Field Staff Time Tracking – Record Assignments, Separate Travel Times, Assign Orders

Your field staff are at customer sites, on the road or travelling between assignments – but the office only finds out in the evening or at the weekend what happened during the day. Jobilino makes time tracking for field staff digital: employees record assignment times, travel times and customer visits directly via app. Every minute is automatically allocated to the correct order. The office has a real-time overview. And at the end of the month, the billing figures add up – without queries, without correction loops, without guesswork.

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Deployment time tracking via app

Field service employees start and end every deployment directly via the app – date, time, client and job are saved automatically. The proof of work is created before the employee drives to the next client.

Separating travel times cleanly

Travel time, waiting times and active deployment time are recorded separately and clearly in Jobilino – ensuring accurate payroll calculations and legally compliant records.

Order-related project time tracking

Every deployment is assigned directly to the correct customer, project or order. When multiple orders are handled in a single day, the employee simply switches the booking – all project times remain cleanly separated.

The problem

Time Tracking in Field Service: Why Most Systems Fail

Different rules apply in field service than in the office. There is no time clock at the entrance, no fixed workstation, and no consistent daily routine. Employees travel from customer to customer, switch between deployment sites, and work on assignments that sometimes take thirty minutes and sometimes an entire day. In this reality, traditional time-tracking systems fail – and makeshift solutions such as paper notes, Excel, or WhatsApp messages produce exactly the problems they were supposed to solve: inaccurate hours, missing allocation, endless follow-up queries, and invoices that no one can make sense of.

Deployment times are entered retrospectively from memory – imprecise and barely verifiable
Travel times, waiting times and active deployment time are not clearly separated from one another
Hours are recorded as a flat rate – without assignment to customers, orders or projects
Customer visits can no longer be clearly documented after the fact
The office has no real-time overview of who is currently deployed where
Payroll and client billing costs hours every week due to corrections and queries
Overtime and on-call times are not recorded and managed systematically
During official inspections, a complete record of working hours is missing

The solution

The Solution: Digital Time Tracking for Field Service with Jobilino

Jobilino is the time-tracking solution built for field service – not adapted from an office tool. Employees record deployment times, travel times, and customer visits directly via the app on their smartphones. When clocking in, they select the customer, the job, or the project – every minute is automatically assigned to the correct account. The office sees in real time who is deployed where, how long the deployment lasts, and which jobs have been completed. At the end of the month, all data is ready and prepared – for payroll processing, customer invoicing, and regulatory documentation.

Visit verification for every customer deployment

By clocking in and out at the customer's site, a digital visit record is created automatically – complete with a timestamp, order reference and, optionally, photo documentation.

Real-time overview for scheduling and office staff

The operations management can see at any time which employee is deployed where, how long the current deployment has been running, and who will be available next – without phone calls, without follow-up queries.

Photo documentation at the deployment site

Employees can upload photos of the deployment directly from the app – as proof of service, condition documentation, or protection in the event of complaints.

Systematically recording overtime and on-call duty

Regular deployments, overtime, on-call availability, and standby duty are booked separately in Jobilino and evaluated correctly – as the basis for legally compliant payroll processing.

Evaluation and export at the touch of a button

Ready-made reports for payroll, client billing and controlling – filtered by employee, client, project or time period. No manual preparation, no Excel.

How it works

How Time Tracking in Field Service Works with Jobilino

Create clients, orders and teams

Add your clients, projects, locations and employees to Jobilino once – the structure mirrors your actual order organisation.
Field staff clock in via the app

Upon arriving at the location, the employee opens the app, selects the client or order and starts time tracking – in just a few seconds.
Log travel times and site changes

Travel times between assignments are recorded separately. A new booking starts with the next client – all times remain cleanly separated and correctly allocated.
Document and complete an assignment

At the end of the assignment, the employee clocks out. Optionally, they add photos or notes. The complete proof of work is created – before leaving the site.
Reporting in the office – in real time

The office sees all field service assignments collected in the dashboard – filterable by employee, client, project or time period. All data can be exported for payroll, billing and controlling.

Your benefits

Assignment times are recorded live on-site with the client – not entered from memory in the evening
Travel times, waiting times and active deployment time clearly separated from one another
Every hour automatically assigned to the correct customer, order or project
Digital proof of visit for every customer deployment – with timestamp and photo documentation
Real-time overview for dispatch and operations management – without calls and follow-up queries
Customer invoices are fully verifiable and traceable
Post-calculation based on actual project hours rather than estimates
Complete working time records – resilient in every regulatory inspection
Payroll runs on the basis of verified data – without correction loops
Get started without an IT project – employees are up and running in minutes

For whom

Which Field Service Companies Is Jobilino Suitable For?

Jobilino is suitable for all companies whose employees regularly work on-site at customer premises, on the road, or at changing deployment locations. Typical industries include technical customer service and maintenance, heating, ventilation, and plumbing (HVAC) and installation businesses, electrical engineering, service and repair companies, sales and consulting with on-site appointments, cleaning companies with property management, facility management and building technology, security services and patrol services, as well as care and support services. Whether you have three field service employees or three hundred – Jobilino scales with your business.

Try Digital Time Tracking for Field Service Now – Free of Charge

Try Jobilino for free and experience how simple time tracking in field service can be. Record deployments, separate travel times, assign jobs – all in one app, all in real time, without paper and without rework.

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GDPR-compliant

Häufige Fragen zur Zeiterfassung im Außendienst

Is time tracking in the field legally required?

Yes. The obligation to record working hours applies to all employees – regardless of whether they work in the office or in the field. The start, end and duration of daily working hours must be fully documented. Anyone who cannot provide a complete record risks administrative penalties during official inspections.

How do field service employees record their working hours with Jobilino?

Field service employees start and end each assignment directly via the app on their smartphone. When clocking in, they select the customer or job – working time is assigned automatically. Travel times are booked separately. The complete proof of work is created before the employee even drives to the next assignment.

Can travel times be recorded separately in field service?

Yes. In Jobilino, travel times, waiting times and active working times can be clearly separated from one another. This ensures accurate billing, transparent customer invoices and legally compliant records – without any manual preparation in the office.

Can field service assignments be assigned directly to customers or projects?

Yes. When clocking in, the employee selects the relevant customer, job or project from a clear list. When there are multiple assignments in a day, a separate booking is started for each customer – all project times remain cleanly separated and can be evaluated individually.

How does time tracking help with customer billing in field service?

When every hour worked is assigned to the correct customer, customer invoices can be generated directly on the basis of recorded times – verifiable, transparent and dispute-free. The data can be exported filtered by customer, time period or employee.

Can dispatch see in real time where field service employees currently are?

Yes. As soon as an employee starts an assignment, it is visible in the dashboard – with customer, job, start time and status. Dispatch can coordinate follow-up assignments, respond to absences and plan capacities without having to call the employee.

Does the app work without an internet connection during a customer assignment?

Yes. Jobilino saves all bookings locally on the device when there is no connection. As soon as mobile data or Wi-Fi is available again, the data is synchronised automatically – no entry is lost, not even in basements, production halls or rural areas.

How quickly is Jobilino ready for use in field service?

As a rule, Jobilino is set up within a few hours. Customers, jobs and employees are created, the app is distributed – and from the very next assignment your employees record their time digitally. No training, no IT project, no weeks-long rollout.