Crew Labor & Overtime Cost Tracker

Turn time entries into the true cost of labor.

The Crew Labor & Overtime Cost Tracker is an Excel-based labor-control system for contractors who need to understand what their crews actually cost after base pay, payroll burden, overtime, travel time, per diem, mileage, and other job-related labor expenses are included.

It helps connect daily field time to job-level labor budgets so you can see overtime pressure, labor-cost variance, and loaded cost before payroll or project closeout exposes the problem.

What this system helps you do

• Set up employees, trades, base rates, payroll burden, and overtime multipliers
• Calculate loaded regular and overtime labor rates
• Track regular hours, overtime, travel time, other hours, per diem days, and mileage
• Allocate labor cost to individual jobs
• Compare productive hours and loaded labor cost with job budgets
• Measure overtime as a percentage of productive hours
• Identify jobs that exceed labor budgets or overtime thresholds
• Create an operational payroll preview for a selected date range

Included worksheets

• Start Here — setup instructions and color guide
• Employees — employee IDs, roles, pay rates, burden, overtime, per diem, and mileage assumptions
• Jobs — labor-hour budgets, labor-cost budgets, and overtime thresholds
• Time Log — daily crew time, travel, per diem, mileage, and automatic loaded-cost calculations
• Labor Summary — budget versus actual hours and cost by job
• Payroll Preview — operational wage, per diem, mileage, and loaded-cost summary by employee and date range
• Dashboard — labor cost, productive hours, overtime percentage, variance, and alerts
• Lists — editable trades, statuses, and active flags

Built for

Construction companies, utility contractors, service contractors, trucking and field-service businesses, project managers, operations managers, foremen, and owners managing hourly crews.

What you receive

• Downloadable Microsoft Excel workbook (.xlsx)
• Quick Start Guide
• License and use terms
• Sample employees, jobs, and time entries for learning the workflow

Compatibility

• Designed for Microsoft Excel 2021 and Microsoft 365 desktop
• No macros
• Yellow cells identify user inputs
• Gray cells contain formulas and calculated results
• Color-coded alerts identify labor-budget and overtime risk

Important

This workbook is an operational labor-cost and planning tool. It is not a payroll processor, timekeeping system of record, tax calculator, certified payroll system, or substitute for wage-and-hour compliance review. Confirm payroll rules, overtime requirements, travel-time treatment, per diem policies, and reimbursement rates with qualified professionals.

Single Business License

For use within one business by that business and its employees. This license does not permit resale, public sharing, or distribution to separate businesses, customers, consulting clients, or outside organizations.

This workbook is also included in the Contractor Operations Pro Bundle. Explore all Contractor Operations Systems.

Put the workflow into practice

See how consistent job IDs and labor entries support a weekly job-cost review. Read how to track contractor job costs from estimate to final bill.