Bill Every Hour, Pay Every Tech Accurately
Log time per work order, auto-entry on completion, and push billable hours straight into the invoice as line items. Hourly rates per technician, profit math included.
The Problem
Service businesses that bill hourly or have hourly techs lose money when hours are logged on paper, in a tech's head, or not at all.
Hours Get Rounded Down
Without exact time tracking, the tech says 'about 2 hours' and you bill 2. The real time was 2h45m. Over a month that is thousands of dollars of unbilled labor.
Payroll Is a Guess
If you pay techs hourly and rely on them self-reporting, some will round up and some will forget. Payroll becomes a negotiation instead of a number.
Separate Time Tool Does Not Connect
Using Toggl or a paper timesheet means the hours live in one place and the invoice lives in another. You manually copy them over and errors compound.
How It Works
Set Hourly Rates
Each technician has a default hourly rate set on their profile. Managers and owners edit rates; techs see their own.
Log Time Per Work Order
Add time entries on any work order with start time, end time, and a billable/non-billable flag. Techs can only edit their own entries.
Auto-Entry on Completion
When a work order is marked complete, Smarfle creates a time entry automatically using the WO started_at timestamp, unless one already exists or the elapsed time is over 24 hours.
Invoice From Time
When you create an invoice from a completed WO, billable time entries pre-fill as line items with the tech's rate and hours. Review and send.
Key Capabilities
Per-Technician Hourly Rates
Set a default rate per tech. Entries inherit the rate at the time of logging so rate changes do not retroactively alter old bills.
Billable vs Non-Billable
Each entry has a billable flag. Non-billable time still tracks for payroll and productivity but does not flow into the invoice.
Auto Time Entry on WO Complete
Finishing a work order creates a time entry from started_at to now. Skips if an entry exists or elapsed time is over 24 hours to avoid bogus spans.
Role-Based Edit Rules
Owners and managers can add, edit, and delete any time entry. Technicians can only edit their own entries. Audit log records every change.
Invoice Pre-Fill
Billable time entries pre-fill as invoice line items with hours × rate. You can still edit or remove before sending.
Time Summary Per Work Order
Each WO detail page shows total billable hours, non-billable hours, and estimated labor value. Know the job economics at a glance.
See It in Action
A week of time tracking for a 5-tech plumbing shop.
Billable Hours
Non-Billable
Labor Revenue
Marcus Rodriguez
38h billable • $2,850
Sarah Kim
41h billable • $3,075
Derek Chen
32h billable + 6h training
Taylor Jones
35h billable • $2,625
Frequently Asked Questions
Yes, techs can add, edit, and delete their own time entries. Owners and managers can edit anyone's entries. Every change is written to the audit log.
When the work order is marked complete, Smarfle creates an auto-entry using the WO started_at timestamp. The tech can adjust it if needed. If elapsed time is over 24 hours, auto-entry is skipped so you do not get bogus entries from overnight jobs.
When you create an invoice from a completed work order, billable time entries pre-fill as line items with hours × the rate at the time of logging. You can review and edit before sending.
Yes. Time entries export to CSV with tech, date, hours, billable flag, and WO reference so you can import into your payroll software.
Pricing
Time Tracking Is Free
Included on every plan. Unlimited time entries, unlimited techs, no per-user fee.
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