This is the part that causes the most confusion. This article explains how time registration works, what the difference is between planned, actual and approved hours, and how to activate it.
Step 1 - Understanding the three types of hours
There are three types of hours in the system. It's important that you understand the difference before you activate time registration.
Type | What is it | Where does it come from | What it's used for |
Planned hours | The hours as scheduled by the office | Planning | Advance estimate, capacity planning |
Actual hours | The hours as recorded by the removal crew member | Employee app | Insight into time actually worked |
Approved hours | The hours as approved by the office | Backoffice | Basis for the invoice under hourly-rate invoicing |
Step 2 - How do they work together?
The office schedules a job and estimates 8 hours (planned hours). The removal crew member records in the app that he worked 7 hours and 45 minutes (actual hours). The office checks and approves 8 hours (approved hours). For example, because travel time is included.
For residential customers, the difference barely matters: you usually invoice the quote amount, regardless of the hours worked.
For business customers on an hourly basis, it's crucial: the approved hours determine what goes on the invoice.
Step 3 - Activating time registration for foremen
Start with 1-2 foremen. Have them record hours for a week as a trial.
Check the hours in the system: - Are the actual hours correct? - Are breaks calculated correctly? - Do the approved hours make sense?
If everything is correct, activate it for all foremen.
Step 4 - Checking and approving hours
The foreman records the hours in the app. The office sees the actual hours coming in. The office checks the hours and approves them.
Check per job: - Do the hours match the planned hours? - Has travel time been included? - Is the break correct? - Have any particulars been reported?
If everything is correct, approve the hours. If something isn't right, adjust the hours and then approve them.
Frequently asked questions
"I don't see the approved hours in the invoicing overview"
This is a known limitation. The invoicing overview currently only shows the planned/original times, not the approved hours. If you invoice on an hourly basis, manually check that the approved hours are correct before creating the invoice.
"Can employees fill in their own hours?"
No. Only the foreman records the hours for the whole team. This prevents duplicate entries and disputes.
"Can I still fill in yesterday's hours?"
No. The system blocks entering hours for previous days. This is a deliberate choice to prevent fraud. If a correction is needed, the office has to make it.
"What's the difference between actual and approved hours?"
Actual hours are what the foreman has recorded. Approved hours are what the office has approved. These can differ if the office applies a correction (for example adding travel time).
Tips
Start with 1-2 foremen as a trial
Check the hours daily in the first week
Only approve hours after you've checked them
Use approved hours for invoicing business customers on an hourly basis
Please note
Actual hours cannot be adjusted by the foreman after recording
Only the office can change approved hours
The invoicing overview currently only shows planned times, not the approved hours
Next article: Business jobs on an hourly basis