The hours document, already written.
Your contractors tap in and out. The record builds itself — on your letterhead, in your funder's format, with a line at the bottom saying how every hour was captured.
Built with a working agency in Ottawa. Taking on a few more.
| Date | Particulars | Hours |
|---|---|---|
| Mon 4 Nov | 9am–1:30pm | 4hr30m |
| Wed 6 Nov | 9am–1:30pm | 4hr30m |
| Fri 8 Nov | 10am–3pm + 1hr drive | 6hr00m |
| Sat 9 Nov | 8am–12pm | 4hr00m |
| Tue 12 Nov | 9am–1:30pm | 4hr30m |
| Monthly Total: | 64hr30m |
✓ 12 of 12 entries verified by app check-in and check-out. Totals computed from recorded times.
Hours confirmed independently by A. Cole (family contact) on 2 Dec 2024.
The last Sunday of the month
You already know where the hours are. Proving it is the job.
Texts, a paper sheet in the van, three contractors who answer eventually. Then a Word template, typed by hand, one client at a time — and if a funder queries a line, the only answer available is that's what they told me.
01
They tap in, they tap out
Two taps a shift, on a phone they already own. Nothing to install from an app store, no passwords, works with no signal.
02
The record writes itself
Totals computed from what actually happened, never typed. Anything odd — a short visit, a missed check-out — is flagged during the month, not discovered at the end of it.
03
You approve and send
One screen per client, on your letterhead, in the layout your funder already accepts. Approving never changes a recorded time.
The difference
One line nobody else can print.
Every system records hours. None of them can tell the person paying how those hours were captured — so the document at the end is just numbers, and numbers are exactly what gets queried.
✓ 12 of 12 entries verified by app check-in and check-out. Totals computed automatically from recorded times.
Hours confirmed independently by A. Cole (family contact) on 2 Dec 2024. No recorded time was edited.
12 of 12 entries verified by app check-in and check-out. A. Cole was asked on 2 Dec and again on 9 Dec, and has not replied.
The honest version, printed automatically. A record that can only say confirmed will eventually say it when nobody did.
What people ask first
The four objections, answered plainly.
“My contractors won't use an app.”
There's nothing to download. A link, add to the home screen, and it opens like an app. Two taps a shift. You can see at a glance who hasn't set it up — that's usually the real problem, and it's the one nobody else shows you.
“One of mine doesn't have a smartphone.”
You record her hours yourself, and the document says so. It doesn't pretend she tapped a button. Honest beats uniform.
“I already have a spreadsheet.”
So does everyone, and it works right up until a funder asks how you know. A spreadsheet can't tell them where the hours came from — which is the only question that ever matters.
“What if I disagree with what's recorded?”
Adjust it, with your reason. The contractor sees the change in their own record. That's not a compromise — it's what makes the document defensible when someone finally checks.
Where your clients' information lives
Boring, on purpose.
Canadian servers
Client data is stored in Canada. The few service providers that process information outside it are named in our privacy policy.
We can't read your clients
Support can help you back into your account. It cannot see a client, an hour or an incident — and every support action shows up in your own log.
Consent before anything sends
Nobody is emailed about a client's hours until the client has agreed. No agreement recorded, nothing sends.
Your records outlive us
Every record downloads as a PDF you keep. If you leave, you leave with the documents, not a login.
We're building this with one agency, and taking on a few more.
If you run an agency in Ontario and month end costs you a weekend, we'd like to talk to you — properly, not a demo call. You'd be shaping what this becomes.
Talk to usOr email contact@adessacare.com — a person replies, usually the same day.