Why Accurate Time Tracking Is Non-Negotiable for Hourly Staff

If you employ hourly staff, accurate time tracking isn’t optional — it’s a legal, financial, and operational necessity. Yet many businesses still rely on handwritten timesheets or informal tracking methods that leave too much room for error.

The reality? Handwritten logs don’t cut it anymore.

Let’s break down why accurate time tracking matters, the risks of outdated systems, and what employers should be doing instead.

The Problem with Handwritten Time Logs

Handwritten timesheets may feel simple, but they create real risks for employers.

Common issues include:

• Inaccurate or forgotten clock-in and clock-out times

• Times filled in after the fact

• Illegible handwriting

• Inconsistent tracking across employees

• No reliable audit trail if disputes arise

When time tracking isn’t accurate, payroll errors follow — and those errors can quickly turn into compliance issues.

Legal and Compliance Risks for Employers

In Canada, employers are legally required to keep accurate records of hours worked, overtime, and breaks. If your records are incomplete or unreliable, you could face:

• Employment Standards complaints

• Back-pay orders for unpaid wages or overtime

• Fines or penalties during audits

• Difficulty defending your business in disputes

If an employee challenges their pay, the burden of proof falls on the employer — and handwritten logs are rarely strong enough to protect you.

How Inaccurate Time Tracking Impacts Your Business

Beyond compliance, poor time tracking affects your bottom line and your team.

It can lead to:

• Overpaying or underpaying employees

• Payroll processing delays

• Frustration and mistrust from staff

• Managers spending unnecessary time fixing errors

• Lack of visibility into labour costs

Over time, these small issues compound and create bigger operational problems.

What Employers Should Use Instead

Modern time tracking systems are simple, affordable, and far more reliable than paper logs.

Best practices include:

• Digital time tracking apps or software

• Clear policies outlining how and when time must be tracked

• Manager review and approval of hours

• Regular audits to catch issues early

The goal isn’t micromanagement — it’s clarity, consistency, and protection for both the employer and the employee.

Set Expectations Early and Enforce Them Consistently

Accurate time tracking should be part of your onboarding process and reinforced regularly. Employees need to understand:

• How to track their time

• Why accuracy matters

• What happens if time isn’t recorded properly

When expectations are clear, accountability becomes easier and disputes become rare.

The Bottom Line

Handwritten logs might feel familiar, but they expose your business to unnecessary risk. Accurate, digital time tracking protects your payroll, your compliance, and your team relationships.

If you employ hourly staff, upgrading your time tracking process is one of the simplest ways to reduce risk and run a more professional operation.

Need Help Setting Up Time Tracking the Right Way?

At Railton & Co., we help service-based businesses put practical HR systems in place — including time tracking, policies, and payroll processes that actually work in the real world.

If you’re ready to tighten things up and reduce risk, let’s talk.