Function TimeTrack Help
Turn the reality of a freelance entertainment week into an accurate, contract-correct paycheck — and everything that flows from it.
Function TimeTrack is time tracking, pay, and books for freelance entertainment crew. You log what actually happened on a call — the hours you worked, the meals you took, the days that happened to be holidays — and the app prices it against your union contract: straight time, overtime, penalties, premiums, per diem, and the benefit-fund contributions that flow from your gross. From there the numbers feed your paychecks, invoices, taxes, benefit reporting, and your pipeline of upcoming work.
You log reality; the app derives the pay
You never hand-classify hours as "straight time" or "overtime." You log the raw reality of a day — calls, travel, meal breaks — and the engine applies your contract's rules to work out the classifications, penalties, and premiums. Where a real-world exception happened, you override that one day.
One week, followed all the way through
The screenshots in this guide are not assorted examples — they are one continuous week, shown at each stage. Following it end to end is the fastest way to understand what the app is doing:
| Where you see it | What it shows |
|---|---|
| Contracts | An hourly Local One Off-Broadway deal: $50/h, 8-hour minimum call, OT ×1.5 after 8, DT ×2 after 12 |
| The Week grid | Five days logged — three eights, a ten, and a twelve. 46 hours: 40 straight, 6 overtime |
| How pay is calculated | Those hours priced: $2,450.00 gross, then $1,833.82 take-home |
| Benefits & union funds | Contributions on that gross: Welfare $245.00, Pension $122.50 |
| Paycheques | The check reconciled against the estimate — delta $0.00 |
Whose numbers these are
Nobody's. Every screenshot comes from a demo workspace belonging to a fictional Local One electrician named Johnny Appleseed, working a fictional show for a fictional producer. The contract shape and the arithmetic are real so the guide is useful; the person is invented so nobody's pay is on display.
Start here
If you are new, follow this path in order. Each step builds on the one before it:
- Getting started & setup — sign in, set up your workspace, and invite your bookkeeper.
- Contracts & rate configuration — create the contract that acts as your pay rulebook, then read how the pay engine layers it together.
- Add the show — every show, lead and hold lives in the Work hub. You need a show on the books before you can log a day against it.
- Logging time — the Week grid — log your first week of shifts, meals, and breaks, then submit it for payroll.
- How pay is calculated — follow a week from logged hours all the way to take-home.
Once those are in place, everything else — invoicing, benefits, taxes, reports — reads from the same priced weeks.
Browse by area
Getting started
Sign in, set up your workspace, invite your bookkeeper, and create your first contract.
Contracts & rate config
Build a contract's pay basis, rules, premiums, per-diem, touring levels, and revisions.
How pay is calculated
Follow a week from logged hours to gross, then through withholding to take-home net.
Logging time
Log shifts, calls, meals, splits, and overnight wraps on the weekly Week grid.
Event tagging
Auto-detected holidays and tagged events like pyro or costume fees that fire premiums.
Per diem & travel
Occupancy, high/low geography rules, opt-out caps, and travel-day proration.
Benefits & union funds
Three union regimes, health/pension/annuity/vacation and dues, fund reconciliation, and the quarterly remittance report.
Taxes & withholding
Set filing status, state, and rates so the app estimates W-2 withholding or 1099 set-aside.
Invoicing
Turn timesheets into invoices, track them draft-to-paid, and export or share a PDF.
Reports & exports
Profitability, rate realization, earnings, union funds, penalty compliance, and PDF documents.
Work Plans
Forecast what a booking will pay before you work it, then compare the forecast against what it really paid.
Work — leads & pipeline
Every engagement from first ask to wrap in one stage-filtered list; spot clashing holds; keep your referral network.
The show page
What a production has earned, which paper governs it, and the phase → rider → contract timeline that prices every day you log.
Kit & equipment
Your gear, the kits you assemble from it, the serials behind them, and the kit fees that turn it into money you are owed.
Expenses
Log what went out, triage imported card charges, and see which receipts a contract clause says you are owed back.
Clients & payers
Who you invoice and who actually pays you — two different directories — plus the payer-name crosswalk.
QuickBooks
Import customers, push timesheets as invoices, send payment links, and sync status.
Settings — data & connections
Connect a bank card, manage your contact-role vocabulary, and what the data-management page can and cannot do yet.