Best Time Tracking Software for Staffing Agencies in 2025

Staffing agencies operate in one of the most time-sensitive industries. Managing temporary workers, tracking billable hours across multiple clients, ensuring compliance, and maintaining profitability requires sophisticated time tracking solutions. In 2025, the right time tracking software can be the difference between a thriving agency and one struggling to stay competitive.

Unique Challenges Facing Staffing Agencies

Unlike traditional businesses, staffing agencies face a complex set of time tracking requirements:

• Multi-client workforce: Temporary workers may serve different clients each week
• Varying pay rates: Different positions and clients require different billing and pay rates
• Compliance requirements: Must adhere to labor laws, overtime regulations, and client-specific rules
• Real-time tracking: Need immediate visibility into who's working where
• Mobile workers: Temporary staff work at client locations, not your office
• Payroll complexity: Must accurately calculate pay for hundreds or thousands of workers weekly
• Client billing: Need to generate accurate invoices based on actual hours worked

Essential Features for Staffing Agency Time Tracking

1. Mobile Time Clock with GPS

Your temporary workers need to clock in/out from client locations. Essential capabilities include:

• GPS-enabled time tracking to verify worker locations
• Geofencing to ensure clock-ins occur at the right job site
• Photo capture for identity verification
• Offline mode for areas with poor connectivity
• Break tracking and approval workflows

2. Client and Assignment Management

Organize time tracking by client and specific job assignments:

• Hierarchical structure (Client → Location → Department → Assignment)
• Ability to set different billing rates per client or assignment
• Quick reassignment capabilities when workers change positions
• Client-specific reporting and data access

3. Automated Payroll Integration

Seamless payroll processing is crucial for agencies managing large workforces:

• Direct integration with major payroll systems (ADP, Paychex, Gusto)
• Automatic calculation of regular and overtime hours
• Support for multiple pay rates and shift differentials
• Holiday and PTO tracking
• Export capabilities in various formats

4. Compliance and Audit Trail

Protect your agency with robust compliance features:

• Automatic overtime calculations based on federal and state laws
• Break compliance monitoring
• Complete audit trail of all time entries and edits
• Electronic signature capture for timesheet approval
• Customizable approval workflows

5. Real-Time Visibility and Alerts

Stay on top of your entire workforce:

• Dashboard showing who's currently working and where
• No-show alerts when workers fail to clock in
• Overtime warnings before limits are exceeded
• Late/early clock-in notifications
• Schedule adherence monitoring

Top Time Tracking Solutions for Staffing Agencies in 2025

1. TrackLabs - Best for Comprehensive Agency Management

Why it's ideal: TrackLabs offers a complete solution for staffing agencies with features specifically designed for managing temporary and contract workers across multiple client locations.

Standout features:

• Advanced mobile app with GPS tracking and geofencing
• Multi-client workforce management dashboard
• Real-time visibility into all active workers
• Flexible billing rates per client, location, or position
• Comprehensive compliance tools and audit trails
• Automated timesheet approval workflows
• Integration with popular payroll and accounting systems
• Detailed analytics on worker productivity and client profitability
• 2-day free trial to test with your workforce

Best for: Medium to large staffing agencies managing 50+ temporary workers

2. Deputy - Best for Scheduling Integration

Why it stands out: Deputy excels at combining scheduling with time tracking, ideal for agencies that create detailed shift schedules.

Pros:

• Robust scheduling features
• Mobile time clock with kiosk mode
• Break compliance management
• Good payroll integrations

Cons:

• Can be complex to set up for multi-client scenarios
• Higher pricing for advanced features
• Limited customization for staffing-specific workflows

3. TSheets (by QuickBooks) - Best for QuickBooks Users

Why it stands out: If you already use QuickBooks for accounting, TSheets offers seamless integration.

Pros:

• Native QuickBooks integration
• GPS time tracking
• Scheduling features
• Geofencing capabilities

Cons:

• Limited multi-client management features
• Reporting not as robust as dedicated staffing solutions
• Can get expensive for larger teams

4. ClockShark - Best for Field Services

Why it stands out: ClockShark is designed for businesses with field workers and offers strong mobile capabilities.

Pros:

• Excellent mobile app
• GPS tracking and geofencing
• Simple interface
• Good customer support

Cons:

• Limited staffing agency-specific features
• Basic reporting capabilities
• No built-in client portal

Feature Comparison Table

How to Choose the Right Solution

Consider these factors when evaluating time tracking software for your staffing agency:

1. Agency size: How many temporary workers do you manage weekly?
2. Client diversity: Do you serve multiple clients with different requirements?
3. Compliance needs: What labor laws and regulations must you follow?
4. Integration requirements: What payroll and accounting systems do you use?
5. Mobile accessibility: Do your workers need to clock in from various locations?
6. Budget: What's your per-worker cost threshold?
7. Scalability: Will the solution grow with your agency?

Implementation Best Practices

1. Pilot with a small group: Start with one client or department before full rollout
2. Provide thorough training: Ensure workers understand how to use mobile time tracking
3. Set clear policies: Define rules for clock-ins, breaks, and timesheet corrections
4. Communicate benefits: Help workers understand how accurate time tracking benefits them
5. Monitor adoption: Track usage rates and address issues quickly
6. Gather feedback: Regularly solicit input from workers and clients
7. Optimize workflows: Continuously refine approval processes and reporting

ROI for Staffing Agencies

Implementing proper time tracking software delivers significant returns:

• Reduced payroll errors: Eliminate costly mistakes from manual time entry
• Improved billing accuracy: Capture every billable minute
• Faster invoicing: Generate client invoices immediately after pay period ends
• Reduced administrative overhead: Free up staff from timesheet management
• Better compliance: Avoid penalties from labor law violations
• Enhanced client satisfaction: Provide transparent, accurate billing
• Worker accountability: Reduce time theft and buddy punching

Most agencies report ROI within 3-6 months through a combination of time savings, improved accuracy, and increased billable hours captured.

Conclusion

For staffing agencies in 2025, time tracking software is not optional—it's a critical business tool. The right solution will streamline operations, ensure compliance, improve profitability, and enhance relationships with both workers and clients.

TrackLabs emerges as the top choice for staffing agencies thanks to its comprehensive feature set specifically designed for managing temporary workforces across multiple clients. With robust mobile capabilities, real-time visibility, flexible billing options, and strong compliance tools, it addresses the unique challenges facing modern staffing agencies.

Whether you're managing 50 or 5,000 temporary workers, investing in proper time tracking infrastructure will pay dividends in operational efficiency and bottom-line results.