Process · Time tracking

Capture, check and approve hours in one place

Pactos records the hours of your external workforce digitally, holds them against the shift plan and hands them over to billing once approved — instead of paper slips, phone calls and retyping at month end.

Book a call See Workforce Intelligence

Three routes, one record

how hours arrive todaywhere they belong
Schematic, not to scale.

Companies record the hours of their external workforce in Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
How it works today

How hours from the external workforce run today

The hours do get recorded — just in three places, in three formats and without a shared status.

On paper, then as a photo

Hours arrive as paper slips

A timesheet is filled in on site, photographed and sent by email. Who collects them differs from location to location.

In a second spreadsheet

Checking happens by hand

The reported hours are held against the shift plan, usually in a separate file. Surcharges, breaks and absences are recalculated by someone.

In the inbox

Approval runs through email

Questions go to the provider and come back as a reply. What was approved in the end is known only to whoever read the whole thread.

The result

At month end, everything is retyped. Whether the invoice matches the hours worked can only be checked in samples — and discrepancies surface once the invoice has long been issued.

Workforce Intelligence · Timesheets module

The module that keeps the hours

Capture, reconcile, approve, hand over — four steps in one set of data instead of a paper slip, a spreadsheet and an inbox.

Time tracking in Pactos: a weekly view of the recorded hours per day, with start, end and the weekly total.
Timesheets module view from Workforce Intelligence.

An excerpt from Workforce Intelligence

Time tracking does not stand on its own. Shift plan, hours, records and billing work together in the same system — one data set, four steps.

See Workforce Intelligence live

Frequently asked questions

Which hours does Pactos record?
The hours of the external workforce per assignment: start, end, breaks and surcharges. Internal employees can be carried in the same system; the difference comes only at the end — internal hours go to payroll, external hours also go into the provider’s invoice verification.
How do the hours get into the system?
By several routes, depending on the site: by app, via a tablet with a QR code at the entrance, via a permanently mounted terminal, or at the desktop computer. The QR route needs no app on the employee’s own device.
What happens if there is a discrepancy against the shift plan?
It is shown before anything is approved. Planned and recorded hours sit side by side, together with absences and surcharges. The client company approves or raises a question with the provider — both stay in the history.
Does this replace our time management system?
No, it sits in front of it. Pactos keeps the hours of the external workforce up to approval and then hands them over to the system of record. The handover runs through an interface or as a file.
How does this connect to invoice verification?
Approved hours are the basis of the check. If an invoice deviates from them, it shows up during reconciliation rather than in the after-the-fact costing.

Want to know more?

In a joint conversation we show you capture, reconciliation and approval on one of your own assignments.

Book a call