Logging Labor and Time Entry on Work Orders

What is this?

When a mechanic works on a job, they log their time directly on the work order. Hours, job code, phase code, pay class. The foreman reviews and approves. Approved timecards push to Vista for payroll. No paper time sheets. No end-of-week guessing.

Who is this for?

• Mechanics - Log your hours on each job as you work. All jobs for the day, one place.
• Foremen - Review and approve time entries. See all jobs, descriptions, and hours at a glance.
• Payroll - Approved timecards flow to Vista automatically. No re-keying.

How mechanics log time

Step 1: Open the work order

Find your assigned work order in the Work Orders list or on your Schedule. Open it.

Step 2: Add a labor entry

In the Labor section, click Add Labor. Enter the hours worked. Select the job code and phase code if required (these map to Vista's cost structure). Choose your pay class if you worked overtime or a different rate.

Step 3: Log time for multiple jobs

Mechanics can log time on multiple work orders throughout the day. At the end of the day, the foreman sees all hours across all jobs for each person.

How foremen approve time

Review and approve

The approval screen shows each mechanic with their daily entries: job descriptions, hours, and codes. Review them, make corrections if needed, and approve. Approved entries lock and push to Vista's payroll batch.

The full details

• Works on: Web app and mobile app
• Multiple entries per day. One mechanic can log time on 5 different jobs in one day.
• Job and phase codes. Map to Vista's JC structure for accurate cost allocation.
• Pay class support. Regular, overtime, double-time. Configurable per company.
• Only approved timecards count. Draft entries do not push to Vista or appear in reports.
• Vista sync: Approved timecards write to PRTB (payroll batch) automatically.

Tips

• Log time the same day. Memory fades. Friday afternoon guesses are never accurate.
• Use the mobile app in the field. Log time right after finishing a job while the hours are fresh.
• Foremen: approve daily, not weekly. Catching errors on the same day is easier than sorting them out on Friday.