Hours and Expenses
Track hours worked and expenses to gain immediate insight into a project’s actual labor costs. Compare planned and actual hours, review expenses incurred, and determine which costs should be included in the final cost calculation or billed to the client.
Track hours from the office or on the go
Employees record their hours worked directly in RentBuddy Next or via RentBuddy BackStage. Hours can be linked to a project and specific tasks, giving both project management and the accounting department immediate insight into actual staffing levels.
Were more hours worked than planned? If so, these will appear in the post-project analysis, and you can determine whether the additional work should be billed to the client.
Result: A comprehensive and up-to-date time tracking system without separate timesheets or manual Excel reports.
Contract Hours & Hour Balance
Set contract hours and working hours for each employee and compare them with the hours actually recorded. RentBuddy calculates the hour balance, so you can immediately see whether an employee has accumulated a surplus or deficit of hours.
Result: Immediate insight into the difference between contracted hours and hours actually worked, including accumulated positive and negative hours.
Leave Tracking
Employees request time off through RentBuddy BackStage and can view their current time-off balance themselves. Approved time off is factored into their availability, so that the staffing team knows when an employee is unavailable.
Result: Employees, the scheduling department, and the administrative department all use the same up-to-date leave balance and the same availability information.
Expense Tracking
Hotel stays, parking fees, meals, and other project-related expenses can be recorded directly by the crew via RentBuddy BackStage or RentBuddy Next. Attach a receipt or invoice and link the expense to the correct project and employee.
The recorded expenses are included in the post-project cost analysis, ensuring that even expenses incurred along the way are not overlooked.
Result: No loose receipts or forgotten expenses, and a complete record of project-related expenses.
Review & Approval
Recorded hours and expenses can be reviewed before they are finalized. A crew chief can approve entries on a per-project basis, while a manager can review the hours and expenses of their employees.
The administration then determines which entries will be permanently processed. Once approved, the data can be protected against further changes.
Result: A verifiable system for tracking hours and expenses, with clear responsibilities before data is finalized.
Post-calculation & Cost Allocation
You don't know what a project actually cost until it's over. RentBuddy compares recorded hours and expenses with the original plan and highlights any differences in the final calculation.
Were more hours worked or did unexpected costs arise? In that case, you decide whether to absorb these costs yourself or to bill the client for them as additional work.
Result: Immediately see where the plan and reality differ, and decide for yourself which additional hours and costs will be billed to the client.