Still chasing paper timesheets at the end of the week?

Digital time tracking for field service teams

From clock-in to payroll — automatically, down to the minute.

OutSmart lets technicians clock in and out, log job hours, travel time and overtime straight from their phone. Hours flow automatically into payroll, project billing and management reports — no more paper timesheets or end-of-week guessing.

Over 20,000 happy daily users

Does this sound familiar?

Time tracking is quietly costing you hours every week

Paper timesheets, manual overtime calculations, and no real visibility into what was actually worked.

"Overtime gets recalculated by hand every week" Paper timesheets land in a spreadsheet, then someone has to manually work out overtime and shift premiums — every single week.	"Travel time and job time blur together" Without a clear split, it's never obvious how much was actually worked versus travelled — leading to disputes at payroll time.	"Paper timesheets simply go missing" One sheet in the van, one in a jacket pocket — by month-end, one is always missing and billing gets delayed.
"I just have to trust that hours are logged correctly" Without any oversight, all you can do is hope every technician logs their time honestly and completely.	"Internal hours — warehouse, van maintenance, meetings — go untracked" That time can't be linked to a job, so it disappears from the overview completely.	"Payroll always takes longer than it should" Manually transferring timesheet data into payroll software costs hours every month and invites errors.

Paper timesheets vs. OutSmart Timesheets

Step	Without OutSmart	With OutSmart
Time registration	Paper form filled in at end of day or week from memory	Real-time clock-in/out in the app, at each job or activity
Travel time	Estimated or forgotten — a frequent source of disputes	Registered per leg automatically via the app and GPS
Overtime tracking	Manually counted and checked against contract	Automatically flagged and categorised per collective agreement
Approval workflow	Paper signed by manager, filed, sometimes lost	Digital approval in the app — technician submits, manager approves
Payroll processing	Hours typed manually into payroll system each period	Approved hours exported directly to payroll — no re-entry
Project billing	Time per project estimated or overlooked	Hours linked to jobs and contracts — billable vs non-billable split
Expenses & mileage	Separate paper slips, often lost or forgotten	Logged in the app with photo receipts, processed automatically
Approving hours	End-of-month pile, hard to check	Individual or bulk approval — billable share visible instantly

Simple clock in/out

Start-stop time tracking, right from the field — even offline

Benefit: 100% accurate hours — no forgotten entries, no corrections after the fact

Technicians tap "start" in the app when they arrive at a job, and "stop" when it's done. Time is automatically linked to the right work order — no paper timesheet, no message to the office.

The app works fully offline and syncs automatically once a connection is available — essential for basements, remote sites or areas with poor signal.

Start-stop tracking in the app — works offline, syncs automatically

Automatically linked to the right job and customer — no manual entry in the office

Split time by activity — travel, installation, maintenance — for precise cost tracking

"Our technicians no longer need paper timesheets — everything runs through the app."

Niels Luijten · Dyzle

Register time and costs

In addition to the hours that are registered via work orders, employees can also record separate hours, for example for internal tasks like tidying up the warehouse or cleaning vehicles. Everything comes together in one overview, so you can see exactly how many hours are made per day, week or month.

The module also offers the possibility to register expenses. Think of uploading a receipt for a part that was purchased on the way. In this way you gain insight not only into time, but also into costs incurred during work.

Thanks to this complete overview, companies can make better choices. Hours and costs are easy to calculate towards customers and form a reliable basis for invoicing and reports.

A practical example

A greenhouse cleaning company used Timesheets to record not only the work order hours but also the hours of their supporting office staff. These employees received a separate license to record time without having to fill in work orders. This made the administration complete, without needing extra full OutSmart licenses.

Benefits

Comprehensive time registration linked to work orders and separate tasks.
Insight into both time and costs through expense registration.
Better control over invoicing and internal efficiency.
Flexible licenses for employees who only record time.

Expenses & mileage

Log expenses and mileage in the same app as your hours

Benefit: no more separate expense sheets — everything flows straight into billing

Alongside job and travel time, technicians can log expenses and mileage directly in the app — with a photo of the receipt, linked to a job or booked as an internal, non-billable entry.

Mileage allowances are calculated automatically based on your configured rate, and combined with hours on the invoice or payroll export.

Expenses and mileage captured on the spot — with photo receipts

Mileage allowance calculated automatically at your configured rate

Linked to the job and customer, or logged as an internal, non-billable entry

"100% accurate work orders mean guaranteed 50% less time spent on admin."

Pascal Hanenbergh · Hanenberg Techniek

Approval & payroll export

Review, approve and export hours — individually or in bulk

Benefit: approvals in minutes instead of hours, with a clear billable-hours overview per employee

Submitted hours land as a draft in the office. From there, they get reviewed and approved or rejected — one at a time, or in bulk for multiple entries at once. Only approved hours flow into invoicing and payroll.

Per employee, you instantly see how many hours have been logged against their contracted weekly hours, and what percentage of that time is billable — so you catch discrepancies before they become a problem.

Individual or bulk approval of submitted hours — in seconds, not hours

Billable-hours percentage visible per employee at a glance

Progress against contracted weekly hours tracked in real time

"We had constant disputes about hours before. Now everything is correct straight away: start and stop time, travel time, overtime — all in the system."

Kimberley · Oostendorp Nederland

Every field service industry

Built for any field service team

OutSmart's time tracking works for any company with technicians on the road — from installation to facility services.

Installation & maintenance Track installation, service and travel time per job — linked directly to invoicing.	Construction Multiple technicians on one project? See per employee how many hours were spent versus the budget.	Security Night and weekend premiums calculated automatically. GPS-verified time stamps for SLA reporting.
HVAC & refrigeration Log hours per installation and site. Maintenance contracts link hours to the right asset automatically.	Access control Emergency call-outs after hours? Overtime and evening rates are calculated and billed correctly.	Facility & cleaning services Log hours per site or client. Multiple customers per day? Every hour lands with the right one.

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

We constantly had to create work orders manually with pen and paper. By providing a clear digital system with many options, along with an excellent helpdesk that assists with everything, even the smallest questions, Outsmart has helped us.

Thomas Loos, Display4all

We used to lose work orders now and then, which made tracking time a challenge. With the easy digital entry of work orders, it's much simpler for the technician to manage the administration. Having 100% accurate work orders has definitely cut our administrative time in half.

Pascal Hanenbergh, Hanenberg Techniek

What customers say

Field service companies on their experience with OutSmart time tracking.

"With OutSmart, our technicians log their hours right on site. We see in real time how much has been worked and what's billable."

Niels LuijtenDyzle

"OutSmart gives us full visibility on scheduling and hours. Technicians used to call for everything — now they see it themselves."

KimberleyOostendorp Nederland

"The integration with AFAS means our post-calculation and invoicing are perfectly handled — automatically."

Tom GrootVKS Schiedam

"Technicians clock in on-site through the app. We instantly see whether someone has arrived and can act if something's off."

Martijn KooijmanAaproTect

Calculator

What is time-tracking admin costing you today?

Enter your numbers and see what OutSmart could save you every year.

Field technicians Admin time per technician (hrs/week) Hourly rate (€)

Current annual cost: –

Estimated saving with OutSmart: –

*Based on customer experience: "100% accurate work orders mean guaranteed 50% less time spent on admin." — Pascal Hanenbergh, Hanenberg Techniek. Calculation: technicians × hours/week × hourly rate × 46 working weeks, of which 50% saving.

Try free for 14 days

Frequently asked questions about OutSmart Timesheets

Field service timesheet software lets technicians register working hours, travel time, and overtime directly from their mobile device — at the moment it happens, not from memory at the end of the week. OutSmart Timesheets connects those hours automatically to work orders, payroll, and client invoicing.

Yes. OutSmart allows technicians to clock in and out per job, per activity, or per day — depending on how your business works. Hours are linked to the relevant work order so billable time is tracked at the job level without additional admin.

OutSmart supports configurable overtime rules and absence types aligned to your collective labour agreement or HR policy. Hours that exceed the threshold are automatically flagged as overtime in the relevant category, and absence requests (holiday, sick leave) are registered in the same system.

Yes. Technicians submit their timesheets digitally at the end of a shift or week. The manager reviews and approves within the app or web interface. All approvals are logged with timestamp, providing a complete audit trail without paperwork.

Yes. OutSmart integrates with common payroll and HR platforms. Approved timesheet hours are exported automatically in the required format, eliminating manual re-entry into payroll and reducing the risk of errors on pay slips.

Hours registered against a work order flow directly to the billing module. Billable hours, travel time, and overtime surcharges are included in the invoice automatically — so clients are billed accurately for the actual time spent, not an estimate.

Yes. OutSmart's management dashboard shows each technician's billable hours, idle time, travel hours, and overtime in real time. Managers can identify underutilised capacity or overtime trends before they become a cost or compliance problem.

Yes. Alongside job and travel time, technicians can log expenses and mileage directly in the app — with a photo receipt, linked to a job or booked as an internal, non-billable entry. Mileage allowances are calculated automatically based on your configured rate.

Yes. Submitted hours first appear as a draft in the office, where they are reviewed and approved or rejected — individually or in bulk for multiple entries at once. Only approved hours flow into invoicing and payroll, including an automatic calculation of the billable share per employee.

Industries

Integrations