How Geofenced Time Tracking Eliminates Ghost Hours for Property Managers

Property managers often lose thousands of dollars to “ghost hours” billed work that never actually happened on-site. David, an Operations Manager at a downtown property management firm, faced skyrocketing payroll and questionable contractor hours. By implementing Sharkforce’s geofenced time tracking and AI-verified attendance system, he gained full visibility into contractors’ work, tied hours directly to completed tasks, and eliminated overbilling saving both money and trust in the process.

Urban Living Management operates in the high-stakes world of downtown property management, handling 40 units where turnover is fast, and margins are tight. The Operations Manager, David, was facing a crisis that many managers feel but few can prove: he was bleeding money.

His payroll for contractors, cleaners, handymen, and inspectors was skyrocketing, yet the quality of work remained stagnant.

• He received invoices for 4 hours of maintenance to fix a simple leak.

• He was billed for "Deep Cleans" that looked suspiciously like "Light Tidies."

David suspected he was overpaying, but he lacked the evidence to push back. He felt less like a manager and more like a detective, constantly asking, "Were you really there that long?" It was creating a toxic culture of suspicion that was slowly poisoning his vendor relationships

The Turning Point

The breaking point arrived on a Tuesday. A contractor submitted a bill for a site visit to repair a faulty HVAC unit. By sheer coincidence, David had driven by that exact property twice that day to check on landscaping. The contractor’s van was never in the driveway.

When confronted, the contractor offered a flimsy excuse: "Oh, I must have mixed up the days on the invoice."

David realized the uncomfortable truth: "I am paying for attendance I cannot verify." He was losing thousands of dollars a month to "ghost hours."

The Sharkforce Solution

David deployed Sharkforce to move from an honor system to a verified system. He didn't just need a time clock; he needed indisputable proof of presence.

1. Identity Verification via Facial Recognition

David eliminated the risk of "buddy punching," where one employee clocks in for another or shares logins.

• The Fix: Staff members now verify their identity via a quick Sharkforce Facial Scan to clock in. This ensures the person being paid is the person standing at the door.

  
  

2. Geofenced Time-Tracking

The most critical change was automating the "when" and "where."

• The Fix: The clock only starts ticking when the staff member is physically inside the property's GPS coordinates.

• The Auto-Stop: If a cleaner leaves the geofence to run a personal errand or grab lunch, the clock automatically flags the departure. David stopped paying for the 45-minute drive to the hardware store.

  
  

3. Linked Activity

Sharkforce bridged the gap between time and task.

• The Fix: Hours billed were no longer abstract numbers on an invoice; they were directly tied to the specific checklist completed in the app. David could see that a 3-hour charge corresponded exactly to the completion of 15 verified maintenance tasks.

The Result

The data told a shocking story immediately.

After implementing Sharkforce, David gained full visibility into his contractors’ work, uncovering where billing and actual hours didn’t align. Inspired by common challenges our customers face, this story shows how structured verification changes decision‑making on spend and accountability. Independent research from firms like McKinsey and Aberdeen Group shows that digitizing field operations and using workforce management tools can drive meaningful, double‑digit reductions in labor and service‑operations costs through better scheduling, verified hours, and less manual admin.​

Most importantly, trust was restored. With transparent proof of work and instant, fair payments, his relationship with contractors improved dramatically. David moved from a place of suspicion to one of confidence, no longer managing the clock himself, but letting Sharkforce’s systems support him.

David went from a suspicious detective to a confident manager. He didn't have to watch the clock anymore; Sharkforce was doing it for him.

Want to stop losing money to ghost hours?

Sharkforce’s AI-verified, geofenced time tracking ensures every hour is accounted for without micromanaging your team.

Contact us to explore how Sharkforce transforms workforce management into your competitive advantage.