Facility Management Time Tracking – All Trades, All Properties, One System

In facility management, dozens of assignments run in parallel every day: cleaning in the office building, maintenance of building services, security rounds in the evening, grounds maintenance in the morning, winter services before sunrise. Different teams, different properties, different clients – and one office that has to keep track of everything. Jobilino is the time tracking solution for facility management that unites all trades in one system: log deployment times by property via app or NFC, document services rendered and bill each client cleanly.

GDPR-Compliant – Without Permanent GPS Tracking
Ready to Go in Minutes
All Trades and Properties in One Dashboard

All trades in one system

Cleaning, maintenance, building services, security, winter services, grounds maintenance – all service types are recorded in Jobilino and can be evaluated separately. No separate system per trade.

Object-precise time tracking via app and NFC

Employees clock in and out directly at the object via app or NFC tag. Every assignment is automatically allocated to the correct object, client and contract.

Proof of service per client and contract

All assignment records can be exported by client, object, service type or time period – as professional documentation for contract meetings, quality audits and monthly reports.

The problem

Time Tracking in Facility Management: Many Trades, Many Properties, No Overview

Facility management is coordination work – and that is precisely where time tracking fails in most companies. Cleaning teams, building technicians, security staff and winter service crews work simultaneously at different properties, often for different clients, with varying contracts and service specifications. Hours arrive at the office as a mix of paper slips, phone reports, Excel spreadsheets and WhatsApp messages. Which team worked how many hours at which property for which client can barely be reconstructed after the fact. Invoicing becomes a puzzle, proof of performance becomes a weak point and deployment planning becomes a shot in the dark.

Different trades – cleaning, maintenance, security, caretaking – are recorded in separate systems or not at all
Hours cannot be broken down cleanly by property, client and type of service
Contractual service specifications cannot be verified against actually worked hours
In the event of client complaints, verifiable proof of completed assignments is lacking
Subcontractor assignments are not documented in the same system as those of own employees
Site managers check attendance in person – inspection rounds cost time and money
Seasonal services such as winter maintenance or green space care are not recorded systematically
Billing per client and contract requires hours of manual rework every week

The solution

The Solution: Digital Time Tracking for Facility Management with Jobilino

Jobilino unites the time tracking of all trades in one system. Cleaning staff, building technicians, security personnel and winter service crews log their deployment times directly via app or NFC – property-specific, order-related and separated by service type. The office sees all properties, all teams and all deployments in real time on a single dashboard. Performance records are generated automatically, target-versus-actual comparisons per contract run at the touch of a button, and invoicing per client is based on clean, verified data rather than estimates.

Target/actual comparison per contract and property

Contractual performance targets are compared against actually recorded hours – serving as an early-warning system for properties that consistently require more or less effort than calculated.

Your own employees and subcontractors in a single dashboard

Whether in-house staff or external service providers – all assignments are consolidated in one central overview, clearly separated from one another and individually analysable.

Real-time overview of all properties and teams

The scheduling team can see at any time which teams are active at which properties, which assignments have been completed and where shifts are still open – without the need for on-site inspection rounds.

Photo documentation at the site

Employees can upload photos directly from the app to the assignment – as a condition report after cleaning, as a damage report during maintenance, or as proof of service for winter operations.

Reporting and billing per client

Ready-made reports for every client, every contract and every property – filtered, exportable and ready for invoicing. No spreadsheets, no queries, no manual preparation.

How it works

How Time Tracking in Facility Management Works with Jobilino

Create properties, clients and service types

All managed properties, associated clients and service types are set up once in Jobilino – the structure reflects your actual contract and property organisation.
Assign teams and attach NFC tags

Employees are assigned to teams and trades. NFC tags are attached to the sites – as needed at the entrance, per floor, or per area.
Employees clock in at the site

Using the app or an NFC tag, employees record their working time directly at the site – with automatic assignment to the site, client, and type of service.
Document and complete the assignment

Once finished, the employee clocks out. Optionally, photos, damage reports, or notes can be added. The complete proof of service is created automatically.
Evaluation, Billing and Reporting

All deployment data is available in the dashboard – broken down by property, client, trade and contract. Ready-made reports for billing, controlling and client reporting.

Your benefits

All trades – cleaning, maintenance, security, winter services – in one system instead of five separate ones
Every deployment automatically assigned to the correct property, client and contract
Target/actual comparison per contract immediately shows which properties are on track and which are not
Professional proof of service for clients – exportable at the touch of a button
Your own employees and subcontractors in one dashboard – analysable with a clear separation
No inspection visits – the site manager sees everything in real time
Photo documentation as proof of condition, damage report or quality evidence
Billing per client based on clean data – without weekly rework
Multilingual and usable without training – for diverse facility management teams
No IT project – get started within a few hours, even for grown site structures

For whom

Which Facility Management Companies Is Jobilino Suitable For?

Jobilino is suitable for all facility management companies that coordinate multiple properties and trades and need to document and invoice their deployments on a property-specific basis. Typical areas of application include infrastructural facility management (cleaning, security, winter services, grounds maintenance, building caretaking) and technical facility management (maintenance, building services, fault rectification). Particularly valuable for companies that work for property management firms, real estate companies, public sector clients or commercial property operators and regularly need to provide proof of performance per contract and property. Whether managing ten properties or two hundred.

Try Time Tracking for Facility Management Now – Free of Charge

Try Jobilino free of charge and experience how simple time tracking in facility management can be. All trades, all properties, all teams – in one system, without paper, from day one.

No setup fee
cancel monthly
GDPR-compliant

Häufige Fragen zur Zeiterfassung im Facility Management

Can different trades in facility management be recorded in one system?

Yes. In Jobilino, cleaning, maintenance, building services, security, winter maintenance and grounds maintenance are all recorded in one system – with separate service types that can be evaluated and billed individually. No separate tool for each trade, no parallel Excel spreadsheets.

How does the assignment of jobs to clients and contracts work?

When clocking in, the employee selects the site and service type – the assignment to the correct client and contract is made automatically. This creates clean assignment records per contract, without the office having to sort hours manually.

Can target-versus-actual comparisons be carried out per contract and site?

Yes. In Jobilino, contractual service targets can be compared with the hours actually recorded – per site, client or service type. This allows you to identify at an early stage which contracts are on track and where adjustments are needed.

How are subcontractor deployments documented in facility management?

Subcontractors are recorded in Jobilino within the same system as your own employees, but clearly separated from one another. In the dashboard and in all evaluations, you can distinguish between internal and external deployments at any time – for transparent invoice verification and complete documentation.

Can proof-of-service records be exported for different clients?

Yes. All deployment records can be exported filtered by client, property, service type, or time period – as professional documentation for monthly reports, contract discussions, and quality audits. Each client receives exactly the data relevant to their contract.

Is Jobilino also suitable for seasonal services such as winter maintenance?

Yes. Seasonal services such as winter gritting, spreading, or grounds maintenance are recorded in Jobilino as their own service types. Deployments can be documented with time, property, and photo evidence – as a seamless record of services rendered, which is especially important for liability questions in winter maintenance.

Does time tracking work for security services with night shifts as well?

Yes. Jobilino records working hours regardless of the time of day – including across shifts and past midnight. Security rounds can be documented via NFC tag at checkpoints, creating a complete and seamless patrol log.

How quickly is Jobilino ready to use in my facility management operation?

Typically within one working day. Properties, clients, service types, and employees are set up, NFC tags are distributed as needed – and from the very next deployment, your teams record their hours digitally. Even with established property structures spanning many locations, getting started is straightforward.