Digital timesheets
Hours, breaks, allowances and notes captured on the worker's phone, approved by the client and locked once signed off.
Labour hire software: timesheets, rosters & placements
Labour hire: the right worker, on site, on time. Fill shifts, not spreadsheets.
Timesheets get photographed and retyped. Rosters go out by text and tickets live in a spreadsheet nobody trusts. Then a client rings at 5am three labourers short. We build placement, rostering, timesheet and compliance systems for labour hire businesses that all talk to each other, then we host them and look after them.
Looking for labour hire software that handles rosters, timesheets and compliance in one go?
Labour hire is a recruitment agency, a rostering office, a payroll bureau and a compliance department squeezed into one small team. Most labour hire companies run each part on something different: a job board, a group chat, a payroll platform, a folder of scanned white cards and a spreadsheet of who's free tomorrow. Every hour worked gets typed in at least twice and every expired ticket is a surprise.
Wollopit builds custom labour hire software around how your business actually places people. Clients request workers in a portal. Matched, ticketed workers get the shift on their phone and confirm it. Hours are captured on site, approved by the supervisor and flow straight to payroll and invoicing at the right rates. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers, so you can get back to filling shifts.
01The problems
What we hear from labour hire companies
Does your labour hire business have these problems? Here's how we'd fix them.
Most labour hire companies we talk to are brilliant at finding good people fast. The admin behind every placement is what grinds them down, usually on a Monday morning.
- The problemPaper timesheetsWorkers snap a crumpled timesheet on Friday arvo and someone in the office squints at it and retypes every line.How we fix itDigital timesheets on the worker's phone with breaks, allowances and notes, ready for the supervisor to approve.
- The problemRosters by group chatShifts go out by text, half the crew don't reply and you only find out who's coming when the site rings.How we fix itRosters pushed to worker phones with one-tap confirm or decline and reminders the night before.
- The problemThe 5am scrambleA client is three labourers short and you're ringing down a list in the dark hoping someone answers.How we fix itShift blasts by SMS to available workers with the right tickets nearby. First to accept gets it and the client sees who's coming.
- The problemTickets expire without warningA forklift licence or white card lapsed last month and nobody noticed until the site turned the worker away.How we fix itA tickets and licences register with expiry alerts that blocks a placement if something required is missing or out of date.
- The problemDid they actually turn up?The client says the worker left at lunch. The timesheet says a full day. Now it's your word against theirs.How we fix itGeofenced clock on and off at the site with a time stamp and location, so hours stand up when they're questioned.
- The problemSign-off takes a weekSupervisors approve hours whenever they get around to it, which holds up payroll and pushes invoices back.How we fix itSupervisors approve hours online or by text link in seconds, with reminders until it's done.
- The problemPay rates worked out by handOvertime, penalties, site allowances and different rates for every client and award, all calculated in someone's head.How we fix itPay and charge rules set up per client, award and role, applied automatically to every approved hour.
- The problemEvery hour typed twiceHours go into payroll, then again into invoicing. A typo means an underpaid worker or a disputed invoice.How we fix itApproved hours flow once into your payroll platform and your invoices in Xero or MYOB.
- The problemOnboarding on paperNew workers fill in TFN forms, super choice and bank details on a clipboard, then send blurry photos of their tickets.How we fix itOnline onboarding from their phone with documents uploaded, forms signed and right to work recorded.
- The problemClient requests get lostOrders come in by phone, email and text to whoever picked up. Someone forgets one and a site starts short.How we fix itA client portal where requests land on one placements board with the skills, tickets and start times they need.
- The problemAudits are a dig through foldersWhen licence reporting or a client audit comes round, records are scattered across inboxes and filing cabinets.How we fix itPlacements, inductions, tickets, hours and pay kept together with audit-ready reports when you need them.
- The problemNo idea which clients make moneyPlenty of hours going out the door but no clear view of margin per client, per site or per worker.How we fix itLive margin reporting: charge rate against pay cost and on-costs for every client, site and placement.
02What we build
Solutions
What we build for labour hire companies. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Worker app & rosters
Shifts, site addresses, start times, PPE notes and availability on every worker's phone with one-tap confirms.
Shift fill-in blasts
SMS offers to matched available workers for urgent shifts. First to accept is placed and the rest are told it's filled.
Placements board
Every client order, open shift and placed worker on one screen your whole team can work from.
Tickets & licences register
White cards, high risk work licences, inductions and medicals with expiry alerts and placement checks.
Online onboarding
TFN declaration, super choice, bank details, right to work and ticket uploads done from a phone.
Geofenced clock on
Workers clock on and off at the site gate with a location check, so hours match where they actually were.
Client portal
Clients request workers, see who's coming, approve hours and download invoices without ringing you.
Pay & charge rules
Award rates, overtime, penalties, site allowances and client charge rates applied automatically to approved hours.
Payroll exports & links
Approved hours sent to Astute Payroll, Employment Hero, Xero or MYOB without retyping.
Invoicing
Invoices built from approved timesheets per client, site or purchase order, synced to Xero or MYOB.
Candidate pool & job ads
Applicants from Seek, Indeed and your website in one pool, tagged by skills, tickets and location.
Site safety & incidents
Site inductions, pre-start checks and incident reports on the phone, linked to the worker and the placement.
Margin & reporting dashboards
Hours, fill rates, margins and no-shows by client, site and worker, updated as timesheets are approved.
A website that recruits
Hand-built, quick on mobile, with live jobs, an apply form and a client request page, built to rank for labour hire in your area.
03The systems
The big ones
Your whole labour hire business, on one system.
These are the systems labour hire companies ask us about most. Each one works on its own and they get properly clever when they're joined up.
Placements
Every order, every shift, one board.
Client requests land on a single placements board whether they came from the portal, a phone call or an email. Your team matches workers by skills, tickets, availability and distance, then sees at a glance what's filled and what's still open.
- Client orders from portal, phone or email
- Match by skills, tickets and location
- Availability shown before you ask
- Open, offered and filled at a glance
- Repeat and long-term placements
- Client and site preferences remembered
- Do-not-return flags per site
- Distance to site from Google Maps
- Notes and history for every placement
Worker app & rosters
Shifts on their phone. Confirmed before you knock off.
Workers see their roster, the site address, start time and what PPE to bring, then confirm with one tap. When a shift needs filling fast, an SMS blast goes to the right people and the first yes gets it.
- Roster on every worker's phone
- One-tap confirm or decline
- Reminders the night before
- Urgent shift blasts by SMS
- First to accept is placed
- Availability set by the worker
- Site maps, contacts and PPE notes
- Geofenced clock on and off
- No-show alerts to the office
- Works without an app store download
Timesheets & approvals
Hours captured once. Approved before Monday.
Timesheets are filled in on the worker's phone with clock times backing them up. Supervisors approve from a text link or the client portal, so hours are locked and ready for payroll without anyone chasing a signature.
- Digital timesheets with breaks and allowances
- Clock on times attached as proof
- Supervisor approval by text link
- Bulk approve a whole crew
- Queries flagged before payroll
- Reminders until hours are signed off
- Locked once approved
- PO numbers and cost codes per site
- Full history if a client disputes
Compliance & tickets
No expired ticket gets through the gate.
Every worker's white card, licences, inductions and right to work live in one register with expiry dates. The system checks what each site needs before a worker is placed and warns you weeks before anything runs out.
- White cards and high risk work licences
- Site and client inductions
- Right to work recorded
- Medicals and drug and alcohol results
- Expiry alerts to worker and office
- Placement blocked if a ticket is missing
- Requirements set per client and site
- Photo uploads from the worker's phone
- Audit-ready compliance reports
Pay & invoicing
Right rate, right worker, right invoice.
Pay and charge rules are set up per client, award and role, so overtime, penalties and allowances apply themselves to every approved hour. Payroll and invoices come from the same numbers, which means fewer underpayments and fewer disputes.
- Pay rules per award, role and client
- Overtime, penalties and allowances
- Client charge rates and margins
- Approved hours to Astute or Employment Hero
- Invoices to Xero or MYOB
- Invoice per client, site or PO
- Margin per placement and client
- Super and on-costs in the numbers
- Pay run summaries for the office
Onboarding & candidates
New starters job-ready from their phone.
Applicants from Seek, Indeed and your website drop into one candidate pool tagged by skills, tickets and suburb. When you're ready to put them on, onboarding happens on their phone and they're placeable the same day.
- Applicants from job boards and your website
- Tagged by skills, tickets and location
- Online forms and e-signatures
- TFN, super and bank details captured
- Ticket and ID uploads
- Right to work recorded
- Interview notes and references
- Onboarding progress tracked
- Ready-to-place pool for urgent shifts
04How it changes
Before and after
A Monday placement rush, wolloped.
Here's how a Monday morning could change. Every labour hire business places people differently, so we map yours first.
Before
- A client rings at 5am three workers short
- Ring down the list hoping someone answers
- Find out one worker's ticket expired
- Text the site address and start time one by one
- Friday's timesheets still being retyped from photos
- Client disputes the invoice a week later
After
- The request lands on the placements board
- An SMS blast goes to ticketed workers nearby
- Expired tickets were flagged weeks ago
- Workers accept and get the site details on their phone
- Last week's hours are approved and in payroll
- The invoice matches clock times the client signed off
05Services
Everything under one roof
Software, websites and systems for labour hire companies.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for labour hire companies
Built around how your labour hire business actually runs: digital timesheets, worker app & rosters and the admin in between, in one system you own.
Websites for labour hire companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Labour hire business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for labour hire companies
Shift fill-in blasts and placements board: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Astute Payroll so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your labour hire business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside payroll and recruitment platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Astute Payroll
- Employment Hero
- Deputy
- JobAdder
- Bullhorn
- Seek
- Indeed
- Procore
- DocuSign
- Microsoft 365
- Google Workspace
- Dropbox
- Stripe
- Twilio SMS
- Google Maps
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your labour hire business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your placement team on a busy morning, ride along to a site or two and work out where the double handling is.
- 02
Archi-tech
We plan it before writing code: your clients, workers, tickets, pay rules, payroll links, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually timesheets or rosters first, so you get a win before the next pay run.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things labour hire companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients request workers through the portal?
Yes. Clients can request workers with the skills and tickets they need, see who's been placed, approve hours and download invoices.
Do workers need to download an app?
Not necessarily. We can build it to run in the phone's browser with SMS links, so workers can get started straight away. If an app suits your crew better we can do that too.
Can it work out award rates, overtime and allowances?
Yes. We set up the pay and charge rules with you per client, award and role, then they apply automatically to approved hours. You stay in control of the rules and can change them when rates move.
Will it stop us placing someone with an expired ticket?
Yes. Each client and site can have its own requirements. If a worker's ticket, licence or induction is missing or out of date the system warns you and can block the placement.
We already use a payroll or recruitment platform. Do we have to switch?
No. If Astute Payroll, Employment Hero, JobAdder or another platform is doing its job, we build around it and feed it clean data. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can it help with licence reporting and audits?
Yes. Placements, tickets, inductions, hours and pay are kept together, so pulling records together for licence reporting or a client audit takes minutes instead of days.
How much does a labour hire system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like digital timesheets or a worker roster can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most labour hire companies we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a labour hire business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.