Try the App
← Back to App

Complete Body Shop Software & Mechanic Shop Software User Guide

Master ACCTimeTracker body shop software and mechanic shop software with this comprehensive guide designed specifically for automotive technicians, body shop owners, and restoration shop managers

Table of Contents

Getting Started

First Time Setup

When you first open ACCTimeTracker, you'll need to configure your basic settings:

  1. Click the Settings button (gear icon) in the top navigation
  2. Enter your information:
    • Your name as the technician
    • Shop name
    • Email address for payroll reports
  3. Set your pay period length (typically 14 days)
  4. Configure your services (e.g., General Labor, Restoration, Paint, etc.)
  5. Set your hourly rates for different work types
  6. Save your settings
Pro Tip: Take time to set up your services correctly from the start. You can always add more later, but having your most common services ready will save time during the day.

Time Clock Basics

Clock In Process

The time clock is the heart of ACCTimeTracker. Here's how to use it effectively:

1. Select Work Type

Choose between General Labor or Restoration work. This affects your pay rate and reporting.

2. Enter RO Number

Add the Repair Order number if you're working on a specific job. This links your time to customer billing.

3. Add Notes (Optional)

Include any relevant details about what you're working on or where you're located.

4. Click "Clock In + Get GPS"

The app will capture your location and start tracking your time automatically.

Clock Out Process

  1. Click "Clock Out" when you finish work or take a break
  2. GPS verification - The app automatically captures your end location
  3. Time calculation - Your total hours are calculated and saved
  4. Data clearing - RO and note fields are automatically cleared for the next punch
Important: Always clock out for breaks, lunch, or when leaving the shop. This ensures accurate time tracking and prevents overtime issues.

Understanding the Time Clock Display

The time clock shows several important pieces of information:

  • Current Status: "Ready" or "Clocked In" with elapsed time
  • Pay Period: Shows your current pay period dates
  • Total Hours: Running total of all clocked time for the period
  • Punch History: List of all your recent clock in/out times with GPS data

Job Management

Adding New Jobs

For detailed job tracking beyond just time clocking, use the job management system:

  1. Enter the date (defaults to today)
  2. Add RO number - Required field
  3. Enter vehicle information - Make, model, year, etc.
  4. Add color information if relevant
  5. Enter hours for each service performed
  6. Add notes about the work completed
  7. Click "Add Job"
Efficiency Tip: Use the job management system for detailed customer billing and assistant pay calculations. The time clock is perfect for daily time tracking, while job management gives you granular service breakdowns.

Managing Existing Jobs

Once jobs are added, you can:

  • View all jobs in the current pay period
  • Edit job details by clicking on any job in the table
  • Confirm jobs by checking the "OK" box when work is complete
  • Search and filter jobs by RO number or other criteria

Assistant Management

If you work with assistants, ACCTimeTracker can automatically calculate their pay:

  1. Go to Settings and scroll to "Assistants"
  2. Add assistant names and their percentage splits
  3. Assign assistants to specific services they typically help with
  4. View assistant pay in payroll exports and summaries

GPS Tracking & Verification

How GPS Verification Works

ACCTimeTracker uses GPS to verify your location when clocking in and out. This helps ensure accurate time tracking and provides verification for payroll.

Automatic Location Capture

GPS coordinates are automatically captured when you clock in and out, along with accuracy information.

Shop Location Setup

Configure your shop's address or coordinates to enable distance verification in reports.

Range Verification

The app can verify if you're within a specified distance of the shop (default 400 meters).

Export Integration

GPS data is included in all payroll exports for verification purposes.

Setting Up Shop Location

  1. Go to Settings and find "Shop Location"
  2. Enter your shop address or GPS coordinates
  3. Use "Geocode Address" button to convert addresses to GPS coordinates
  4. Set verification radius (default 400 meters is usually good)
  5. Save settings
Privacy Note: All GPS data is stored locally on your device. It's only included in exports you choose to generate and never shared with third parties.

Payroll Export & Reporting

Types of Reports Available

ACCTimeTracker offers several export options for different needs:

Email Payroll

Send a summary email with total hours and pay calculations. Perfect for quick payroll submissions.

Export CSV (Flag Jobs)

Detailed breakdown of all jobs with service hours, pay calculations, and assistant splits.

Export Clock Payroll CSV

Time clock data with GPS verification, perfect for hourly employees and verification.

Export Restoration Time CSV

Restoration-specific time tracking with GPS verification for customer billing.

Using Email Payroll

  1. Ensure all jobs are confirmed - Check the "OK" box for completed work
  2. Click "Email Payroll" - The button will be disabled if unconfirmed jobs exist
  3. Review the email draft that opens in your email client
  4. Send to your payroll department or supervisor

CSV Export Features

CSV exports include comprehensive data for payroll processing:

  • Date and time stamps for all clock in/out events
  • GPS coordinates and verification status
  • Distance from shop calculations
  • Work type classification (General Labor vs Restoration)
  • RO numbers for job tracking
  • Automatic rate calculations based on work type
  • Total hours and pay summaries
Important: Always verify your GPS data is accurate before submitting payroll. If you notice incorrect locations, you can manually adjust your shop location settings.

Settings & Configuration

Basic Settings

  • Technician Name: Your name for payroll identification
  • Shop Name: Your workplace for reporting
  • Email Address: For payroll report delivery
  • Pay Period Length: How often you get paid (typically 14 days)

Service Configuration

Set up the services you commonly perform:

  1. Add service names (e.g., "General Labor", "Restoration", "Paint Prep")
  2. Set hourly rates for each service
  3. Enable/disable services as needed
  4. Add custom fields for job-specific information

Time Clock Rates

Configure separate rates for time clock entries:

  • General Labor Rate: Default hourly rate for general work
  • Restoration Rate: Higher rate for specialized restoration work

Field Configuration

Customize which fields appear in your job forms:

  • Vehicle Field: Show/hide vehicle information
  • Color Field: Show/hide color information
  • Custom Fields: Add your own data fields

Mobile Usage Tips

Optimizing for Mobile Use

ACCTimeTracker is designed mobile-first, but here are tips for the best experience:

Bookmark the App

Add ACCTimeTracker to your phone's home screen for quick access throughout the day.

Use Landscape Mode

Rotate your phone for easier data entry, especially when adding detailed job information.

Enable Location Services

Allow location access for GPS verification features to work properly.

Keep Browser Updated

Use the latest version of your mobile browser for the best performance.

Quick Actions for Mobile

  • Clock In/Out: Large, touch-friendly buttons for easy use with work gloves
  • Voice Input: Use your phone's voice-to-text for notes and descriptions
  • Camera Integration: Take photos of work and add notes (if your browser supports it)
  • Offline Mode: The app works offline and syncs when you're back online
Mobile Pro Tip: Set up your most common services and rates in settings before heading to the field. This makes job entry much faster when you're on-site.

Troubleshooting Common Issues

GPS/Location Issues

Problem: GPS not working or showing wrong location
Solutions:
  • Check that location services are enabled in your browser
  • Try refreshing the page and allowing location access again
  • Ensure you're not in a building with poor GPS signal
  • Check your shop location settings are correct

Data Not Saving

Problem: Changes not persisting between sessions
Solutions:
  • Check that your browser allows local storage
  • Try clearing browser cache and refreshing
  • Ensure you're not in private/incognito mode
  • Check available storage space on your device

Export Issues

Problem: CSV exports not working or missing data
Solutions:
  • Ensure you have data in the current pay period
  • Check that all required fields are filled in settings
  • Try a different browser if downloads aren't working
  • Verify your email settings for payroll exports

Performance Issues

Problem: App running slowly or freezing
Solutions:
  • Close other browser tabs to free up memory
  • Restart your browser completely
  • Clear browser cache and cookies
  • Update to the latest browser version

Getting Help

If you're still having issues:

  • Check the browser console for error messages (F12 key)
  • Try a different browser to isolate the issue
  • Clear all app data and start fresh (this will delete your data)
  • Contact support with specific error details
← Back to Home Try ACCTimeTracker →