Attendance and clock-in

Included in the Max plan: Employee management is included in the FatturaSmart Max plan at €149.99/year + VAT for up to 5 employees (which also includes unlimited invoicing, warehouse, Sistema TS and public APIs). It is turned on after accepting the data processing agreement. Discover the Employees module.

With FatturaSmart employees clock in from the app with a single button and you get the month’s timesheet already calculated: worked hours, expected hours, leave, overtime and the anomalies to check. At the end of the month you close the period and the summary goes to your labour consultant.

Contracts and Weekly Schedule

The expected hours for each day depend on the employee’s contract. To set it, open the employee’s page and go to Contracts.

Step 1: Create a contract

Click New contract and fill in:

Step 2: Set the hours for each day

• With a Fixed (time slots) schedule you enter, for each working day, In, Out and Break (min).
• With a Flexible (hours per day) schedule you enter only the Minutes to work for each working day.

How Employees Clock In

Employees clock in from the FatturaSmart app for iOS and Android (clock-in from the website is not available):

• the Punch screen has a single button, showing Clock in or Clock out depending on the last punch;
• with a connection, the punch time is set by the FatturaSmart server, not by the phone’s clock;
• if the phone is offline, the punch is queued and sent automatically as soon as the connection is back, without duplicates and with the time it was made; in the timesheet it carries the Synced from offline badge and, on hover, the date and time it arrived;
• a queued punch that arrives more than 24 hours later, or after the month has been closed, is discarded: in that case add it yourself from the timesheet, giving a reason;
• once the month is closed, nobody can clock in for that month any more.

The employee-side procedure is described in the Employee app guide.

The Monthly Timesheet

Open the employee’s page and go to Attendance. For the selected month you’ll find:

Below the summary there’s the day-by-day detail with the Punches.

The 4 anomalies

FatturaSmart automatically flags the days to double-check:

Anomalies help you spot records to verify and, if needed, correct: for example a clock-out forgotten at the end of the day.

Correct Punches

From the Attendance tab you can use Add punch, Edit punch and Delete punch.

1. Choose the Direction (In or Out)
2. Enter Date and Time
3. Fill in the Reason for the correction: it’s required and stays in the change log

You can’t record a punch in the future, nor on a day not covered by one of the employee’s contracts.

Holidays

In Employees → Settings, Holidays section, you’ll find the list of days that don’t count towards expected hours:

• National holidays are already included, including the feast of San Francesco (4 October) from 2026;
• with Add holiday you add Company holidays (for example your town’s patron saint day), entering Date, Name and, if it recurs, Every year.

Month Closing

When the month is complete and checked, go to Employees → Month closing and click Close month.

• Employees can no longer clock in or change requests for that month.
• If you set your labour consultant’s email, the attendance file is sent to them automatically; otherwise you can export it by hand. See Export for your labour consultant.
• If you need to fix something, click Reopen. If you change the month after closing it, FatturaSmart reminds you to send the file to your consultant again with Export again.

Attendance Settings

In Employees → Settings, Attendance section:

Location detection at clock-in

Location detection serves only the accuracy of attendance records: the check result (inside or outside the site area) helps validate the recorded punches and is not used for any other purpose.

How it works, when it’s on:

• the location is read only once, at the moment of the punch, and only while the app is in use: no continuous or background tracking;
• the coordinates are compared with the site area and then discarded: only the result, inside or outside the area, is stored;
• there’s one area per company, set with Site latitude, Site longitude and Site radius (meters), from 10 to 10,000 meters;
• if the employee doesn’t grant location access, the punch is still recorded;
• in the app the employee sees the Clock-in with location detection indicator, so they always know when the feature is on.

Remember: location detection must be described in the privacy notice you give your employees, which remains your responsibility as data controller.

Next Steps

• Leave and sick leave – how leave feeds into the timesheet
• Export for your labour consultant – send the month’s attendance to your consultant
• Employee app – how your employees clock in

Need help?

Reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.