When managing a workforce, especially in industries where tracking fieldwork and project time is crucial, having a reliable system for efficient time and expense tracking is key. Zoho CRM offers an incredibly versatile framework that allows you to create a complex time-tracking module that employees can easily access and use through ZPortals.

In this post, we’ll explore how an advanced Zoho CRM Daily Logs module is structured and how it connects seamlessly with ZPortals for efficient time and expense tracking. For CRM owners looking to offer employees or contractors an easy way to submit their time logs, this setup ensures accurate time tracking, seamless project management, and optimized payroll processing—all in a cost-effective manner.

Behind the scenes: how the Daily Logs module is set up in Zoho CRM for efficient time and expense tracking

Zoho CRM’s flexibility allows you to build a Daily Logs module that’s as simple or as complex as you need. In this advanced example, the Daily Logs module is structured to capture a wide range of activities and resources used during a workday.

1. Core Fields and Capabilities: At the heart of this module, we have the following fields that ensure every log entry is unique, properly tracked, and easily associated with the respective employee and tasks: 

• Auto-number field: Every daily log created gets a unique identifier, automatically assigned when the record is generated.
• Date/Time fields: Two fields capture the start and end times for each workday, providing a complete overview of the employee’s working hours.
• Employee lookup: This field automatically assigns the log entry to the logged-in user in ZPortals, ensuring each employee is responsible for their own time entries.
• Task picklist: This dropdown list allows employees to select the specific task they are performing. Whether it’s equipment operation, hauling, or travel, they can log their activities accurately.
• Total Pay Hours with Travel: A Formula Field that automatically calculates the overall hours logged by the employee throughout the day, including travel time.
• Total Hours associated with Job Numbers: Another Formula Field that calculates the total hours of machines operated throughout the day, ensuring accurate time allocation for specific jobs.

2. Task-Specific Subforms: Zoho CRM can take time-tracking further by offering subforms that correspond to each task type. These subforms are designed to streamline data input by allowing users to select additional details such as:

• Jobs: A lookup field lets employees associate their time with specific jobs registered in the CRM.
• Equipment Used: If certain tools or machinery were utilized during the task, they can be easily selected from the database using lookup fields.
• Machines: For larger operations, employees can log the machines used, ensuring all assets are tracked.
• Time Tracking: Each subform includes a time entry field where the exact time spent on a specific subtask can be entered. An Aggregate Field calculates the total time if multiple subtasks are logged in the same subform.

This multi-layered approach for time and expense tracking ensures that every aspect of the workday is captured in precise detail, providing both employees and management with accurate and actionable data. While this structure might seem complex, our partner consultants and developers can help tailor the module to fit your specific needs, with options for custom functions and automations to streamline workflows.

Bringing Time Logs to ZPortals for daily use

With the Time Logs module fully configured in Zoho CRM, the next step is to make it easily accessible to your employees through ZPortals. ZPortals seamlessly integrates with Zoho CRM, providing an intuitive and streamlined interface for logging daily activities, thereby simplifying time and expense tracking.

Here’s how the process works for employees using ZPortals:

1. Daily Log creation: Employees can create a Daily Log at any point during their shift. ZPortals display the required fields relevant to the employee, together with the subforms, simplifying the input process. This setup encourages consistent and accurate logging throughout the day.

2. Editable entries until submission: One of the key benefits of this system is flexibility. Employees can start logging their activities during the day, whether it’s hauling materials, running equipment, or traveling between job sites. They can go back and edit their entries before finalizing them. This is particularly helpful for those managing multiple tasks in a single day.

If multiple sub-tasks need to be entered under the same subform, the employee has the option to add new tasks using the Add task button:

3. Locked entries post-submission: Once the employee enters a finish date and time and hits the “Submit” button, the record becomes locked after 3 hours. This ensures that the logs are finalized in a timely manner, reducing the risk of discrepancies and ensuring that billing and payroll processes move forward without delays.

4. Accuracy for billing and payroll: The Daily Log system is not just about tracking time—it directly ties into both client billing and employee payroll, making it an essential tool for accurate time and expense tracking. It’s crucial that every log matches the corresponding job numbers and pay hours, ensuring that both the company and the employees are compensated correctly. If an employee is unsure about the job number to assign, they can easily contact dispatch for clarification before submitting the log.

Having an advanced Daily Logs module in Zoho CRM and connecting it with the ZPortals interface, your team can enjoy a streamlined and user-friendly method for logging time and expenses. While the CRM structure allows for advanced customization, the ZPortals interface keeps things simple for employees in the field. Whether your organization needs to track various equipment, job numbers, or specific tasks, this setup ensures accurate data collection, better payroll processing, and improved operational efficiency.

Need help customizing your time-tracking solution? Our consulting and development partners are ready to assist with any level of complexity, ensuring your setup meets your organization’s unique requirements.