Dockets & Timesheets
One record from the field. Paid right, billed in full.
Crews capture their time and dockets on their phone. Assignar applies your pay rules to the timesheet and your client’s rates to the docket, so payroll and invoicing come from the same day’s work without anyone keying it in twice.
Excavator operator, Northside pipeline
- Pre-start checklist Paid only 0.5 h
- Trenching on site Paid & billed 2.0 h
- Travel back to depot Paid only 0.5 h
Docket signed by client supervisor on site
Goes to payroll
Pay rules applied
- Ordinary hours
- 3.0 h
- Site allowance
- 1 ×
Goes to the invoice
Client rates applied
- Minimum hire
- 4.0 h
- Docket attached
- Yes
Most margin leaks between the job site and the office
The work gets done. Then the hours and dockets travel through paper, photos, spreadsheets and payroll macros, and money drops out at every handoff.
Dockets go missing
Paper dockets get lost, arrive late or come back unsigned. Work you can’t prove is work you don’t get paid for, and every late docket pushes your invoice out.
Hours get keyed in again and again
The same shift is typed into a timesheet, a payroll spreadsheet, a job cost report and an invoice. Each copy is another chance for an error.
The wrong rate gets applied
Overtime, allowances, public holidays and client minimums are worked out by hand. Underpay a worker and you have a problem. Underbill a client and you lose the margin.
From the shift to payroll and the invoice
Timesheets and dockets are captured once, checked once, then turned into pay and revenue automatically.
Capture
In the field
Workers open the job on their phone and everything is already filled in from the schedule: client, project, role, equipment and start time. They adjust what changed, then submit.
- Pre-filled timesheets. Start and finish times come from the allocation and totals calculate automatically.
- Paid and billable hours, kept apart. Pre-start, travel and on-site time are recorded separately, so you can pay for all of it and bill only what the client should see.
- Required forms first. Make a pre-start or safety check mandatory before a timesheet can be submitted.
- Crew or individual dockets. A leading hand can complete one docket for the whole crew, including people and equipment, or each worker can complete their own.
- Your client’s docket, not a generic one. Build docket templates per client with the questions, quantities and units they bill on.
- Proof on the record. Add photos of hour meters, odometers or completed work, and capture the client’s signature on the device.
- Daily site records. Supervisors record the day’s crew, equipment and materials in one daily record and turn the chargeable items straight into a docket.
Approve
In the office
Submitted timesheets and dockets land in the office as soon as they’re signed. Review them by person, project or client, fix what needs fixing, then approve.
- Dockets matched to timesheets. Attach the docket to the timesheet so every paid hour has the evidence behind it, and every billable docket ties back to who did the work.
- Clear status at a glance. See which shifts have no timesheet yet, and which are draft, submitted, reviewed or approved.
- Paper dockets still count. Upload paper or client-supplied dockets and have them read into the same workflow as digital ones.
- Changes with a trail. Edit hours or add allowances for payroll without overwriting what the worker submitted, with comments that explain why.
- Client sign-off on variations. Capture extra work on a variation docket and send it to the client for sign-off, so it doesn’t turn into an argument at month end.
Pay
Payroll
Approved timesheets run through your pay rules automatically. Assignar reads your award, agreement or pay rate documents and turns them into rules you can check and adjust in plain language.
Example rule: After 8 ordinary hours on a weekday, pay the next 2 hours at time and a half, then double time.
Rules can change by role, employment type, project or worker, with effective dates.
- Every condition in one place. Overtime, penalties, night and weekend loadings, public holidays, minimum engagements, and meal, travel and site allowances.
- The most specific rate wins. Set rates for a project, a client or the whole business, and Assignar applies the right one to each shift.
- Errors caught before the pay run. Review the calculated hours and pay codes for every worker before anything is exported.
- Out to payroll without rekeying. Send approved, calculated time to your payroll or accounting system through an integration or export.
Bill
Invoicing
Dockets are priced against your client’s schedule of rates, so invoices go out faster and nothing billable gets left behind.
- Your rate cards, read for you. Upload client rate cards and Assignar interprets the conditions: day and night rates, weekends, equipment charges, minimum hire periods and markups.
- Billing rules separate from pay rules. Pay a worker for the two hours they worked and invoice the client the four-hour minimum, from the same shift.
- Project rates first, then client, then standard. Assignar checks for a project-specific rate before falling back to the client’s rates and then your standard rates.
- Bulk pricing, one invoice. Price hundreds of dockets at once and roll a week or month of them into a single invoice, with the dockets attached as supporting evidence.
- Every price explained. See how each line was calculated, review anything flagged for a check, and override when you need to.
Built for the people who sign off the numbers
Because timesheets and dockets connect to scheduling, payroll, invoicing and job costing in one platform, finance sees the same truth the field does.
Get paid faster
Signed dockets reach the office the same day, so invoices go out when the work is done, not when the paperwork turns up.
Bill everything you did
Client minimums, standby, extra equipment and variations are captured on the docket and priced automatically.
Pay people correctly
Pay rules are applied the same way every time, with a clear record of how each hour was paid.
See job cost daily
Approved labor and equipment time flows into job costing, so you can compare cost, billed value and budget while the job is still running.
Questions contractors ask
Our timesheet hours and docket hours rarely match. Does that work?
Yes. Timesheets and dockets are separate records that can be linked. The timesheet drives payroll, the docket drives the invoice, so you can pay for pre-start and travel time while billing the client only for on-site hours or their minimum hire.
How does the client sign a docket?
The client’s supervisor signs on the worker’s phone or tablet on site. You can also require a photo, such as an hour meter reading, as part of the docket to head off disputes.
Some clients make us use their own docket. Can we copy it?
Yes. Build a docket template for each client with their fields, questions and units, and the right template is pulled into the job automatically.
Can it handle our award or enterprise agreement?
Upload your award, agreement or pay rate documents and Assignar turns them into pay rules covering overtime, loadings, allowances, public holidays and minimum engagements. You review the rules, adjust them in plain language and override them for individual workers where needed.
Does it replace our payroll or accounting system?
No. Assignar prepares the calculated time and the priced invoices, then sends them to the payroll and accounting tools you already use.
