How to Run Payroll for Field Crews Without the Weekly Chaos

Why Field Crew Payroll Is So Messy

Office payroll is straightforward: employees work fixed hours at a known location. Field crews are the opposite:

• Hours vary daily
• Workers are at different sites (sometimes multiple sites per day)
• Overtime triggers vary by province and sometimes by project
• Supervisors are managing work, not tracking time
• Paper timesheets arrive late, incomplete, or incorrect

The Clean System: GPS → Dashboard → QuickBooks

Step 1: GPS Clock-Ins

Workers clock in and out via mobile app. GPS confirms location. Data flows to a central dashboard in real-time.

Step 2: Pay Period Review (5 minutes)

At the end of the pay period, open the dashboard. Review flagged anomalies (early clock-ins, late clock-outs, missing clock-outs). Approve or adjust.

Step 3: Export to QuickBooks

One-click export sends approved hours to QuickBooks with regular/OT split and job codes. Run payroll as normal.

Total admin time: 20 minutes per pay period vs. 3+ hours manually.

Handling Canadian Overtime Rules

Each province has its own overtime rules:

• Ontario: OT after 44 hours/week (1.5x); no mandatory daily OT unless under ESA agreements
• BC: OT after 8 hours/day (1.5x) and 12 hours/day (2x); weekly OT after 40 hours
• Alberta: OT after 8 hours/day OR 44 hours/week (whichever is greater)

ClockInProof applies provincial rules automatically based on the worker's province of employment — so OT is calculated correctly without manual intervention.