Contractor Time Tracker** Template

The Contractor Time Tracker is an efficient work management template designed to help users centrally manage work-related data. By utilizing table relationships, this template clearly displays work tasks, personnel, and client interactions. This functionality makes project cost tracking, employee performance evaluation, and client management smoother, significantly improving the efficiency and accuracy of daily operations.

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👉 How the Template Works

• Workers: Record employee information, including email, phone number, and other details, with the option to add additional fields as needed.
• Clients: Record client information and support custom fields based on requirements.
• Work Items: Track work-related tasks, including details, start time, completion status, billing information, and establish associations with employees and clients.
• Work Item Reminder: Automatically send an email reminder to employees the day before a task starts, including work details and start time.
• Service Completion Reminder: Automatically send an email notification to clients after a task is completed, including task details and billing information.

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🎯 Steps to Use

1. Add Employee Information: Fill in the basic information of each team member in the "Workers" table.
2. Enter Client Information: Input client-related data in the "Clients" table and customize fields as needed.
3. Record Work Tasks: Record task information in the "Work Items" table, including task description, start time, billing details, and associate tasks with the corresponding employees and clients.
4. Set Reminders: Ensure automation is enabled to send task reminders to employees.
5. Track Progress: Use the template to monitor task status, ensure timely completion, and accurately record billing. After completing tasks, the system will automatically send settlement details notifications to workers.

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👉 Suitable For

• Project Managers: Oversee project progress and evaluate task completion.
• Finance Teams: Track project expenses and manage billing processes.
• Human Resources Departments: Allocate employee workloads and monitor performance metrics.
• Business Analysts: Analyze project data and optimize resource allocation.

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⭐️ Use Cases

• Project Progress Tracking: Keep track of task status in real-time to ensure timely completion.
• Expense and Billing Management: Accurately record project costs and simplify financial processes.
• Performance Evaluation: Assess task efficiency and make data-driven decisions to optimize workflows.
• Workload Allocation: Fairly distribute tasks among employees to enhance team productivity.

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FAQ

1. How is the "Total Cost" or billing amount calculated?

The Work Items table is designed to store billing details. To automate this calculation:

1. Ensure you have a "Duration" (or Hours Worked) number field and a "Hourly Rate" currency field.
2. Create a Formula field.
3. Use a simple multiplication formula (e.g., {Duration} * {Hourly Rate}) to automatically generate the total billable amount for that task.

2. How do I trigger the email to the Client?

The "Service Completion Reminder" automation is usually triggered by a status change.

1. When a worker finishes a task, they (or the manager) must update the Status field in the Work Items table to "Completed".
2. The system detects this specific status change and automatically fires the email to the client associated with that record.

3. Can I customize the email templates?

Yes. The default emails for "Work Item Reminders" and "Service Completion" are generic. To personalize them:

1. Go to the Automation tab.
2. Select the specific workflow (e.g., Work Item Reminder).
3. Click on the "Send Email" action node.
4. You can edit the subject line and body text, and insert dynamic fields like {Client Name} or {Task Description} to make the communication more professional.

4. How do I assign a worker to a task?

In the Work Items table, there is a "Link to another record" field pointing to the Workers table. Simply click the cell and select the appropriate worker from the list. This establishes the relationship so the system knows which email address to use for the "Work Item Reminder."