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Blog > Facility Management   7 min read

Tackling Time Theft: The Role of iLobby in Ensuring Accurate Billable Hours

September 28, 2023

We're all aware that time is money, especially in facilities management. But have you ever stopped to consider the impact of time theft on your bottom line? It's a silent culprit that's eating away at your profits, and it's high time we addressed it.

Time theft, the act of employees or contractors billing for more hours than they actually worked, can have significant financial implications for companies. In fact, it's not unusual for businesses to lose thousands of dollars each year due to this under-the-radar issue. From contractors clocking out late to workers taking extended breaks, time theft comes in many forms, and it's an issue plaguing facilities management.

In this article, we'll delve into the nitty-gritty of time theft, explore the common hurdles in accurately tracking billable hours, and explain how VisitorOS can help you overcome these challenges.

With @GoiLobby, you're not just tracking time; you're owning it. Say goodbye to time theft and hello to accurate billable hours. See how iLobby can make your facility more efficient, secure, and compliant:

The Impact of Time Theft on Facilities Management

Picture this: You're running a bustling facility, and everything seems to be in order. Your contractors are hard at work, and operations are humming along smoothly. You sign off on the contractor hours at the end of the day, confident that everything is as it should be. But when you look closer, you realize something's off.

Your contractors have been billing for more hours than they were actually on site; this could be due to honest mistakes or human error. It might not seem like a lot at first, just a few minutes here and there. But when you multiply those few minutes by the number of contractors and days, suddenly, you're looking at a significant loss. That's time theft, and it's a silent profit-drainer in facilities management.

Let's put this into perspective. Say you have ten contractors who each inflate, intentionally or unintentionally, their hours by just 15 minutes per day. That's 2.5 extra hours per day or 12.5 hours per week. Over a year, you're paying for an additional 650 hours that no work was done for. If you're paying an average of $30 per hour, that's nearly $20,000 lost to time theft annually - from just 15 minutes a day!

But the impact of time theft isn't confined to your budget. It also affects productivity, morale, and overall efficiency. When some individuals get paid for hours they didn't work, it lowers the incentive for others to put in their full hours. It creates an unfair environment, leading to decreased morale and potentially causing a decrease in overall productivity.

Moreover, inaccurate billable hours can throw off your project timelines and cause delays, affecting your reputation and relationships with clients. And that's why we need to take time theft seriously. It's not just about the financial loss; it's about maintaining a fair, productive work environment and upholding our commitment to our clients.

There is an answer to this problem, and iLobby’s visitor management solution can help; more than just a VMS, VisitorOS is a comprehensive tool that's designed to tackle the very challenges you're facing. From combating time theft to improving the efficiency of tracking billable hours, VisitorOS is the future-forward solution you need to optimize your facility operations.

Time theft is a growing concern in facilities management, but it doesn't have to be. Imagine a future where billable hours are tracked accurately and effortlessly. That's the future @GoiLobby is building. Find out more:

Challenges in Accurately Tracking Billable Hours

When it comes to facilities management, we're often dealing with a variety of moving parts. One of the most crucial yet challenging aspects is accurately tracking billable hours. Let's break down why this can be such a hurdle.

First off, we're all human, and, as such, we're prone to mistakes. Human error plays a significant role in inaccuracies with billable hours. Whether it's misreading a timesheet or mistyping an entry, these errors can quickly add up over time, leading to significant discrepancies.

Then, there's the issue of outdated methods. We're living in a digital age, yet many of us are still relying on paper and pencil to track contractor hours. Not only is this time-consuming, but it also leaves far too much room for error. Plus, these records are easily lost or damaged, creating further complications.

We also can't overlook the challenges posed by infrequent contractor visits. If a contractor only visits your facility once a week or once a month, it can be easy to lose track of their hours if there’s not a secure process locked in place. You might find yourself questioning whether they were on site for the full-time they billed, leading to uncertainty and potential disputes.

And let's not forget about the importance of accurate tracking in maintaining compliance. With stringent labor laws and regulations, inaccurate timekeeping can lead to hefty fines and legal ramifications. It's not just about paying for the work done; it's about ensuring we're adhering to industry standards and protecting our businesses.

But here's the good news: These challenges don't have to be roadblocks. With the right tools and processes in place, we can streamline our tracking, minimize errors, and ensure every minute billed is a minute worked.


How iLobby Combats Time Theft

Time theft is a serious issue, but we've got the solution. iLobby’s visitor management software is here to revolutionize the way you manage your facilities and combat time theft. Let's dive into how we make this happen.

First off, we're automating tasks that have traditionally been time-consuming and manual, thus making them prone to human error. Think document signing and training verification. Gone are the days of paper trails and manual checks. With VisitorOS, these tasks are digitized, streamlined, and automated. That means less time wasted and more accurate records.

But we're not just stopping at automation. We're leveraging technology to create digital timestamps for when contractors sign in and out. Now, there's no room for doubt or dispute about when they started and finished their work. It's all right there, clear as day, recorded in real-time.

And we make it easy for contractors to help us keep accurate records. During sign-in, we'll ask them for their work order number. This simple step ensures that every minute they bill aligns with a specific task. Plus, it creates a clear link between their hours and their work, adding another layer of accountability.

VisitorOS also maintains comprehensive visitor logs for reporting purposes. You'll have full visibility over who's been on-site at your facility, when they arrived, when they left, and what they were there for. It's complete transparency at your fingertips.

Moreover, it's not just about keeping accurate records; it's about setting the tone for your facility. When contractors know their hours are being digitally tracked, it creates an environment of accountability. It's a gentle reminder that we're all here to do our work and do it well. And that makes a big difference.

VisitorOS isn't just a tool; it's a game-changer. We're here to help you optimize your facility, ensure compliance, enhance security, and combat time theft. And we're confident that once you experience the difference it makes, you'll wonder how you ever managed without it.


Improving Billable Hours Tracking with iLobby

Facilities management has been revolutionized by digital tools like iLobby’s VisitorOS, and one area where this change is most noticeable is tracking billable hours. By leveraging the power of real-time monitoring and centralized dashboards, we can significantly improve the accuracy and efficiency of this crucial task.

With VisitorOS, every contractor's sign-in and sign-out is timestamped accurately. Gone are the days of rounding up or down or getting times mixed up. This precision not only ensures you're only billed for actual work hours but also gives you a clear picture of the facility's operations at any given moment.

Plus, the use of centralized dashboards simplifies the process of record retrieval. No more sifting through piles of paper or multiple spreadsheets. All relevant information is just a few clicks away, stored securely in the cloud. This not only saves time but also increases transparency and accountability.

One of the biggest advantages of a digital VMS like VisitorOS is the ability to perform simple calculations automatically. The system can easily add up hours, calculate totals for specific periods, and even generate detailed reports. This functionality eliminates manual errors and frees up your team to focus on more strategic tasks.

VisitorOS is more than a tool for tracking billable hours. It's a comprehensive solution that streamlines facility management, enhances compliance, and reduces time theft. By digitizing and automating processes, iLobby allows you to focus on what matters most: running an efficient, secure, and successful facility.

As we look to the future of facilities management, it's clear that digital solutions like iLobby’s facility & visitor management platform are not just a nice-to-have; they're an absolute necessity. By minimizing time theft and improving the accuracy of billable hours tracking, we're not just optimizing our operations; we're uncovering significant potential savings.

We're here to help you make the most of your facilities, ensuring they're not just places of work but hubs of productivity and efficiency. Contact iLobby today and explore how we can transform your approach to time theft, billable hours tracking, and beyond.

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Michelle Beal

Michelle is a dedicated Sales Executive at iLobby, actively contributing to the growth and adoption of our Facility and Visitor Management solutions. Outside the office, Michelle's interests include reading, skiing, and biking. As a dedicated Pittsburgh Steelers fan, she brings the same enthusiasm to her role at iLobby as she does to her favorite team.

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