Time Tracking & Labor Valuation

Path: /properties/[id]/renovation → Time Tracking Tab
Access Level: Property Owners & Collaborators

Overview

Time Tracking converts labor hours into financial data, giving you the true cost of your renovation. Whether you're tracking your own sweat equity, contractor hours, or a mix of both, this system captures every hour worked and values it appropriately for ARV calculations and budget management.

Time Tracking Fundamentals

Why Track Time?

Financial Accuracy:

• ✅ Know true labor costs
• ✅ Value sweat equity
• ✅ Track contractor productivity
• ✅ Calculate accurate ARV

Budget Management:

• ✅ Compare estimated vs. actual hours
• ✅ Identify cost overruns early
• ✅ Adjust future estimates
• ✅ Control labor spending

Productivity Analysis:

• ✅ Which tasks take longest?
• ✅ Contractor efficiency
• ✅ Learning curves
• ✅ Staffing needs

Tax & Resale:

• ✅ Document sweat equity
• ✅ Capital gains calculations
• ✅ Depreciation schedules
• ✅ Sale justification

Who Tracks Time?

Owner/Investor:

• Your own labor
• Sweat equity hours
• Project management time
• Coordination activities

Contractors:

• Skilled labor
• Apprentice labor
• Supervisor time
• Cleanup crew

Collaborators:

• Partner sweat equity
• Family help
• Friend assistance
• Volunteer labor

Time Entry Methods

Method 1: Manual Time Entry

Quick entry form:

1. Click "+ Log Time"
2. Enter details:
   • Date worked
   • Start time
   • End time
   • Break duration
   • Person who worked
   • Task/milestone
   • Work description
3. Click "Save Entry"

Example:

Date: January 15, 2025
Worker: John Smith (Contractor)
Start: 8:00 AM
End: 5:00 PM
Break: 1 hour (lunch)
Hours worked: 8 hours
Task: Kitchen cabinet installation
Rate: $45/hour
Labor cost: $360

Method 2: Timer Feature

Real-time tracking:

1. Start work session
2. Click "Start Timer" button
3. Select task/milestone
4. System tracks elapsed time
5. Take breaks (pause timer)
6. End session (stop timer)
7. Review & save

Timer display:

⏱️ ACTIVE TIMER
Task: Installing kitchen cabinets
Started: 8:03 AM
Elapsed: 3:47:22
Break time: 0:45:00

[Pause] [Stop & Save]

Method 3: Bulk Import

Import time sheets:

1. Download CSV template
2. Fill in time entries
3. Upload CSV file
4. Review entries
5. Confirm import

CSV format:

Date,Worker,Start,End,Break,Task,Rate,Notes
2025-01-15,John Smith,08:00,17:00,1.0,Cabinets,$45,Upper cabinets
2025-01-15,Mike Jones,08:00,17:00,1.0,Cabinets,$45,Lower cabinets
2025-01-16,John Smith,08:00,16:00,1.0,Cabinets,$45,Finished install

Method 4: Mobile App

Track on-site:

1. Open mobile app
2. Check in at property
3. Select task
4. Tap "Start Work"
5. App tracks time automatically
6. Tap "End Work" when done
7. Syncs to system

Benefits:

• GPS verification (at property)
• Photo uploads during work
• Voice notes
• Offline mode
• Auto-sync when online

Time Entry Interface

Time Log Table

Columns displayed:

Filters:

• Date range
• Worker name
• Task/milestone
• Approval status
• Cost range

Time Entry Details

Full information:

Basic Info:

• Date of work
• Worker name
• Role/trade
• Hours worked
• Breaks taken

Task Details:

• Milestone assigned
• SOW task (if linked)
• Room/area
• Work description
• Completion %

Financial:

• Hourly rate
• Total labor cost
• Markup (if applicable)
• Budget impact
• Payment status

Documentation:

• Photos of work
• Notes/comments
• Issues encountered
• Materials used
• Weather conditions

Labor Rates

Setting Hourly Rates

By worker type:

Rate Management

Setting rates:

Per Worker:

1. Go to Workers tab
2. Select worker
3. Set hourly rate
4. Rate applies to all entries
5. Update anytime

Per Task:

• Override default rate
• Different rate for specialty work
• Premium for rush jobs
• Discount for apprentices

Example rate variations:

John Smith (Electrician)
Default rate: $75/hour

Rate overrides:
- Standard work: $75/hour
- Emergency call: $125/hour
- Weekend work: $100/hour
- Training apprentice: $60/hour

Sweat Equity Valuation

Value your own labor:

Conservative approach:

• Value at 50% of pro rate
• Kitchen cabinets: Pro charges $55/hr → You value at $28/hr

Market approach:

• Value at going market rate
• You save money by DIY → Value at full rate ($55/hr)

Hybrid approach:

• Simple tasks: 50% of pro rate
• Skilled tasks: 75% of pro rate
• Licensed work: Not allowed (hire pro)

Why it matters:

• Increases ARV calculation
• Capital gains tax basis
• Shows true project investment
• Resale justification

Task & Milestone Integration

Linking Time to Tasks

Connect labor to work:

1. Log time entry
2. Select milestone
3. Choose SOW task
4. Hours applied to task
5. Task progress updates
6. Budget updated

Example flow:

Time Entry:
  8 hours logged → Kitchen Cabinets
    ↓
Milestone:
  "Cabinets" milestone → 8 hours added
    ↓
SOW Task:
  "Install upper cabinets" → Marked 100% complete
    ↓
Budget:
  Labor budget → $360 added to actual costs

Task Time Estimates

Compare estimated vs. actual:

SOW Task: Install kitchen upper cabinets

Learning:

• Future estimates: Use 8 hours
• Contractor speed: Baseline established
• Budget planning: More accurate

Approval Workflow

Time Entry Approval

Why approve?

• Verify hours accurate
• Prevent time fraud
• Control costs
• Gate payment

Workflow:

1. Contractor Submits

• Logs time entries
• Adds work description
• Uploads photos (optional)
• Submits for approval

2. You Review

• Check hours reasonable
• Verify work completed
• Compare to estimate
• Inspect quality

3. Your Decision

Approve:

• Hours accurate
• Work quality good
• Release for payment

Reject:

• Hours inflated
• Work incomplete
• Request correction

Approve with Adjustment:

• Reduce hours
• Document reason
• Notify contractor

4. Payment Processing

• Approved hours → payable
• Calculate total cost
• Include in draw request
• Process payment

Batch Approval

Approve multiple entries:

1. Filter time entries
2. Select date range
3. Check entries
4. Select all
5. Click "Approve Selected"
6. Confirm batch approval
7. All entries approved

Use case: Weekly time sheet approval

Labor Reports

Time Summary Report

Overview of all labor:

Kitchen Renovation - Time Summary
Period: January 1-31, 2025

Total Hours Worked: 287.5 hours
Total Labor Cost: $14,875
Average Rate: $51.74/hour

By Worker:
  John Smith (Contractor): 120 hrs @ $45 = $5,400
  Mike Jones (Contractor): 80 hrs @ $45 = $3,600
  Sarah Lee (Painter): 40 hrs @ $50 = $2,000
  You (Owner): 47.5 hrs @ $35 = $1,662
  Other laborers: 10 hrs @ $30 = $300

By Milestone:
  M1: Demo - 32 hrs = $960
  M2: Rough-Ins - 95 hrs = $7,125
  M3: Drywall - 48 hrs = $2,400
  M4: Cabinets - 112.5 hrs = $4,390

By Week:
  Week 1: 64 hrs = $3,200
  Week 2: 72 hrs = $3,600
  Week 3: 80 hrs = $4,000
  Week 4: 71.5 hrs = $4,075

Productivity Report

Efficiency analysis:

Task: Install Kitchen Cabinets

Insights:

• John Smith 8% faster
• Mike Jones comparable
• Both within budget
• Future estimates: 3.5 hours per cabinet

Budget Variance Report

Labor budget tracking:

Kitchen Renovation - Labor Budget vs. Actual

Milestone 1: Demolition
  Budgeted: $900 (30 hours @ $30)
  Actual: $960 (32 hours @ $30)
  Variance: +$60 (7% over) ⚠️

Milestone 2: Rough-Ins
  Budgeted: $6,750 (90 hours @ $75)
  Actual: $7,125 (95 hours @ $75)
  Variance: +$375 (6% over) ⚠️

Milestone 3: Drywall
  Budgeted: $2,500 (50 hours @ $50)
  Actual: $2,400 (48 hours @ $50)
  Variance: -$100 (4% under) ✅

Milestone 4: Cabinets
  Budgeted: $4,950 (90 hours @ $55)
  Actual: $4,390 (112.5 hours @ $39) [partial sweat equity]
  Variance: -$560 (11% under) ✅

Total Project:
  Budgeted: $18,500
  Actual (to date): $14,875
  Remaining Budget: $3,625
  Projected Final: $19,200 (3.8% over)

Advanced Features

Time Tracking by Trade

Organize by specialty:

Kitchen Renovation Labor

Plumbing (Licensed):
  95 hours @ $85/hr = $8,075

Electrical (Licensed):
  72 hours @ $75/hr = $5,400

Carpentry:
  120 hours @ $55/hr = $6,600

Painting:
  40 hours @ $50/hr = $2,000

General Labor:
  110 hours @ $30/hr = $3,300

Project Management:
  60 hours @ $65/hr = $3,900

Total: 497 hours = $29,275

Benefits:

• Track licensing requirements
• Verify qualified workers
• Allocate budget by trade
• Identify cost areas

Overtime & Premium Rates

Track premium time:

Overtime (over 8 hrs/day or 40 hrs/week):

• Standard rate: $45/hour
• Overtime rate: $67.50/hour (1.5x)
• Double-time: $90/hour (2x)

Example:

John Smith - Friday
  Regular hours: 8.0 @ $45 = $360
  Overtime hours: 2.0 @ $67.50 = $135
  Total: 10 hours = $495

Weekly total: 46 hours
  Regular (40 hrs): $1,800
  Overtime (6 hrs): $405
  Weekly cost: $2,205

System features:

• Auto-calculate overtime
• Apply rate multipliers
• Track premium pay
• Budget alerts

GPS & Geofencing

Verify on-site work:

Geofencing setup:

1. Set property location
2. Define radius (e.g., 500 ft)
3. Enable GPS tracking
4. Workers must be in zone to clock in

GPS verification:

• Worker checks in
• App verifies location
• Timestamp & GPS logged
• Check-out location recorded

Benefits:

• Prevent time fraud
• Verify site presence
• Track job site changes
• Insurance documentation

Photo Time-Stamps

Document work progress:

When logging time:

1. Upload photos of work
2. System time-stamps images
3. Photos linked to time entry
4. Before/during/after sequence

Use cases:

• Prove work completed
• Quality documentation
• Progress evidence
• Dispute resolution

Integration with Other Features

Budget Integration

Automatic updates:

Time logged → Budget updated

Time Entry:
  8 hours @ $45/hour = $360

Budget Item: "Kitchen Labor"
  Budget: $10,000
  Actual (before): $5,250
  New entry: +$360
  Actual (after): $5,610
  Remaining: $4,390

Milestone Integration

Hours toward completion:

Milestone: Rough-Ins Complete
  Estimated: 90 hours
  Logged: 62 hours (69% complete)
  
  Progress auto-updates based on time logged

Material Integration

Link labor to materials:

Task: Install kitchen tile

Materials consumed:
  - Tile: 85 sq ft @ $8 = $680
  - Thinset: 3 bags @ $15 = $45
  - Grout: 2 bags @ $12 = $24
  Materials subtotal: $749

Labor tracked:
  - Tile setter: 16 hours @ $60 = $960
  
Total task cost: $1,709
  Materials: $749 (44%)
  Labor: $960 (56%)

Best Practices

Time Tracking

1. Log Daily: Don't wait until end of week
2. Be Specific: Detail what was accomplished
3. Include Breaks: Accurate hours worked
4. Add Notes: Context for future reference
5. Upload Photos: Visual progress proof
6. Review Weekly: Catch errors early
7. Approve Promptly: Keep contractors happy

Labor Budgeting

1. Buffer 20%: Labor always runs over
2. Track Productivity: Learn actual speeds
3. Update Estimates: Use historical data
4. Consider Learning Curves: First project slower
5. Weather Delays: Exterior work buffer
6. Permit Delays: Downtime still costs
7. Scope Creep: Change orders add hours

Sweat Equity

1. Track Everything: Even small tasks
2. Value Fairly: Conservative rates
3. Document Well: Photos, notes, hours
4. Separate Projects: Property-by-property
5. Tax Records: Keep detailed logs
6. Partner Agreements: Written equity splits
7. ARV Impact: Include in valuations

Troubleshooting

"Time Not Syncing to Budget"

Check:

• Is time entry approved?
• Is task linked to budget item?
• Is budget item active?
• Any sync errors?

Solution:

1. Approve time entries
2. Link task to budget
3. Click "Sync Now"
4. Refresh page

"Can't Edit Time Entry"

Reasons:

• Already approved
• Already paid
• Locked pay period
• Permission issue

Solution:

1. Check approval status
2. Unapprove if needed
3. Edit entry
4. Reapprove

"Contractor Hours Seem High"

Verify:

1. Check clock-in/out times
2. Review GPS data
3. Inspect work completed
4. Compare to estimate
5. Request explanation

Actions:

• Reject inflated entries
• Adjust hours if needed
• Document reason
• Discuss with contractor

Keyboard Shortcuts

• L T - Log time
• S T - Start timer
• P T - Pause timer
• A T - Approve time entries
• E T - Edit time entry
• Ctrl/Cmd + F - Filter entries

Related Guides

• Budget Management ← - Labor cost tracking
• Milestones ← - Link hours to phases
• Scope of Work ← - Estimate task hours
• Reports → - Export time data
• Project Overview ← - Dashboard metrics

Last Updated: December 8, 2025
Version: 1.0
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