Timesheets, clock-in and rosters for small teams
One app for your team's time. Staff clock in on their phone or a shared tablet, managers roster and approve in a tap, and payroll gets the exact file it imports, or Xero Payroll gets the timesheets. With an AI assistant that answers questions about your team's time.
Made for teams that work shifts, jobs and sites
Pick your industry to see how Vaultime fits the way you work.
Hospitality
Rosters and clock-in for busy venues
Trades
Know who was on which job, for how long
Cleaning
Proof your cleaners were there
Care
Rosters and visit times you can stand behind
Retail
Roster the floor, clock in at the till
Security
Know every post is covered
Offices
Know where the time goes
Field
Mobile teams, accurate hours
Events
Crew every event without the chaos
Farms
Seasonal crews, simple hours
Something else?
Any team that works in shifts or on jobs.
One app from roster to payroll
No feature tiers. Every plan gets all of it.
Timesheets & approvals
Staff log hours in a week grid or a list, from their phone or computer.
Clock in & out
People clock in on their phone at the site, at a shared tablet by the door, or by scanning a code on the wall.
Rosters & scheduling
Build next week's roster, see planned hours as you go, and publish it.
Job sites
A job site is a place the work happens for a while.
Reports & payroll export
Turn approved hours into what payroll and invoicing need: totals by person, project, client, site or work type for any period, exported in a tap..
Ask Vaultime (AI)
Ask in your own words: “Who's over 38 hours this week?”, “Who can cover Maya tomorrow?”, “Why was my Tuesday rejected?”.
Leave & availability
Leave requests and availability live next to the roster, so nobody gets rostered on their day off..
Payroll exports
Approved hours, sorted into the kinds your payroll pays, in the exact file it imports.
Invoicing
Turn approved hours into invoices for your clients, with your own prices, taxes and wording.
Teams & multiple locations
Each store, site or crew is a team with its own manager.
Custom fields
Keep the details your payroll and business need, such as Employee ID, cost centre, licences and pay frequency, right next to the hours..
Security & privacy
Time records you can defend: kept exactly as they happened, isolated per business and audited..
Ask about your team's time, in plain words
“What's waiting for me?” “Who can cover Maya tomorrow?” “Why was my Tuesday rejected?” Answers come from your own data in seconds, with a chart, and only show what your role can see.
- 300 data questions a month included (until 31 December 2026)
- How-to questions always free
- “Make me an Excel of last fortnight for the Green team”: it builds the file with you
- It never changes anything, and questions aren't stored (except the one that starts an export, 30 days)
The exact file your payroll imports, or straight to Xero
Approved hours are sorted into your own kinds (Ordinary, Overtime, Saturday) by rules you write. Start from your payroll's sample file, check it before you download, and keep every file in History.
- Xero Payroll: draft timesheets per person and pay calendar
- MYOB, Employment Hero, ADP and any payroll that imports a file
- Vaultime calculates no pay: your payroll does
Each manager runs their own store
Turn on Teams and every store, site or crew gets its own manager, who rosters, approves and reports on their own people. Head office sees everything, and runs payroll for all of them.
Up and running in an afternoon
Answer a few questions
What you do, how people record time, and whether you roster. Vaultime sets itself up the way businesses like yours usually work.
Invite your team
One by one, or paste a list or spreadsheet. They join from an email on any device.
Roster, clock in, approve
Publish the roster, let people clock in, approve the week, and export hours for payroll.
US$1 a person. Everything included.
US$5 a month covers your first 5 people. Each person after that is US$1 a month, counted once across all your workspaces.
Minimum US$5 a month · taxes included where applicable
- Timesheets, approvals and reports
- Clock-in: GPS, kiosk and QR codes
- Rosters, open shifts, swaps and leave
- Job sites and travel between jobs
- Payroll exports, Xero Payroll and invoicing
- Ask Vaultime AI assistant
Questions
What is Vaultime?
Vaultime is timesheet, clock-in and rostering software for small teams. Staff log or clock their hours, managers roster and approve, and you export pay-ready hours. It includes Ask Vaultime, an AI assistant for your team's time.
How much does Vaultime cost?
US$5 a month covers up to 5 people, then US$1 per person a month. Every feature is included, and there's a 14-day free trial with no card.
Which devices does it work on?
Web, iPhone & iPad, Android, Mac, Windows. Staff can also clock in at a shared tablet without their own phone.
Does Vaultime track staff location?
Only when someone clocks in or out, and only if you use GPS clock-in. Never in between, and never during breaks.
Does it do payroll?
Vaultime sorts approved hours into the kinds your payroll pays, by rules you write, and makes the exact file your payroll imports (MYOB, Employment Hero, ADP or any other), or sends draft timesheets to Xero Payroll. It calculates no pay: your payroll does.
Can I invoice clients from it?
Yes. Turn approved hours, and anything else you sell, into invoices with your own prices, taxes and wording. Invoicing is included in every plan.
We have several stores. Can each manager see only their own staff?
Yes. Turn on Teams: each manager rosters and approves their own people, and head office sees every location.
Try Vaultime free for 14 days
No card needed. Then US$5 a month for up to 5 people, and US$1 for each person after that.