Inside KYRO AI's Timesheet System: Field Services Time Tracking That Fits the Work

A timesheet in the field services industry is more than just a log of hours. It is the key documentation that the record payroll runs on, the evidence when an audit asks complicated questions a few years later endangering compliance, and the backbone of the invoice that ultimately generates revenue.  

When that record is not captured accurately, everything downstream breaks costing the parties involved millions of dollars.  In a nutshell, you are in the timesheet business!

KYRO AI's answer is not a single rigid timesheet. It is a system that adapts to how the work gets done, while maintaining compliance rules, accountability, and the path to payroll underneath every version of it.

Capturing Field Time: Individual, Crew, and Kiosk Timesheets

KYRO AI does not force every worker into the same format. It matches the entry method to who is actually doing the logging.

Individual Timesheets for Solo Field Workers

Individual timesheets are for the person working a job on their own, an inspector or a technician covering their own site with no crew behind them. This individual timesheet is held to the same payroll and compliance standard as every other timesheet in the system.

• Every entry carries the full record: project, task, duration, and an activity code from your company's own coding structure, so hours land in payroll and billing already categorized.

• Miles and per diem live on the entry itself, and attachments can be added when a record needs proof.

• Time comes in the way the person works: clock in and clock out, or manual entry with duration, both feeding the same record.

• Approved timesheets flows directly through to payroll integration. A detailed report uploads to your payroll system, hours pre-sorted into the right categories. Think Power Solutions runs this into Paylocity today.

Crew Timesheets for Foremen Running a Team

When there is a large crew involved in a project, be it construction or storm restoration, individual workers and linemen do not fill out their own timesheets. Crew Foremen do, usually late, usually tired, for a crew that all worked the same brutal day. The crew timesheet is built for exactly that person: one grid, the whole crew's day.

• A day view built for speed: bulk entry, Apply to All, and copying the previous day's entries forward, meals included, because work hours for storm restoration usually repeat for several days in a row.

• Start and end times on every row, for both labor and equipment, alongside straight time, overtime, and double time. Billed hours cannot exceed the clock window, and no day can run past 24 hours or wrap overnight.

• Meals and per diem live on each lineman's own row, and one person can have both missed meals and per diem the same day, because that is how storm days go.

• Equipment rows show who is holding each unit and which crew it is assigned to.

• For Storm projects, the timesheet build up is based on the final roster that was set and approved.

• KYRO AI also has a Bulk apply feature that makes life easier. You choose where the time goes and separate between ST, OT and DT.

Kiosk Mode for Shared-Device Time Clocks

Some sites are too big for either. A staging yard during mobilization has more workers than devices and no time for anyone to fumble a login. Kiosk mode turns one shared device into the site's time station.

• Any admin or project manager switches a device into kiosk mode from a project in one click, on iOS or Android.

• Each worker gets their own kiosk PIN, set from their profile, with an admin reset when someone forgets. Access is tied to their KYRO AI identity and their role on the project.

• Clock in, clock out, and breaks are each one tap, with configurable break types.

• At clock out, the worker sees their consolidated day, time and breaks together, corrects anything that needs it, and signs on the screen, so every day ends acknowledged in the worker's own hand.

• Supervisors see the whole site at a glance: who is on the clock, who is on break, active timers, and a day summary for the full team, with review, corrections, and re-submit before anything goes forward.

• Offline is built in, because staging yards are exactly where connectivity dies. Time and breaks store on the device and sync the moment the connection returns, without losing a minute.

California Overtime Rules and Compliance, Calculated Automatically

Utility field services run on some of the hardest time rules in any industry. Travel pays differently by contract, overtime calculates differently by state, and California alone brings daily overtime and double time, seventh-consecutive-day logic, and meal break penalties with their own math. Rules like these cannot be enforced in a spreadsheet after the fact.

KYRO AI checks every timesheet against these rules.

• daily overtime and double time where state law requires it

• seventh-consecutive-day logic

• meal break tracking with penalty hours applied when a required break is missed,

• travel and hour-cap rules written into specific contracts.

Those rules are configured per organization, so different companies, different states, and different agreements can all run side by side.

This is the format Think Power Solutions runs across three companies and sixteen states, with roughly 500 users. Their CIO, Siva Vysyaraju put it this way:

KYRO has helped Think Power Solutions bridge the gap between field and the office both financially and operationally.  Their platform has helped us with accurate and DOL compliant timesheets in California and across the US.  KYRO has also helped integrate many different businesses into a single operating entity in a seamless manner.

Timesheet Accountability: Approvals, Audits, and Invoice Accuracy

Capturing the hours right is only half of it. Every timesheet also needs an accountability trail nobody has to reconstruct after the fact.

Each person owns their own timesheet, a supervisor approves it, and flagged exceptions are visible for audit before payroll runs, not discovered after. On the crew side, linemen are added straight from the timesheet in final roster order, with a "Someone missing?" path for anyone not already on the grid, so the timesheet always matches the roster the utility approved. Days can auto-approve on prime-owned projects and be un-approved again when something needs correcting.

That same record carries through to billing. The invoice mirrors the timesheet grid line for line, one row per lineman per day, with meals and per diem folded into the labor subtotal.

Corrections happen on the timesheet itself and get re-imported, and imported rows stay read-only on the invoice, so totals cannot quietly drift from the record underneath them. When a utility asks about a line on an invoice, the answer is the timesheet, not a reconstruction.

One Timesheet System Across Every Field Services Workflow

Whether the hours came from an inspector logging her own day, a foreman filling out a crew grid, or workers clocking in at a shared kiosk, they all flow through the same validation chain, the same exception rules, and the same accuracy checks. That is the idea behind Timesheets to Invoices in 2 clicks: the invoice is only as good as the timesheet underneath it.

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