Staff record hours, mileage, expenses and time off. An approver checks them, then downloads everything payroll needs. No rotas, scheduling or care records to set up.
Your first 1,000 recorded hours each year are free, no card details. UK registered charities get 2,000.
Assign the time to a client or an activity, enter the times and Visitsheet works out the hours. Staff can add a note for the office.
Commute miles, miles between clients and trips on a client's behalf each have their own box, so payroll can apply the right rate.
Staff request holiday, sickness or other time off. Approvers see outstanding requests and check the calendar to arrange cover.
Staff log a car park ticket or shopping for a client as it happens, with up to five receipt photos. The total goes into that period's payroll figures.
Choose a pay period to see each person's hours, mileage and expenses. Download a draft to check, then finalise it and the figures are fixed.
New starters get a sign-in link by WhatsApp or text and choose their own password. Assign their clients and they can record their first visit that day.
Open the link once and add Visitsheet to the home screen. A long press on the icon gives shortcuts for a timesheet, time off request or expense.
Staff see initials instead of full names, so a lost phone does not reveal who your team visits. Full names appear only to admins and in payroll.
No analytics, no advertising, no trackers, and nothing your team records is sold. The only copy that leaves the server is the encrypted nightly backup. The privacy notice is public and covers what UK GDPR asks you to tell people.
Your data goes to storage at a second company every night, encrypted before it leaves our server. The backups are checked every week, and the server that writes them cannot delete older ones.
Entries can be corrected until the pay period is finalised. After that only an administrator can reopen the period, and is asked why: the reason, who reopened it and when are all kept, and the finalised files are replaced rather than edited. Role and access changes are logged with who made them and when.
Rota and workforce-management apps are built for fixed workplaces and cover shift planning, attendance and staff messaging too. If you need those, keep the one you have: Visitsheet sits alongside it. It is for teams working at other people's addresses who only need the records that reach payroll.
| What Visitsheet does | What it leaves to something else |
|---|---|
| Hours per visit and activity | Rotas, shift planning and cover |
| Three types of mileage on every timesheet | Location tracking and clock-in checks |
| Expenses with receipt photos, added to the period total | Invoicing, billing and running the payroll itself |
| Time off requests, approvals and a calendar | Care plans, visit notes and anything clinical |
| A sign-in link by WhatsApp or text, with no app store download | Staff messaging and company news |
| A finalised period as a summary file and a detail file | HR records, contracts and training logs |
Staff record the hours, miles and expenses they worked, and the office checks them before finalising the period. There is no clock in or out, no GPS stamp and no map of where anyone is. Receipt photos have their location data removed before upload.
Most timesheet products charge for each person, so a carer who does two visits a week costs the same as a full-timer. Care and support teams are full of part-time staff and volunteers, and a per-head licence never made sense for them. We count recorded hours instead, so someone who works a little adds a little to the bill.
£0for your first 1,000 recorded hours each year
About 19 hours a week across the year, counted across everyone you invite. That is one person on 19 hours a week, or three people recording 6 hours a week each, an hour-long visit or two a day.
Set up your organisation£39a year, for each further 1,000 recorded hours
Counted across the organisation and rounded up to the next 1,000. A team recording 3,000 hours a year pays £78: the first 1,000 are free and the rest are two blocks. In people, seven carers averaging 10 hours a week record about 3,600 hours a year, which rounds up to 4,000: three blocks to pay, £117.
Set up your organisation£0for your first 2,000 recorded hours each year
Charities work to tight budgets, so we double the free allowance. That is two people on 19 hours a week, or six recording 6 hours a week each. Beyond it the price is the same £39 a year for each further 1,000 hours.
Set up your organisationReceipt photos count as well. Each photo attached to an expense counts as one hour, because photos are what we store and back up. Mileage, time off and an expense with no photo add nothing.
Set up your organisation, invite your staff and record real visits. It costs nothing to start.
Set up your organisation
Visitsheet