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ExakTime shows solution-control company how to automate payroll and track remote workers – wirelessly

Shaimoom Newaz |
Barber-Webb Co., Inc, a solution-control company that specializes in the fabrication and installation of cell liners and unique plastic products, completes dozens of work-site projects every year. Based in Los Angeles, Barber-Webb employs over 45 workers at roughly four construction sites a day. When Barber-Webb was ready to transition away from paper time cards and automate its time and attendance tracking, it looked for ExakTime to lead the way. Implementing ExakTime’s rugged time and attendance system helped Barber-Webb lower its payroll expenses by 10% and decrease its payroll processing time by 60%.

When paperwork becomes too much… work.

Barber-Webb had relied on handwritten, paper time cards for payroll since its founding in 1945. But after more than 60 years of using paper time cards, decision-makers in the company knew their time tracking procedures needed a change. They were fed up with paperwork not being turned in on time and unreliable reporting on their jobs. And workers were fed up as well, because some were not getting paid on time – or at all. The company’s employee tracking and payroll processing methods were outdated and a mess, according to Gaby Mendez, Barber-Webb’s accounting and payroll assistant. “There were times when I was taking [payroll] work home,” she said. “It would take me all of Monday and Tuesday to complete payroll by Wednesday – and this was every week!”

Automation is key.

When one of Mendez’ supervisors came across ExakTime’s time tracking solutions in a trade magazine in 2006, he asked the payroll supervisor to look into the system in more detail. After speaking to an ExakTime representative, Mendez learned the time and attendance provider had the tools and features Barber-Webb needed to track its workers at outdoor, remote locations – and she was excited about the benefits it offered her in the office. “When I found out how much time it could potentially cut down for [processing] payroll, I was ready to make the switch,” she said. Her company purchased The ExakTime System that fall and began implementing the rugged JobClock time clocks in their shops and field locations immediately.

JobClocks save time in the field and money in the office.

Mendez said that once her field employees learned the system would save them time clocking in and guarantee them a paycheck every pay period that they worked, they hopped right onboard. “The transition was seamless,” she said. It didn’t take long for the company’s remote workers to learn just how easy the system was; adoption was simple and efficient. Employees simply had to touch a green Keytab to the JobClock to clock in and a red Keytab to clock out – that was it. They no longer had to rush to fill out paper time sheets every week, try to remember how many hours they worked or worry about turning their time cards in on time. The ExakTime System handled all of that for them. And supervisors collected the digital time records from the clocks and delivered the data to their L.A. office for Mendez to process. To this day, Barber-Webb still uses paper time cards at some job sites if clients want backup daily time sheets for their projects. But, when Mendez compares the daily hours to her ExakTime data, she said she typically sees a 30-to-45-minute discrepancy per day. “Customers want to see the dailies, but I always check them against the JobClock,” she said. “And all these years later, I’m still catching errors on paper time cards. If it wasn’t for the JobClock, we’d be making huge payroll mistakes.”

Barber-Webb goes wireless.

In 2011, Barber-Webb agreed to be one of the first beta-testers for ExakTime’s new time clock: The wireless JobClock Hornet. JobClock Hornet was as rugged and as easy to use as the original JobClocks that Mendez helped implement five years prior. But it also had built-in wireless record transmission – so Mendez wouldn’t have to rely on supervisors to drive-in time records anymore or drive out to the job site herself to collect the data. Instead, JobClock Hornet wirelessly delivered time records and other work-site data to Mendez’ office, automatically, every hour. The records were delivered via ExakTime’s secure cloud service, directly to Mendez’ computer for payroll. After testing the clock for one day, Mendez said she immediately fell in love with it, and it saved her the stress of worrying about when supervisors would arrive with the time records. “My supervisors would not always bring records in a timely manner,” she said. “JobClock Hornet was a huge deal for us… My time records are updated every hour now, so I can prepare for payroll instead of having to wait for it.” After beta-testing one of ExakTime’s first JobClock Hornets, Barber-Webb added 10 more units in the field when the product was officially launched in January 2012.

Office efficiency.

Mendez relies on TimeSummit software, ExakTime’s time tracking hub for the office, for payroll processing on her computer. What used to take her three days to process with paper time cards has dwindled down to just a few hours with TimeSummit. “It’s all worked so wonderfully,” she said. ExakTime’s software shares its digital time records with her payroll application, Construction Partner, so her payroll is automated throughout the entire time-tracking process. After years of using The ExakTime System, Mendez said there would be “no chance” she’d ever go back to using paper time cards for payroll. “The benefits have been great for the company and me,” she said. “The company only pays for hours worked, and now I can focus my time on my other office responsibilities.”

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