Summary
- Top choice: Workyard ($6–$13/user/mo + $50 base): A contractor time tracking platform with payroll integration that ensures GPS-verified hours connect to the right QuickBooks jobs and cost codes at export time; dual support for Online and Desktop versions
- Best for complete job workflows: Jobber ($28–$420/mo): Unified dispatch, invoicing, and time tracking for service contractors using QuickBooks Online
- Ideal for machine-intensive operations: busybusy ($9.99/user/mo + $40 admin): Monitors both equipment runtime and crew hours in a single system, purpose-designed for heavy construction and demolition
- Great for smaller operations needing scheduling: ClockShark ($9/user/mo + $40 base): Time clock plus shift management, compatible with both QuickBooks Online and Desktop
- Most affordable solution: Timeero ($4/user/mo): Basic GPS tracking and trip logging for small teams on QuickBooks Online
- Large-scale with biometric option: ExakTime ($9/user/mo): Photo ID verification and durable hardware for sizable crews at single locations
Only two offer QuickBooks Desktop: Workyard and ClockShark
Price span: $4 to $420/month
The Real Problem: Construction Labor Visibility
Most construction projects bleed money on labor cost overruns. The culprit isn't always dishonesty—it's incomplete data.
According to business.com, roughly one in four hourly employees stretch their timecards by 4.5 hours weekly on average. Layer on top of that the data entry mistakes, misassigned cost codes, and spreadsheet errors that pile up during a typical payroll cycle, and your job costing reports become almost useless for managing margins.
The integration you choose matters enormously. Many time tracking platforms simply dump raw hours into QuickBooks and call it a day. The ones that actually solve the problem attach those hours to specific jobs and cost codes before they ever touch your accounting system.
This review evaluates six solutions across:
- GPS reliability
- Cost code assignment before export
- Support for both QuickBooks Online and Desktop
- Offline operation for remote jobsites
- What real users report about their experience
Side-by-Side Comparison
| Tool | GPS? | Cost Codes? | Both QB Versions? | Offline? | Ideal For | From |
|---|---|---|---|---|---|---|
| Workyard | ✓ | ✓ | ✓ | ✓ | Job cost accuracy | $6/user/mo + $50 base |
| Jobber | ✓ | ✓ | Online only | ✗ | Service + invoicing | $28/mo |
| busybusy | ✓ | ✓ | ✓ | ✓ | Equipment + labor | $9.99/user/mo + $40 admin |
| ClockShark | ✓ | ✓ | ✓ | ✗ | Scheduling focus | $9/user/mo + $40 base |
| Timeero | ✓ | ✗ | Online only | ✓ | Minimal teams | $4/user/mo |
| ExakTime | ✓ | ✓ | ✓ | ✓ | Large fixed crews | $9/user/mo |
1. Workyard: Purpose-Built for Construction Job Costing
Ideal for: Contractors with 5–200+ crews spread across different jobsites who cannot afford payroll data cleanup
Most time tracking apps do the same thing: collect hours and ship them into QuickBooks. Someone in the office then spends hours sorting out which hours went to which job.
Workyard flips the approach. Every hour gets assigned to a specific QuickBooks customer, job, class, and cost code as workers submit their timesheets—not months later as a correction.
This represents a true contractor time tracking platform with payroll integration. Rather than moving unorganized time data into your accounting system, Workyard delivers pre-structured information that slots directly into your job cost reports. No second pass. No cleanup.
Why it stands out
- Pre-assigned cost codes: Hours reach QuickBooks already connected to the right job and cost code, eliminating office rework
- Desktop and Online: Works with both QuickBooks versions (a rarity among modern tools)
- Active GPS monitoring: Real-time crew position tracking with jobsite boundaries; clock-ins outside the boundary get supervisor approval before syncing
- Works offline: When there's no signal, clock-ins stay recorded on the device and upload automatically later
- Supervisor sign-off: Timecards get reviewed and locked by management before heading to payroll, catching errors upstream
- Complete history: Every change to a timecard is permanently recorded with who made it and when—critical for disputes
Cost Breakdown
| Tier | Monthly | Includes |
|---|---|---|
| Starter | $6/user + $50 base | Core time tracking, GPS, scheduling, reports |
| Pro | $13/user + $50 base | Starter plus job costing, advanced reports, QB integration |
14-day trial with no payment method needed.
Advantages
- Pre-export cost code assignment—the core of good job costing
- Works with QuickBooks Online or Desktop
- Offline-capable in remote areas
- Detailed change history on every timecard
- Dedicated construction support
- Built for construction from the ground up
Trade-offs
- QB integration only available on Pro plan
- More expensive per user than general-purpose HR tools
- Designed specifically for construction; less useful outside that industry
- No permanent free option
Recommended for: Construction firms with crews spread across multiple locations who depend on accurate job costing. The only real choice if you're still using QuickBooks Desktop.
2. Jobber: When Invoicing Is Part of the Time Tracking Story
Ideal for: HVAC, plumbing, landscaping, cleaning, and pest control contractors using QuickBooks Online
Jobber solves a different problem: the administrative gap between field crews and invoices.
A technician finishes a job. That work time needs to become a customer invoice. Most contractors still bridge this gap manually. Jobber automates it.
Crews use the mobile app to clock in and out; GPS stamps each entry. Supervisors review the logged hours. Once approved, Jobber automatically generates an invoice from those hours and syncs to QuickBooks Online. Materials, labor, and travel time all flow into one job cost record.
The scheduling piece matters too—dispatchers assign jobs and route technicians from a single interface, then those same work orders become the time tracking entries and later the invoices.
Core capabilities
- Jobsite to invoice: Time entries automatically convert to customer invoices in QuickBooks Online
- All-in-one dispatch: Scheduling, routing, job assignment, and team communication without leaving the app
- Material + labor tracking: Both flow into the same job cost report
- Automatic approvals: Managers review and lock time before it becomes an invoice
- GPS-stamped entries: Mobile clock-in with location verification
Pricing Structure
| Plan | Cost |
|---|---|
| Core | $28/mo (1 user) |
| Connect | $84/mo (1 user); $119/mo (2–10 users) |
| Grow | $140/mo (1 user); $245/mo (2–10 users) |
| Plus | $420/mo (15 users) |
Two-week free trial.
What works well
- Invoicing created directly from work hours
- Materials and labor tracked together
- Dispatch and scheduling handle multiple locations smoothly
- Right fit for HVAC, landscaping, cleaning, pest control
- Single system for dispatch through invoice
Challenges
- QuickBooks Online only—Desktop not supported
- Some users report QB sync complications with unusual workflows
- Overtime typically needs manual fixes
- Report generation often requires rework before presenting to clients
Best choice for: Field service companies on QuickBooks Online who benefit more from dispatch-to-invoice automation than traditional job costing reports.
3. busybusy: Equipment Yards Need Equipment Tracking
Ideal for: Heavy excavation, demolition, and site prep contractors where machines cost as much as people
Here's what separates busybusy: it tracks machine hours as seriously as labor hours.
For contractors operating backhoes, bulldozers, or cranes, you need hourly tracking on the equipment itself, not just the crew. busybusy logs both. Equipment gets its own cost code; machine runtime tracks alongside labor in a unified system.
Post-acquisition in late 2023, the core product hasn't changed: GPS tracking, geofencing, job codes, offline operation, and native QB sync all work as before. The ownership shift to PE doesn't appear to have disrupted the platform.
Many equipment-heavy contractors end up buying two systems—one for crew time, another for equipment. busybusy eliminates that.
What's included
- Equipment alongside labor: Excavators, dozers, cranes—each logs hours to the same cost code structure as crews
- GPS plus geofencing: Automatic clock-in on jobsite arrival, breadcrumb trails for location history
- Offline then sync: Hours and GPS data captured offline, automatically upload when service returns
- Cost code structure: All hours (crew and equipment) tagged before QuickBooks sync
- Direct QB connection: Native integration without file exports
- Freemium tier: Start free for small operations
Cost
| Level | Price |
|---|---|
| Free | Limited functionality |
| Pro | $9.99/user + $40 admin |
| Premium | Pro plus $5/user (docs, reports, Zapier) |
Benefits
- Equipment tracking in the same platform—no secondary tool needed
- Free option to evaluate before paying
- Offline capability for sites without signal
- Detailed cost code tracking for materials and labor
- Suitable for heavy civil operations
Drawbacks
- Circular geofencing only—struggles with oddly-shaped sites
- Off-clock location tracking; privacy complaints in app reviews
- QB setup sometimes takes longer than expected
- PE ownership since 2023; future direction uncertain
- Gap between what administrators rate vs. what field crews rate
Recommended for: Excavation and demolition contractors who need to track both equipment runtime and crew hours without managing multiple platforms.
4. ClockShark: Time Tracking That Includes Scheduling
Ideal for: Small to midsize field crews who want one app handling both scheduling and timecards
ClockShark blends time tracking with shift scheduling—designed for field service teams that want payroll and scheduling from the same interface.
Crews use the mobile app or kiosk for clock-ins; supervisors have a separate interface for scheduling shifts. Hours and schedules live together. When employees are scheduled but don't show, you see it immediately. When they clock in, their hours attach to the scheduled job.
It's one of only two platforms that supports QuickBooks Desktop alongside the Online version, which matters for contractors with established accounting setups.
Features
- Mobile + kiosk clock-in: Flexibility in how crews log time
- Geofenced time clock: GPS-verified location at clock-in; visual trail of crew positions
- Shift scheduling UI: Drag and drop to assign workers to jobs
- Cost tracking by job: Hours attach to jobs before QB export
- Automatic timesheet approvals: Supervisors can lock hours without manual entry
- Time off management: PTO requests and shift notifications
- Both QB versions: Online and Desktop support
Pricing
| Tier | Cost |
|---|---|
| Standard | $9/user/mo + $40 base |
| Pro | $11/user/mo + $60 base |
Free 14-day trial.
Strong points
- QB Desktop support (matches Workyard)
- Scheduling built into the same platform
- Less per-user expense than Workyard
- Clock-in options: app, web, or kiosk
- Timesheet review before payroll sync
Limitations
- No offline mode—problems on rural job sites without cell service
- Sync delays reported; sometimes requires manual QB fixes
- Facial recognition for clock-in only works on kiosks, not mobile
- Complex overtime rules need manual handling
Best for: Smaller construction and field service teams on QuickBooks (Online or Desktop) who value having scheduling and time tracking in one system.
5. Timeero: The Budget Tier for Lean Operations
Ideal for: Small crews (under 20 people) where basic GPS time tracking and mileage is all you need
Timeero is built for contractors on a budget: $4 per user per month gets you GPS tracking, mileage logs, PTO management, and QuickBooks Online integration.
At that price, Timeero isn't trying to be everything. It's a focused tool for small teams that need location-stamped clock-ins, mileage reimbursement, and basic QB connection without enterprise features.
The bootstrap company behind it offers personal onboarding, and the integrations with QuickBooks Online, ADP, and Gusto work reliably.
Functionality
- GPS clock-in: Location-verified entries with geofence assignment to job sites
- Mileage reporting: Trip logging and route mapping for reimbursement
- Leave management: PTO requests, approvals, and tracking
- Calendar and map scheduling: Shift assignment across locations
- QB + ADP + Gusto: API-based sync to payroll systems
- Facial recognition: Premium plan option for additional verification
Pricing
| Plan | Cost |
|---|---|
| Basic | $4/user/mo (up to 10) |
| Pro | $8/user/mo |
| Premium | $11/user/mo |
| Enterprise | Custom (250+) |
Pros
- Lowest per-user cost among all options ($4/user)
- Time and mileage in one platform
- Reliable QB, ADP, and Gusto integration
- Small team provides hands-on setup support
- Offline operation with auto-sync
Cons
- No job costing or cost code assignment
- QuickBooks Online only—no Desktop
- Mileage calculated as straight-line distance, not actual route driven
- Manual punch required at each location; no automatic geofence clock-in
- Android version has stability issues (3.21 vs. 4.27 rating on iOS)
- Limited support resources as the company scales
Recommended for: Micro contractors and small service teams (under 20 people) on QuickBooks Online who need GPS and trip tracking at minimal cost, and don't require detailed job costing.
6. ExakTime: Biometric Hardware for Large Crews
Ideal for: Sizable construction teams (50+) working at a single location where biometric verification prevents fraud
ExakTime has been in construction since 2000. Now under Arcoro (a PE-backed HR suite), it targets large crews with portable time clock hardware designed for jobsite durability.
The biometric feature—photo ID capture at each clock-in—creates a compliance record and prevents buddy punching. For big crews, the rugged hardware is often more practical than expecting everyone to use a phone app.
The catch: QuickBooks integration doesn't sync automatically. You export a CSV file from ExakTime and import it into QB manually. This reintroduces the file-shuffling step that a true integration should eliminate.
Includes
- GPS with geofencing: Location verification; boundary setup for jobsite perimeter
- Photo ID biometric: Snapshot at clock-in for fraud prevention and compliance
- Durable hardware: Portable time clocks built for jobsite conditions
- Cost code tracking: Hours assigned to jobs before CSV export
- Offline capture: Works without signal; syncs when available
- QB via CSV: Manual export-import rather than native sync
Cost
| Tier | Price |
|---|---|
| Advanced | $9/user/mo |
| Premium | Contact sales |
| Elite | Contact sales |
Free trial available.
Strengths
- Biometric verification stops buddy punching
- Hardware durability matters for large fixed crews
- Solid job code assignment
- Offline operation
- Bundle option with Arcoro HR tools
Weaknesses
- QB integration requires file export/import—manual process
- Price increased 40%+ post-acquisition with no visible product upgrades
- Field workers report crashes and performance issues
- Price quotes require talking to sales
- Long-term contracts (no month-to-month)
- Big satisfaction gap between office staff and field users
Best for: Large construction companies (50+ workers) at single locations who need biometric verification and can accept manual QB file handling. Better alternatives exist for contractors prioritizing direct QB sync.
What Actually Matters When Choosing
Cost Code Placement: Before or After Export?
The biggest difference between tools is when hours get assigned to jobs and cost codes.
- Good: Hours are tagged to QuickBooks customer, job, class, and cost code as the worker submits the timecard.
- Bad: Hours go into QB as totals, and someone reclassifies them later—the very problem you were trying to solve.
Of these six, Workyard, ClockShark, ExakTime, busybusy, and Jobber all handle cost codes before export. Timeero doesn't.
Sync Methods: Automatic or Manual?
- Automatic (native) sync: Workyard, ClockShark, Jobber, busybusy, Timeero. When timecards are approved, data moves to QB with zero manual steps.
- Manual (CSV) sync: ExakTime. You export a file, you import it into QB. The administrative step remains.
Ask the vendor exactly how data reaches QB before you commit.
Does Your Accountant Still Use QB Desktop?
Workyard and ClockShark are the only two that work with Desktop. Everyone else requires QB Online.
If Desktop is part of your workflow, eliminate all the others immediately.
Remote Jobsites Without Cell Service?
Offline capability matters. Tools that require active connectivity create gaps in the jobs where accuracy is most critical.
Workyard, ExakTime, busybusy, and Timeero work offline. ClockShark and Jobber do not.
Approval Step Before Payroll
Does a manager review timecards before they hit payroll? If not, errors sync directly into QB and require corrected pay runs.
Workyard and ClockShark have enforced approval. Others vary.
Matching Your Situation
| Scenario | Pick | Alternative |
|---|---|---|
| Construction, job costing is critical | Workyard | ClockShark |
| Still on QB Desktop | Workyard or ClockShark | No others work |
| Heavy equipment (excavators, dozers) | busybusy | Workyard |
| 50+ crews at one fixed site with biometrics | ExakTime | Workyard |
| HVAC, landscaping, or cleaning | Jobber | Workyard |
| Tiny crew, lowest possible cost | Timeero | busybusy free |
| No cell signal on job sites | Workyard | busybusy |
| Want scheduling in the same tool | ClockShark | Workyard |
Bottom Line
- Most construction contractors: Workyard solves the real problem. It maps hours to jobs and cost codes before export and works with both QB versions. True job costing becomes possible.
- Smaller or cost-focused teams: ClockShark pairs scheduling with time tracking at a lower per-user rate.
- Machine-heavy operations: busybusy is alone in tracking equipment runtime alongside crew hours.
- Service contractors (HVAC, etc.): Jobber's dispatch-to-invoice automation closes the gap most service businesses struggle with.
- Large fixed crews: ExakTime provides biometric hardware and anti-fraud measures, though the QB integration requires file handling.
- Minimal crews: Timeero covers basic GPS and mileage at the lowest cost.
Common Questions Answered
What tools actually work with QuickBooks Desktop?
Only Workyard and ClockShark. If you're on Desktop, everyone else requires a QB migration first.
What should actually sync from time tracking to QB?
Minimum: total hours per employee, overtime, pay period.
For construction: add QB customer, job, class, and cost code per hour. Without that, QB handles payroll but can't report job margins.
Native sync versus CSV—what's the difference?
- Native sync (automatic): timecards approved → data moves to QB instantly.
- CSV (manual): you export a file, you import into QB. Manual defeats the integration purpose.
How do approval workflows prevent payroll chaos?
In systems like Workyard or ClockShark, supervisors review and lock timecards before sync. Errors get corrected upstream, not in QB's payroll. Without approval, raw time syncs and requires corrected pay runs.
What gotchas happen most during QB integration setup?
Three common ones:
- Skipped mapping: Cost codes aren't configured, so hours land in the wrong QB jobs.
- Syncing unapproved time: No approval step means unreviewed time goes straight to payroll.
- No parallel payroll: Always run your old system alongside the new integration for one full cycle before switching. Never go live without proving it works first.
Sources
- business.com. Workplace Theft Study & Statistics (2024)
- Intuit QuickBooks. Time and Attendance Stats
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