keeps the records needed if pay entitlement is ever disputed.

  • Variable hours tracked per week
  • 52-week average holiday pay calculation
  • Complete pay reference period records

Time tracking for contractors

Contractors need time tracked against specific projects or client codes for invoicing accuracy. TimeTally supports project-level time entries, manager or client approval of hours, and export to accounting software — giving both the contractor and the client a clear, signed-off record of time spent.

  • Project and client code tracking
  • Approval before billing
  • Export to Xero and QuickBooks

Time tracking for hybrid teams

Hybrid teams need a consistent time tracking process whether staff are in the office or at home. TimeTally gives everyone the same submission experience — from any device — and gives managers a single view of hours regardless of where their team worked that day.

  • Same experience in-office and at home
  • Single manager view across all locations
  • Holiday and leave integrated
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Loved by UK small businesses

Real reviews from TimeTally customers

TimeTally has been excellent for our business… The system has saved us a significant amount of administration time.
Jordan IngoeCLI Manchester
Setup was dead simple and the team just got on with it. Got everyone up and running in an afternoon with no help needed. Does everything we need for timesheets and holidays without the faff.
S.M.
Has completely changed how I handle timesheets. Used to dread it every week — now it takes me minutes. Really easy to get around and my staff picked it up straight away.
J.T.
Started using it just for rotas but quickly realised it does loads more. The timesheets and leave management are great, and it even handles TOIL and overtime which I wasn't expecting. Use it for everything now.
R.K.

Simple, Transparent Pricing

One price per employee. GPS clock-in is £1 extra. No surprises.

12 people
£36a month for everything
  • 14-day free trial, no card needed
  • Rota, time tracking and leave in one plan
  • Cancel any time
£3/employee/month

Billed monthly. Cancel anytime.

Mobile clock-in from any device
Automatic overtime calculations
One-click manager approvals
Export to Xero, QuickBooks, or CSV
Complete HMRC-ready audit trail
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Support that answers

A real person replies within 24 hours. No ticket queues, no bots.

UK GDPR compliant

A UK company, ICO regulated. Your data encrypted and never sold.

In short

How does employee time tracking work in TimeTally?

Employees record their hours one of two ways: they clock in and out from their phone, or they type start and finish times into a weekly form — you choose the policy for the organisation. Either way the hours land on a timesheet that a manager approves, with breaks deducted, overtime split out against the thresholds you set, TOIL accrued if you use it, and weekly totals checked against the 48-hour average. Approved time exports to Xero, QuickBooks or CSV. It is £3 per employee a month; GPS-checked clocking is an optional £1 extra.

Price
£3 per employee a month
Entry
Clock in/out, or a weekly form
Calculates
Breaks, overtime, TOIL
Checks
48-hour weekly average
Payroll
Xero, QuickBooks, CSV

Employee time tracking: common questions

How do employees track their time with TimeTally?

Two ways: employees can clock in and out using the mobile app with one tap, or they can manually enter start/end times for each day of the week. Both methods feed into the same timesheet that managers review and approve.

Does TimeTally track overtime automatically?

Yes. You set your overtime thresholds and TimeTally calculates regular and overtime hours automatically. This helps you monitor compliance with the Working Time Regulations 1998, which require employers to ensure workers don't exceed the 48-hour weekly average.

Can I track time across multiple projects?

Yes. Employees can log hours against specific projects or clients. This gives you accurate data for billing, resource allocation, and project costing. Each day's entry can be assigned to a different project.

How does the payroll export work?

Once timesheets are approved, go to the Pay page and select your payroll system (Xero, QuickBooks, or CSV). Choose the period and employees, then click export. Hours flow directly into your payroll software — no re-keying needed.

Is there a mobile app?

Yes. TimeTally has iPhone and Android apps, free on the App Store and Google Play. Employees can clock in/out, submit timesheets, and book time off from their phone. Managers can review and approve timesheets from anywhere.

How does TimeTally help with HMRC compliance?

Under the Working Time Regulations 1998, employers must keep adequate records of hours worked. TimeTally creates an automatic, timestamped audit trail of all time entries, approvals, and modifications. This provides the records HMRC expects without manual record-keeping.

Can managers see who hasn't submitted their timesheet?

Yes. The manager dashboard shows submission status at a glance — green for submitted, red for missing. Managers are emailed as each timesheet is submitted, so missing ones stand out.

How much does TimeTally cost?

£3 per employee per month. This includes mobile clock-in, automatic time tracking, manager approvals, payroll export, and the complete audit trail. No setup fees, no hardware costs, no long-term contracts.

Still have a question? See all FAQs →

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Time tracking for specific situations

The general case is covered above. These handle the awkward ones.

Night Shift Tracking

Shifts crossing midnight recorded as one shift, not split across two days.

Learn more

Agency Worker Time Tracking

Hours and differing rates for agency, temp and contract staff.

Learn more

Time & Attendance Software

Attendance, lateness and absence recorded alongside hours worked.

Learn more

On-Call & Callout Tracking

Standby hours and callouts logged separately from normal shifts.

Learn more

Guides to tracking employee hours in the UK

Expert guides to help you track employee time effectively and stay compliant

Time and Attendance Software

Clocking in, attendance, overtime and payroll exports in one system for UK small businesses

See time and attendance

Working Time Regulations Guide

UK working time rules, the 48-hour limit, and employer record-keeping obligations

Read guide

Remote Team Time Tracking

Best practices for tracking time with distributed and mobile teams

Read guide

Payroll Integrations

Export tracked hours directly to Xero, QuickBooks, and other UK payroll systems

View integrations

HMRC Timesheet Requirements UK

What records UK employers must keep and penalties for non-compliance

How to Track Employee Hours Legally

UK legal requirements for time tracking and working time records

Working Time Regulations UK

48-hour week, mandatory rest breaks, and opt-out rules for employers

Automatic vs Manual Timesheets

Which approach is right for your business — and what the law requires

How to Manage Employee Timesheets

Practical guide to setting up and running an effective timesheet process

Best Timesheet Software UK 2026

Complete buyer's guide to timesheet software for UK businesses

Time tracking compliance: what UK employers must monitor

The Working Time Regulations 1998 impose specific obligations on UK employers to monitor working hours, rest breaks, and weekly limits. Inadequate time tracking exposes businesses to HMRC enforcement and employee claims.

48-hour weekly limit — averaged over 17 weeks

Under the Working Time Regulations 1998, workers cannot be required to work more than an average of 48 hours per week, calculated over a 17-week reference period (or 52 weeks for certain sectors). This is an average, not an absolute weekly cap — some weeks can exceed 48 hours if others fall below. Employers must keep adequate records to demonstrate compliance. Breaching this limit can result in Health and Safety Executive enforcement action, including improvement notices and prosecution in serious cases.

Opt-out agreements — must be genuinely voluntary

Workers can opt out of the 48-hour limit by signing an opt-out agreement, but it must be voluntary and the worker can withdraw with seven days' notice (or longer if agreed). Employers cannot make opting out a condition of employment or subject workers to detriment for refusing. Despite opt-outs, employers must still keep time records. Tribunal cases frequently challenge whether opt-outs were truly voluntary — documented time tracking demonstrates you monitored hours even where opt-outs existed.

Night workers — special 8-hour limit

Night workers (those who regularly work at least three hours between 11pm and 6am) are subject to a stricter limit: an average of 8 hours in any 24-hour period, with no opt-out available. This applies across all industries. Night workers must also receive free health assessments. Employers in sectors with particularly hazardous night work face an absolute 8-hour limit per shift with no averaging. Detailed night shift time tracking is essential to demonstrate compliance.

Rest break entitlements — not just a tea break

Workers are entitled to a 20-minute uninterrupted rest break if working more than six hours in a day, plus 11 consecutive hours of rest between shifts, plus a 24-hour rest period each week (or 48 hours per fortnight). These are minimum entitlements — contracts can be more generous. Employers who fail to provide adequate rest face worker-initiated claims to employment tribunals. Time tracking systems must record break times to demonstrate rest break compliance, particularly for shift workers where break patterns vary.

HMRC and HSE enforcement powers

The Health and Safety Executive enforces the Working Time Regulations through workplace inspections and can issue improvement notices requiring immediate action. HMRC also has enforcement powers, particularly where breaches affect National Minimum Wage compliance (e.g., unpaid hours pushing pay below NMW). Penalties include prosecution (fines up to £20,000 in magistrates' court, unlimited in crown court) and public naming. Adequate time tracking records are the primary defence against enforcement action.

Mobile and remote workers — harder to track, same obligation

The Working Time Regulations apply equally to mobile, remote, and office-based workers. Employers cannot avoid their obligations simply because workers are difficult to monitor. For drivers, separate EU drivers' hours rules apply. For remote workers, employers must implement systems that allow hours to be recorded accurately. This might include mobile time tracking apps with GPS verification. Tribunals are unsympathetic to employers who claim they "couldn't track" remote workers' hours.

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Ready To Track Employee Time Accurately?

Join UK businesses using TimeTally for real-time employee time tracking. Just £3 per employee per month with mobile clock-in, automatic time tracking, and payroll export.

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