GUIDE

How should I track time and records for cash jobs?

By Ryder Wishart — years on the tools, then time tracking in a contractor’s back office · Updated 2026-06-08

The Necessity of an Audit Trail

Even if you aren't sending a digital invoice, you must maintain a verifiable record of your work. For tax purposes, you need to prove the income you received and, more importantly, justify the expenses you are claiming.

Without a log of hours and miles, you risk being unable to substantiate your business deductions during a tax audit, which can lead to much higher tax liabilities.

What to Record for Every Job

For every cash-in-hand project, you should capture three specific data points: the date of service, the total duration of the work, and the total mileage driven to and from the site.

These details form the foundation of your business records. Tracking the time spent ensures you know your true profitability, while the mileage log tracks a critical, deductible business expense.

Automating the Process

The hardest part of cash jobs is remembering to log them when you're busy. Instead of manual entry, use TradesTimer to reconstruct your day from your GPS history.

The app automatically detects when you arrive at a jobsite and when you depart, calculating your billable hours and mileage in the background. This ensures your records are complete and accurate even when you're focused on the task at hand.

FAQ

Do I need to report cash income to the tax office?

Yes, all business income, including cash, must be recorded and reported to ensure accurate tax filings.

Can I use these logs as proof for my tax deductions?

Yes, the automated mileage and time logs provided by TradesTimer serve as a reliable record for your expenses.

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Last updated 2026-06-08.