Know what the week cost before payroll tells you

A Google Sheets schedule for landscaping, cleaning and handyman crews. Enter each person's rate and their hours per day, and the weekly totals keep themselves.

$19 Buy on Gumroad

The Weekly Crew Schedule with a four person landscaping crew across three jobs, showing per person total hours and total labour cost, and a weekly summary block. — A real sample week: four crew, three jobs, one partial week. Total hours and total labour cost are formulas, per person and for the crew.

Before and after

If the schedule lives on a whiteboard, in a group text, or in a spreadsheet that adds nothing up, you learn what the week cost when payroll runs, which is far too late to fix a scheduling mistake.

Now

Labour cost is a surprise every Friday.
A double-booked crew member is found on the day.
Hours are re-typed from a text thread into payroll.
Nobody knows which job ate the week.

With this sheet

Per person hours and cost total as the week is entered.
The whole crew and the whole week are on one screen.
Payroll reads off a sheet that already agrees with itself.
Job names sit next to hours, so cost per job is visible.

What is inside

Crew Schedule tab: a roster of name, role and hourly rate, with job and hours columns Monday through Saturday. Total hours and total labour cost per person are live formulas.
Weekly Summary block: total crew hours, total labour cost, headcount and average hours per person, all rolled up automatically.
Instructions tab: a six step quickstart, done in under five minutes.
Sample week included: a four person landscaping crew across three real jobs, including a partial week and a day off.

Who it is for

Owner-operators and office managers running a crew of 2 to 20 at a service business: landscaping, cleaning or handyman work, currently scheduled from memory, paper, or a spreadsheet that totals nothing.

Questions

Do I need Google Sheets or Excel?

Google Sheets, free with any Google account, is the primary format. The formulas also work in Excel.

Will this work for a trade that is not landscaping?

Yes. The roster and the daily job and hours columns are generic to any crew-based service business.

Can I add crew or extend past Saturday?

Yes. Insert rows inside the roster and copy the total formulas down. Day columns extend the same way for a seven day week.

Does this replace payroll software?

No. It is a planning and job costing tool, so you know labour cost per week and per job before payroll runs.