Are paper timesheets sufficient as proof of working hours?

Paper timesheets are generally permitted – the law does not prescribe a specific format. However, the records must be objective, reliable and accessible, and this is where paper often falls short: it is easily manipulated, can be lost and is difficult to archive. During audits, missing or illegible entries are frequently criticised. Digital systems make reliable proof easier with automatic timestamps and change logs.

How long must working time records be retained?

It depends on the country, as national law sets the retention period. In Germany, for example, records under the Working Hours Act (hours beyond eight per working day) and the Minimum Wage Act must be kept for at least two years. In Austria, the Working Time Act sets no specific period, but tax-relevant books and records must be kept for seven years. A digital time-tracking solution stores all data centrally, without taking up space on the filing shelf.

What constitutes reliable proof of working hours?

Reliable proof must be objective, dependable, hard to manipulate and complete. This means: time entries recorded at the actual point in time (not retrospectively), automatic timestamps, change logs, seamless documentation and retention for the period required by law. Digital time-tracking systems help you meet these requirements in day-to-day work.

Can the authorities request working time records at any time?

Yes, the competent labour authority in your country may require the submission of working time records as part of inspections. You must be able to present these documents in full and in a comprehensible manner. With digital systems, you can generate and export reports within minutes.

Are retrospective changes to time tracking permitted?

Corrections are generally permitted, but must be documented in a traceable manner. With digital systems, all changes are logged automatically: who changed what, when, and why. This transparency is important during audits. With paper or Excel, this traceability is often lacking.

What does digital time tracking with reliable proof cost?

Prices vary by provider and range of features. Jobilino's Basic plan costs €5.99 per employee per month (1–29 employees, minimum 5 licences), with lower rates for larger teams. In return, you receive automatic documentation, central archiving, export functions and time savings. You can try Jobilino free for 14 days, no credit card required.

Proof of Working Time: What Counts in an Audit

Why proof matters in time tracking

The obligation to record working hours has been clearly established since the ruling of the Court of Justice of the EU (14 May 2019, C-55/18). However, many companies overlook an important point: it is not enough to record working hours in some way – you must also be able to prove these records objectively, reliably, and accessibly.

In concrete terms, this means: if an authority, a labour inspectorate, or, in the event of a dispute, a court requests your time tracking records, you must be able to present them in a manner that is complete, traceable, and free of unnoticed subsequent changes.

In its judgment of 14 May 2019 (C-55/18), the Court of Justice of the EU ruled that employers must set up an objective, reliable and accessible system for recording the daily working time of each worker. How the records must be kept and for how long is laid down by national law – check the rules that apply in your country.

The problem with paper, Excel, and handwritten notes

In practice, time tracking in many businesses still looks like this:

📋 Paper time sheets are completed and brought to the office at the end of the month
📱 Working hours are reported via WhatsApp or SMS
📊 Excel lists are maintained manually and passed on
✍️ Notes on slips of paper end up somewhere in a desk drawer

These methods share a common problem: they do not provide reliable proof.

Why paper time sheets are problematic

Handwritten records only partially meet the legal requirements, as they are:

❌ Easily manipulated – subsequent changes often cannot be detected
❌ Often illegible – especially with handwritten entries
❌ Prone to errors – transcription errors, forgotten entries, incorrect calculations
❌ Difficult to archive – slips of paper get lost, fade, or are damaged
❌ Not timely – times are often entered from memory days later
❌ Hard to locate – during inspections, folders must be searched through

Excel is better than paper – but still not sufficient

Excel lists are a step in the right direction, but they also have weaknesses:

⚠️ Changes can be made without an audit trail
⚠️ Timestamps are often missing or can be manipulated
⚠️ No automatic synchronisation between employees and administration
⚠️ Files can be lost or overwritten
⚠️ No control over who changed what and when

What constitutes reliable proof?

Reliable proof of working time should meet the following criteria:

1. Objective and reliable

Time recording must take place at the actual moment of the start and end of work – not retrospectively from memory. The system must automatically document when a booking was made.

2. Hard to manipulate

Subsequent changes must either be impossible or at least fully logged. During an inspection, it must be evident whether and when corrections were made.

3. Complete and gap-free

All working hours must be recorded – including overtime, breaks, and absences. Missing entries or gaps significantly weaken the evidentiary value.

4. Available in the long term

Records must be retained for the period required by national law and must be retrievable at any time. Digital archiving with a backup strategy has a clear advantage here.

5. Traceable and evaluable

During an inspection, an evaluation must be possible within a short time – by employee, period, or project. Leafing through paper folders is inefficient and error-prone.

Digital time tracking as the standard for reliable proof

Modern digital time tracking systems help you meet these requirements in day-to-day work:

✅ Automatic timestamps

Every booking is recorded with the exact time and date – subsequent changes are logged.

✅ Centralised storage

All data is stored centrally and securely. Backups ensure nothing is lost.

✅ Change log

Every correction is documented – who changed what, when, and why? This transparency is invaluable during inspections.

✅ Instant availability

Reports can be generated in seconds – by employee, project, period, or cost centre.

✅ Export for authorities

Data can be exported in various formats (PDF, Excel, CSV) and presented directly.

✅ GDPR-compliant archiving

Good digital systems support data protection with role-based access rights, encrypted storage and hosting in the EU – responsibility under the GDPR remains with the employer.

Practical example: inspection by the labour authority

Imagine: an inspector from the competent labour authority announces an inspection and requests the working time records for the past 12 months for all employees.

Scenario 1: Paper time sheets

You search for the folders (where was the March folder again?)
Some slips are illegible or missing
Hours were partly entered retrospectively
A complete evaluation takes days
The inspection uncovers gaps and inconsistencies

Possible result: Fines and an order to remedy the shortcomings.

Scenario 2: Digital time tracking

You open the system and generate a report for the requested period
All data is complete, traceable, and sorted chronologically
The PDF export is ready within minutes
Changes are transparently documented
The inspection runs much more smoothly

Result: The records are complete and traceable – the best basis for an inspection without objections.

What businesses should do now

If you are still relying on paper or Excel, you should consider the following steps:

1. Assess your current situation

Could you present all working time records from the past 12 months in full upon request today?
How long would it take to generate an evaluation?
Are subsequent changes traceable and documented?

2. Evaluate the risk

How likely is an inspection in your industry?
What penalties are threatened for missing or incomplete records?
How much time does manual recording and archiving cost per month?

3. Compare digital solutions

Look for automatic timestamps and change logs
Check the export and reporting functions
Ensure the system is GDPR-compliant
Test the ease of use for your employees

4. Begin the transition

Implementing digital time tracking is easier today than ever before. Most systems are ready to use within a few days and require no complex IT infrastructure.

Common objections – and why they no longer hold up

"Our employees work on changing construction sites – digital simply won't work there."

On the contrary, that is exactly what mobile apps are designed for. Employees record their times directly on-site via smartphone. With Jobilino, clocking in via NFC tag even works without an internet connection: the entry is saved with the actual time and transferred automatically once the device is back online.

"Digital systems are too expensive for small businesses."

Jobilino's Basic plan costs €5.99 per employee per month (1–29 employees, minimum 5 licences), with lower rates for larger teams – see the pricing page for details. You can try it free for 14 days, no credit card required. Set against this are time savings, fewer errors and a lower risk of fines for missing records.

"Our employees are not tech-savvy."

Modern apps are as simple as WhatsApp. Once briefly explained, time tracking runs intuitively. Most employees actually find it more pleasant than dealing with paperwork.

"We have never had an inspection."

That can change at any time. And even without an inspection: missing records lead to problems with overtime calculations, disputes with employees, and unclear workforce planning.

Conclusion: digital proof is the future – and the present

The question is no longer whether you should switch to digital time tracking, but when. The longer you wait, the greater the risk and the more time you waste on inefficient manual processes.

Reliable proof of working hours is no longer a luxury – it is a legal obligation. The law does not prescribe a specific format, but digital systems are the easiest way to fulfil this obligation efficiently, securely, and in a future-proof manner.

Anyone still relying on paper time sheets today is not only risking fines if there are gaps, but is also losing valuable time that could be invested in more productive tasks.