How TruTek got 100% of their 120-person crew on Workyard in two weeks

TruTek Air Conditioning & Heating manages a 120-person field crew across residential and commercial projects throughout the Phoenix area. As the company grew, its existing software could no longer give the team a reliable view of where crews were working, how many hours were going into each job, or whether those hours were accurate.

That created real financial risk. Time theft was difficult to catch, labor hours weren’t consistently allocated to the right projects, and billing decisions were often based on incomplete information.

With Workyard,
TruTek now:

• Runs payroll in under an hour, down from an entire 8-hour day
• $1,000+ in payroll inaccuracies identified and corrected in a single week
• Rolled Workyard out to its entire 120-person team within two weeks
• Tracks labor, drive time, mileage, and job costs in real time

The Challenge

As TruTek grew, keeping track of a 120-person workforce became increasingly difficult. The company needed to know where crews were working, how their time was being allocated, and what each job was actually costing.

Its existing software couldn’t provide that level of visibility.

"The biggest headache was no software could help us keep track of crews. A big struggle we faced was time stealing, properly allocating hours to projects, and knowing the status for billing."
Isabel Tofstad, TruTek

Without reliable time and location data, payroll became a major administrative burden. The team could spend an entire eight-hour day reviewing timecards, tracking down discrepancies, and correcting errors before payroll could be processed.

Time theft was even harder to identify.

The same lack of accurate labor data affected job costing. When TruTek needed to understand whether a project was on budget, or ready to bill, the hours behind those decisions weren’t always numbers the team could confidently rely on.

The Solution

TruTek had outgrown their previous platform and needed a system designed to manage field employees at scale.

After discovering Workyard, TruTek tested the platform with one crew. The results were clear enough that, after just one week, TruTek decided to roll it out across the company.

Within two weeks, all 120 employees were live on Workyard.

Workyard began automatically connecting employee hours to the right jobs, giving TruTek accurate job costing data along with visibility into drive time and mileage, without relying on employees having to manually record every detail.

Nearly a year and a half later, Workyard has become a core part of TruTek’s field operations.

Crews use the app every day to complete daily work summaries, toolbox talks, checklists, and other field documentation. Instead of paperwork getting lost or sitting on a clipboard, records are stored in one place and available whenever the office needs them.

TruTek’s warehouse operations manager also uses Workyard to schedule the workforce and organize each employee’s tasks for the day.

The Results

The impact showed up quickly.

Payroll, which previously consumed an entire eight-hour workday, now takes less than an hour. Once timecards are reviewed and approved, the final payroll process takes only minutes.

Accurate location and time records also helped TruTek identify costly payroll mistakes much sooner. In one week alone, Isabel discovered over $1,000 in payroll errors.

Now that Workyard provides the records needed to identify the issue quickly, TruTek was able to protect both the project’s labor hours and its budget.

"You should ditch the paper, get rid of the other software, get on something that can track your crew's time, track your job costing, and save you real money."
Isabel Tofstad, HR Manager

The benefits extend well beyond payroll.

When a general contractor asks for daily documentation, TruTek can provide it in minutes rather than searching through paperwork. Toolbox talks and safety records can be pulled directly from Workyard and sent to a GC when documentation is required.

Most importantly, TruTek can now see labor costs while a project is still underway.

For a family-owned contractor working with tight margins, that visibility matters. A job that starts heading over budget no longer has to remain hidden until the work is finished. TruTek can see the problem early enough to take action while there is still time to protect their margins.

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