How to Calculate Hours Worked | ClickUp (2024)

Your new team member, eager to prove their worth, consistently stays late to wrap up tasks. Yet, when payday arrives, their overtime isn’t reflected, causing a mix of frustration and confusion.

Sound familiar?

Accurately calculating hours worked isn’t just about tracking time—it’s about fostering trust and ensuring that every minute of effort is recognized and rewarded.

Whether you’re managing a small business or a large organization, getting employee hours right is essential.

In this blog, we’ll explore how to calculate hours and ensure accurate compensation, covering various methods and work hours calculator tools.

Understanding Hours of Working

When we talk about hours of work, we’re referring to the total time an employee or contractor works—or is scheduled to work—within a specific period, like a day, week, or month.

According to the US Fair Labor Standards Act (FLSA), this includes the actual time spent on job-related activities for which employees should be paid.

While not every organization needs to track hours (especially if they don’t pay hourly), businesses that work with freelancers, contractors, construction workers, or part-time employees need to be diligent with their calculations.

Accurate time tracking is crucial for understanding your team’s productivity and your business’s efficiency. When you have a clear picture of how time is spent, you can better gauge performance, pinpoint areas for improvement, and streamline your operations.

Steps to Calculate Hours Worked

Let’s walk through the steps to calculate employee hours worked in a simple and effective way to ensure everything adds up just right.

Step 1: Pinpoint start and end times

To track time accurately, start by recording the exact start and end times of each work period. You can use a time clock, digital software, or even a manual timecard—whatever works best for you.

The key is to make sure your tracking method provides precise data and accounts for overtime or unpaid breaks based on your work agreement.

Step 2: Convert time formats for clarity

To simplify calculations, convert the start and end times into military time or the 24-hour format. This means 9:00 AM becomes 09:00, and 5:00 PM becomes 17:00.

The 24-hour format eliminates confusion between AM and PM, making subtraction easier without errors. Converting times to this format ensures clarity when subtracting start times from end times.

Step 3: Subtract start time from end time

With the times converted, subtract the start time from the end time to calculate the total hours worked.

If an employee works from 09:00 to 17:00, you simply subtract 09:00 from 17:00, which results in 8 hours. This step gives you the total number of hours worked in a given period.

Step 4: Account for break time

Next, subtract unpaid breaks from the total hours worked.

For example, if the employee takes a 30-minute lunch break during their 8-hour shift, subtract these 30 minutes from the total hours worked.

So, if the average hours worked in the initial calculation were 8 hours, after accounting for the 30-minute break, the adjusted total would be 7.5 hours.

Step 5: Convert the final output to decimal format

To facilitate payroll calculations, convert the total hours worked into decimal format.

So, if an employee works 7 hours and 30 minutes, this should be converted to 7.5 hours.

Decimal hours simplify the calculation of wages, especially when dealing with fractions of an hour.

Step 6: Add up total hours for the pay period

Aggregate the total hours worked over the entire pay period.

If an employee worked 35 hours in the first work week, 37.5 hours in the second week, and 40 hours in the third week, the total for the month is 112.5 hours.

Summing up these hours provides a comprehensive view of total labor input and is crucial for accurate payroll calculations.

Step 7: Calculate the total pay

For the last step, simply multiply the total hours worked by the hourly pay rate to determine the amount owed.

If your wage rate for a full-time employee is $40 per hour and they worked 37.5 hours, you’d do the math as $40 times 37.5, which equals $1,500. That’s the total you need to pay for their work.

But what about overtime hours?

Handling overtime hours requires careful calculation.

Start by identifying the standard number of hours for the pay period, such as 40 hours per week. Any hours worked beyond this are considered overtime.

For instance, if an employee works 45 hours in a week, 5 hours are overtime. Calculate overtime pay based on your company’s overtime rate, often set at a time and a half.

Regular audits and proper timekeeping practices can help manage overtime effectively and ensure employees are paid correctly.

Calculating hours and minutes worked can be a breeze with the right tools at your disposal. Whether you’re managing a small team or running a large organization, the right tool can help streamline the process and ensure accuracy.

Let’s dive into the various tools available, explore how they work, and discover which might be the best fit for your organization.

Manual calculation

Manual calculation is the old-school way of keeping track of work hours.

To add up hours worked, you’ll need a pen, paper, or a basic calculator. Jot down the start and end times from your phone, watch, or wall clock, and do the math yourself at the end of the day.

It’s simple and straightforward but requires some effort to get right.

The pros

• Simple and doesn’t need any special tools
• Cost-effective, especially for small businesses

The cons

• Time-consuming and can be prone to errors
• Easy to make mistakes when adding up hours, especially over long periods
• May require you to be physically present at the work site

Spreadsheets

Spreadsheets offer a step up from manual calculations, allowing you to use formulas to automate some of the math.

Tools like Microsoft Excel or Google Sheets let you track hours, calculate totals, and generate basic reports.

The pros

• Helps organize and automate parts of the calculation process
• Reduces the chance of errors
• Tools like Excel or Sheets can be customized with formulas for quicker calculations and improved data visualization

The cons

• It can be cumbersome to manage and needs regular updates
• It may become complex as data increases
• Lacks real-time tracking and integration with other systems

Platforms like ClickUp provide templates to make this process go smoother.

ClickUp’s Services Timesheet Template simplifies tracking time, costs, and resources. It effortlessly tracks billable hours and resource usage across multiple projects.

You’ll love the visual tools like charts and graphs that give you real-time insights into progress. Plus, integration with apps like Stripe and PayPal ensures all your financials are synced.

The template comes with ClickUp Custom Statuses such as Approved and Needs Attention and offers 12 ClickUp Custom Fields like Hourly Rate and Paid Sick Hours, allowing for thorough tracking.

The template also allows for automated invoice generation based on your timesheet, which saves you time and reduces errors.

Time tracking software

These tools are designed to help structure the process of recording and calculating work hours.

A time-tracking app automatically logs start and end times; some even offer features like automatic break deductions and overtime calculations.

The pros

• Provides automated tracking of work hours to reduce the risk of human error
• Includes support for automated timesheets and reporting

The cons

• It can be expensive, especially for small businesses
• It may involve a learning curve for the team

Project management tools

These tools offer a comprehensive way to track work hours and manage tasks, projects, and deadlines in one place. ClickUp’s Time Management Solution is one such tool.

ClickUp’s Project Time Tracking is incredibly versatile. You can track time from pretty much any device, whether you’re using an Android phone, iPhone, desktop, or laptop.

Track time for your entire workspace or focus on specific tasks, and you have the flexibility to pause and resume tracking with a global timer.

With this feature, you can:

• Develop customizable timesheets: Track time by day, week, month, or custom ranges. Visualize totals by dates for valuable insights into your time entries

• Understand tracked time: Analyze how much time individual tasks or groups of tasks take for each team member
• Build customizable reports: Create reports from your time entries, including estimates and separating billable from non-billable hours
• Compare time estimates: Check if your team is on track by comparing estimated times with actual tracked times, helping you gauge if you’re meeting your schedule

💡Pro Tip: Automate timesheet reminders at consistent intervals—daily, weekly, or bi-weekly using ClickUp Automations. This helps ensure that timesheet entries are made promptly and reduces the risk of missed entries.

And here’s another perk: if you’re already using tools like Toggl, Everhour, or Clockify, ClickUp integrates smoothly with these, so all your time data syncs seamlessly into your ClickUp workspace. This makes managing your time and projects even more efficient!

The pros

• Combines tracking hours worked with task management and reporting
• Streamlines workflow and integrates well with other project management features
• Enhances productivity and helps estimate the time of completion accurately

The cons

• It can be complex to set up and manage
• It may have a steeper learning curve for unfamiliar users

Time clocks

These are a more traditional method of tracking hours but are still widely used. Employees punch in and out, and the clock records their hours.

This method is straightforward and can be effective in environments where employees are working on-site.

The pros

• Simple and easy to use
• Provides a clear record of worked hours per week

The cons

• It can be cumbersome in a remote or flexible work environment
• It may require maintenance and can be subject to physical tampering

Biometric systems

Such systems use fingerprints, facial recognition, or other biometric data to track work hours.

These systems are highly secure and reduce the risk of buddy punching (where one employee clocks in for another).

The pros

• Highly accurate and secure
• Reduces the potential for time theft and buddy punching

The cons

• It can be costly to install and maintain
• It may raise privacy concerns among employees

Payroll systems

Payroll software, such as Paychex, Paycor, Jibble, etc., often includes time tracking as part of its features.

These systems integrate employee hours worked with payroll processing, automatically calculating wages based on hours logged and applicable rates.

The pros

• Integrated time tracking simplifies payroll
• Ensures compliance with labor laws and reduces administrative workload

The cons

• It can be costly, especially for small businesses
• It may require training and setup to utilize all features fully

The Benefits of Exact Time Calculation On Employment

Let’s face it: keeping tabs on work hours isn’t just about number-crunching. It’s about keeping your team happy and on their A-game.

Here’s a breakdown of all the benefits accurate time calculation enables for your employees.

Happy employees = Better work outcomes

When employees see their hours are being tracked accurately, it tells them that their time is valued. This boosts their morale and motivation.

And happy employees are also more productive. In fact, research suggests that happier employees are 13% more productive.

Time and money savings

Old-school ways of tracking time, like paper timesheets, are slow and prone to errors. Fixing mistakes and managing these records can take a lot of time.

With digital time-tracking tools, you can reduce errors and let your team focus on their real work.

Prevents employee burnout

Good time tracking helps keep workloads manageable.

By having clear insights into how time is spent, you can better allocate resources, set realistic deadlines, and make sure everyone’s workload is fair.

This helps prevent burnout and keeps expectations in check, so your team can stay productive and avoid getting overwhelmed.

Track Work Hours Better with ClickUp

Accurate time tracking boosts efficiency and satisfaction in your organization. With so many tools available, choosing the right one can make a big difference.

Modern solutions like ClickUp can streamline the whole process, making it easy to log and track employee working hours more accurately.

Give ClickUp a shot and see how it can make your life easier!