Labor & Time Tracking

Accurately tracking labor time is essential for billing and understanding job profitability. ShopTrack provides multiple ways to track technician time on work orders.

Understanding Labor Entries

Labor entries record the time technicians spend on a work order. Each entry includes:

• Technician - Who performed the work
• Hours - How long they worked
• Labor Rate - Hourly rate for billing
• Description - What work was performed
• Date - When the work was done

Adding Labor Entries

Manual Entry

To add a labor entry manually:

1. Open the work order
2. Click the Labor tab
3. Click + Add Labor
4. Fill in the entry details
5. Click Save

Labor entry fields:

• Technician - Select from your team members. Defaults to the current user.
• Hours - Enter time in decimal format (e.g., 1.5 for 1 hour 30 minutes)
• Labor Rate - Defaults to the shop's standard rate but can be adjusted
• Service Type - Categorize the type of work performed
• Description - Describe the work completed
• Date - When the work was performed (defaults to today)

Using Flagtime (Timer-Based)

For real-time tracking, use the Flagtime system. When you start a timer, ShopTrack tracks exactly how long you work. See Flagtime System for detailed instructions.

When you stop a flagtime timer, it automatically creates a labor entry with the exact time tracked.

Editing Labor Entries

To edit an existing labor entry:

1. Find the entry in the Labor tab
2. Click the Edit button (pencil icon)
3. Make your changes
4. Click Save

Deleting Labor Entries

To delete a labor entry:

1. Find the entry in the Labor tab
2. Click the Delete button (trash icon)
3. Confirm the deletion

Deleted entries are removed from the work order totals but remain in the audit history.

Labor Rates

ShopTrack supports multiple labor rates:

• Shop Rate - Your default hourly rate configured in Settings
• Premium Rate - For specialized or after-hours work
• Discounted Rate - For warranty or customer loyalty discounts
• Custom Rate - Any specific rate for unique situations

Configure your rates in Settings → Services.

Labor Cost Calculations

Labor costs are automatically calculated:

Labor Cost = Hours × Labor Rate

For example: 2.5 hours at $95/hour = $237.50

The Financials tab shows the total labor cost for the work order:

Multiple Technicians

Work orders can have labor entries from multiple technicians. Each technician's time is tracked separately, allowing you to see exactly who worked on the job and for how long.

Labor Reports

Use the Reports section to analyze labor data across work orders:

• Technician Productivity - Hours logged per technician
• Labor Revenue - Billable labor by time period
• Job Profitability - Labor cost vs. billed amounts

See Time Reports for more details.