Automate time recording: Systems, solutions & interfaces at a glance

Modern time recording means more than just documenting working hours. Today, companies can automate processes such as payroll accounting, sick notes and planning – and thus save time and money.

  • Less administrative work

  • Legally compliant documentation

  • Scalable for every company

Finding the right solution
Zeiterfassung automatisieren mit timeCard – Darstellung von Software, Terminal und mobiler App mit Zahnrädern als Symbol für automatisierte Prozesse

Frequently asked questions about time recording:

Automating time recording means recording working times digitally and linking them directly to processes such as payroll accounting, vacation planning or sickness notifications. This saves companies time, reduces errors and creates transparent processes.

Which time recording system is right for your company?

Today, time recording involves much more than just recording working hours. Companies use solutions for mobile time recording in the home office, project time recording in the skilled trades or for digital vacation management. Different systems and functions are used depending on the industry and requirements.

The right solution depends above all on the size of the company and its requirements.

Company size Recommendation Why
1-9 employees timeCard SBE Easy to get started, no oversizing, ready for use in just a few steps – without complex IT setup
10-50 employees timeCard time recording Scalable and flexible (expandable with add-ons if required)
>50 employees timeCard time recording + add-ons + interfaces full integration & automation

Depending on the size of the company, simple solutions start with low entry costs and can be flexibly expanded. Here are a few example costs (software only)

  • Craft
    Craft From 1.84 € / MA / month

    Company: 9 employees
    - timeCard SBE (license up to 9 employees)

  • Medical practice
    Medical practice From 1.57 € / MA / month

    Company: 20 employees
    - timeCard time recording (20 employees)

  • Industrial companies
    Industrial companies From 1.21 € / MA / month

    Company: 160 employees
    - timeCard time recording (160 employees)

Interfaces and add-ons (additional)

In addition to the software, you can also purchase suitable hardware such as terminals, transponders and RFID cards. These not only enable convenient time recording on site, but can also be used for access control.

Other important questions about time recording:

What does time recording automation mean?

Automating time recording means recording working times digitally and linking them directly to other processes. This allows companies to reduce manual work and avoid errors.

You can find out in detail which legal requirements apply and which exceptions exist here:
👉 Mandatory time recording & exceptions

Kommen-/Gehen-Buchung
Urlaubsverwaltung
Projekt

Everything from a single source – more than just time recording

Especially for small companies, timeCard offers far more than classic time recording:

  • Project time recording
    Record working times directly on projects and keep an eye on costs and expenses.
  • Vacation and absence planning
    Digital application, approval and full transparency in the team.
  • Real-time attendance overview
    See who is currently in the house at any time – ideal for planning and organization.
  • Electronic sick notes (eSN)
    Automatically retrieve and manage sick notes digitally.

All functions in one system – without isolated solutions

Time recording systems in comparison

Modern time recording systems combine various functions such as working time recording, mobile use, project booking and stationary terminals. This makes them suitable for a wide range of applications – from retail to the industry.

SolutionApplicationAdvantageDisadvantage
Appmobile / field serviceFlexible, independent of locationSmartphone required
Terminalon site / fixed workplacereliable, clearly structuredHardware required
WebOffice / AdministrationCan be used immediately, no installationless “physical”

Also possible in combination of all systems.

How exactly working hours must be recorded is not always clearly regulated.
👉 More on minute-by-minute time recording

Why modular time recording is crucial

Processes can be further optimized with additional functions such as access control, project time recording or mobile time recording. Companies in sectors such as catering, construction or medical practices in particular benefit from individually customizable solutions.

PhaseSolutionAdvantage
StartBasic solution / timeCard SBEQuick start
GrowthStandard solutionmore employees can be integrated
OptimizationAddOnsAutomate processes

The best time recording system is the one that fits your company – and grows with it. Small companies benefit from simple entry-level solutions, while scalable systems offer the greatest long-term benefits.

Which processes can you automate?

Modern time recording does not end with the recording of working times. Interfaces and add-ons can be used to automate central processes in the company – saving time and reducing errors.

timeCard eAU (sick notes)

Sick notes are automatically transferred and documented directly in the system
→ less manual effort, more security

timeCard Exchange Sync (Calendar)

Absences and working hours are automatically synchronized.
→ Better planning and overview in the team

timeCard Payroll (Payroll & DATEV)

Working times are transferred directly to payroll accounting.
→ No duplicate data entry, fewer errors

timeCard for ELO (digital personnel file)

Manage employee data and documents centrally.
→ All information available in one place

Especially in growing companies, time recording only becomes truly efficient through integration.

Manual vs. digital time recording in comparison

CriterionManual (Excel / paper)Digital (software / app)
Expensehighlow
Susceptibility to errorshighlow
Overviewlimitedavailable at any time
Evaluationmanuallyautomatically
Scalabilitylimitedflexible
Legal certaintyriskyreliable

Many companies are unsure about the accuracy of time recording in particular.
👉 More about time recording to the minute

Manual time recording seems simple at first glance, but in practice it quickly leads to high costs and errors – especially as the number of employees increases.

Digital solutions record working times automatically, reduce the administrative workload and ensure a clear overview that is available at all times.


Time recording is transformed from an effort to an automated process.

Start online demo

Time recording: functions & areas of application at a glance

Zeiterfassungssysteme

Working time recording

Manage working times correctly and reliably, comply with legal regulations and reduce your administrative workload to a minimum.

Project entry

Record valuable project and order time easily and accurately - with any internet-enabled device & mobile.

Mobile time recording

Working hours and absences can be recorded at any time via the app - no matter where an employee is at the time

Vacation management

View remaining leave, request leave, release leave: Employees plan their absences themselves.

Terminal

Employees can book working hours, absences and projects quickly and easily at the timeCard terminal.

Access control

You can use access control to ensure that only authorized persons have access to certain areas or buildings.

Would you like to delve deeper?

Practical examples

Companies from different sectors will show how digital time recording simplifies processes and saves time.

Company Problem Solution Result
Craft (8 MA) Excel Entry-level solution less effort
SME (20 EMPLOYEES) Payroll processes DATEV integration fewer errors
Office Planning Calendar Sync Better overview

Practical example: Small business

Simple time recording for small teams

Initial situation:
A small company with just a few employees records working times in Excel. The workload increases and errors creep in.

Solution:
Introduction of digital time recording with quick set-up and no major IT effort.

Result:

  • Significantly less administrative work

  • Simple and clear time recording

  • Can be expanded at any time in the event of growth

👉 To the complete case study

Practical example: Monte Ziego

Time recording & project booking in SMEs

Initial situation:
Time and project bookings were recorded separately, which led to a lot of work and a lack of transparency.

Solution:
Introduction of digital time recording with integrated project booking.

Result:

  • Time and project data bundled centrally

  • Significantly better evaluations

  • More efficient processes in day-to-day work

👉 To the complete case study

Practical example: vtours

Digital time recording in tourism

Initial situation:
High manual effort in time recording and lack of overview.

Solution:
Introduction of digital time recording with integrated processes.

Result:

  • Significantly less administrative work
  • Better transparency of working hours
  • More efficient processes in the company
👉 To the complete case study

💡 The best solution for small teams

A simple entry-level solution is ideal for small businesses:

  • quickly set up

  • without IT effort

  • Ready for immediate use

👉 Discover time recording systems for small businesses

Find the right time recording system in just a few seconds

“Not every time recording system is suitable for every company. These simple guidelines will help you quickly find the right solution for your requirements.”

If you are unsure, use these three points as a guide:

Small team
(up to 9 employees)

→ Simple entry-level solution, quickly ready for use

Growing company

→ Scalable solution that grows with your company

More efficiency in everyday life

→ Use automation through interfaces and add-ons

Most companies start with a simple solution and expand it step by step as required.

❓ FAQ - Frequently asked questions about time recording

Find the right time recording solution for your company

Start with a simple solution and expand it as required - to suit your company and your processes. Test the solution directly or get individual advice - without obligation and without risk.
Request an online demo / consultation
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