MechanicDesk Timesheets allow workshops to accurately track technician hours, link those hours to labour items on jobs or invoices, and measure workshop and technician efficiency.
This article provides an overview of how the Timesheet system works and how it connects to job costing, invoicing, and efficiency reporting.
1. Purpose of Timesheets
Timesheets record the actual time a technician spends on a job. This data can then be compared with:
- The estimated time allocated to the job (from quotes or job cards)
- The billed labour time (from the invoice)
This comparison helps measure technician efficiency and profitability on each job.
2. Linking Timesheets to Labour Items
When labour lines are pre-generated (for example, from a quote), they can be linked to Timesheet entries using the Related Invoice Item option.
To link a Timesheet entry:
- Open the Timesheet entry for the job.
- Select the Related Invoice Item drop-down.
- Choose the labour line from the invoice that corresponds to the time worked.
- Save the entry.
Once linked, the Timesheet data feeds into cost of goods sold (COGS) and efficiency reports correctly.
Note: If this option is not visible, contact MechanicDesk support to enable it in the backend.
3. Technician Cost and COGS
When transferring Timesheet data to COGS, MechanicDesk uses the technician’s cost rate, not the labour stock item’s cost.
Setup:
- Ensure each technician has a cost rate set under Employees (e.g., $50/hr).
- The system will use this value when calculating COGS.
When transferring Timesheet entries using Transfer per Employee, the system updates COGS based on the actual time spent and the technician’s rate.
Avoid manually editing COGS unless adjustments are needed after transfer.
4. Efficiency Report Calculation
The Efficiency Report compares what was billed to the customer versus what the technician earned for their time.
Formula Overview:
- Effective Hours = (Time spent × Charge-out rate)
- Efficiency % = (Billed labour value ÷ Effective labour value) × 100
For example:
- If a technician completes a 5-hour quoted job in 4 hours, their efficiency will exceed 100%.
- If the job takes longer than quoted, the efficiency will fall below 100%.
This allows workshops to identify areas for improvement and reward high-performing technicians.
5. Summary of Key Steps
- Record technician time through the Timesheet.
- Ensure the job’s labour items are created (from a quote or manually).
- Link each Timesheet entry to the relevant labour line using Related Invoice Item.
- Confirm technician cost rates are set up.
- Use Transfer per Employee to update job COGS.
- Review the Efficiency Report to analyse performance.
6. Common Questions
Q: Should I manually add labour costs to COGS?
No. Once Timesheet transfers are set up correctly, the system calculates this automatically.
Q: What if efficiency values aren’t showing?
Ensure Timesheet entries are linked to invoice lines and that technician cost rates are configured.
MechanicDesk Timesheets provide a direct connection between workshop time tracking, job costing, and performance analysis—helping you ensure accurate billing, consistent reporting, and better control over workshop productivity.