Site diary
The signed daily record and the payroll timesheet should be the same thing.
15 minutes, your EBA, no sales script.
The problem
Standalone docket apps sit outside payroll, so the day splits in two
Most builders run the day docket in a separate product, proprietary or third party, that has no idea what anybody gets paid. It works right up until the two records disagree.
Two apps, two records
The docket app knows what happened on site. Payroll knows what got paid. Nobody reconciles the two until a variation is disputed or a worker questions a payslip.
Double handling by the same person
The foreman writes the day twice, once in the docket app and once on the timesheet. The second version is always the rushed one, and it is the one payroll relies on.
Signatures that prove nothing about pay
A client signs the docket hours. Payroll pays the timesheet hours. When they differ, the signature you hold is evidence for the wrong number.
A second subscription for the same day
You are paying twice to record one day of work, and carrying the integration risk between them.
What gets captured
One day, one record, six things on it
The foreman is already in Project Payroll confirming the crew's hours. The diary is the same screen, a few taps further on.
01
Equipment used
Plant and equipment picked from your list on the day it was used, tied to the job and the cost code the crew was already clocked onto. No second entry, no guessing at the end of the month which excavator sat on which job.
02
Works completed
A plain note of what was actually done, written by the foreman while the work is still in front of him. It sits against the same day and job as the hours, so the description and the labour never drift apart.
03
Weather and delays
Fine, showers, wet, windy or heat, plus a delay note when the day stops. This is the record that supports an extension of time claim, and it is captured at the source rather than reconstructed from memory weeks later.
04
Photos
Site photos attached to the day, taken on the phone already in the foreman's hand. Progress, defects, a client instruction given on the spot, all stamped with the time and the job.
05
Client sign-off
The client rep signs on the glass at the shed tablet, or the same day goes out as a link and gets signed remotely. Either way it is one authorisation on one record, not a signature on a docket that payroll never sees.
06
The exported docket
One docket PDF per job per day, carrying the hours, the equipment, the works, the weather, the photos and the signature. Send it with the claim. Keep it for the file. It was generated, not assembled.
Synced, not uploaded
Why it belongs in the payroll platform
Our whole approach is that hours are synced, not uploaded. Nothing is exported, retyped or reconciled between capture and pay. The site diary extends that principle to the record you hand your client.
When the diary lives inside the platform, the hours the client authorises are the hours the pay engine prices under your enterprise agreement or award. The equipment sits against the job the labour was costed to. The photos and the weather note are attached to the day a variation or delay claim will eventually be argued over.
When it lives in a separate app, none of that is true. You have a tidy docket, a tidy pay run, and no guarantee they describe the same day.
See it working in the interactive demo, read how the capture side works in CrewTime and what it costs on pricing.
Site diary questions
Do we still need a standalone site diary or docket app?
No. The site diary is part of Project Payroll, so the equipment, works, weather, photos and client signature sit on the same day record as the hours that feed the pay run.
Is the site diary compulsory for every job?
It is optional per job and per day. Some builders switch it on for head contract work and leave it off for maintenance runs. Hours can be signed off with or without a diary attached.
How does the client sign the day?
Two ways. On the glass at the shed tablet while the rep is on site, or by a link sent to them for remote sign-off. Both produce the same signed record with a name and a timestamp.
What does the docket PDF contain?
Hours by worker, equipment used, works completed, weather and any delay note, attached photos and the client signature, for one job on one day.
Can the diary and the timesheet ever disagree?
They cannot. They are the same record viewed two ways, which is the whole point of the synced not uploaded approach. There is no export step between them to drift.
Reviewed August 2026.
Get started
Show us your current docket process. We will show you the one record version.
Tell us how the day gets written up now, who signs it and what happens to it after. We will run the same day through Project Payroll end to end.
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