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Which time tracking method is right for your company?
Time tracking is one of the most important processes in any company – it directly affects payroll, productivity analysis, and legal compliance. Today, there are many different ways to track working time, ranging from simple Excel sheets to fully automated zone‑based systems.
Each method provides a different level of accuracy and control. Some systems rely on manual input from employees (which can be forgotten or manipulated), while others track time automatically – at the exact moment work actually begins.
Every company must choose the method that best fits its workflow, but one thing is certain: accuracy costs less than inaccuracy. If a company with 50 employees loses even a few minutes per person per day, it adds up to hundreds of hours and thousands of euros lost every month.
The table below shows an overview of different time‑tracking methods, their expected accuracy, potential time loss, and estimated financial impact:
| Method | Accuracy | Where does time get lost? | Time lost per month (50 employees) | Cost per month* |
| Paper | ± 15–30 min/day | Rounding, forgetting, filling in later | ~333 hours | ~5,000 € |
| Excel (manual entry) | ± 10–20 min/day | Manual entry, later editing, “approximate” times | ~250 hours | ~3,750 € |
| Mobile app | ± 2–4 min/day | Depends on employee action; may be forgotten or added later | ~30–40 hours | ~450–600 € |
| Facial recognition terminal | ± 1–2 min/day | Queue at the scanner; employee could delay or forget to clock in | ~20–30 hours | ~300–450 € |
| RFID / fingerprint terminal | ± 1–2 min/day | Close to the workplace, but still depends on employee remembering | ~15–25 hours | ~225–375 € |
| Access control (zone‑based) | ± 0.5–1 min/day | Very accurate – work start is logged automatically via the entrance | ~2–3 hours | ~30–45 € |
| SmartTrack (Hours) | < ± 0.5 min/day | Fully automatic zone‑based system; requires no employee action | ~0.5–1 hour | ~10–15 € |
Notes:
Accuracy refers to how precisely working time reflects the real moment when work begins.
Cost is calculated using an estimated rate of 15 € per working hour (including taxes).
Calculation based on 50 employees and 20 working days per month.
Key takeaways
- Paper and Excel are suitable only for very small or flexible teams, but they carry the highest risk of mistakes and losses.
- Mobile apps are convenient but depend on employee discipline.
- RFID, fingerprint and facial recognition solutions offer better accuracy but still rely on employee actions.
- Zone‑based access control systems are highly accurate when properly configured.
- SmartTrack (Hours) is fully automatic and passive – the employee doesn’t have to do anything. This ensures the highest level of accuracy and the smallest error margin.
💡 When choosing a time‑tracking solution, consider not only convenience, but also accuracy, control, and financial impact. Every minute counts.
👉 If you want to find out which solution fits your workflow or wish to test SmartTrack in real time, contact us at info@hours.ee
Time is money.
Hours & ERPLY saves you both
Choose a convenient and smart way. Online time tracking reduces costs and increases efficiency for your business!
