The Load of Admin Work in Construction, Transport & Energy

Support roles in industries like construction, transport, and energy are often overlooked. But without admin and back-office teams, nothing runs. 

They manage a massive and growing list of tasks: 

• Timesheets & payroll 

• Mileage tracking & LSVA (RPLP) declarations 

• Tachograph & driver card downloads (for OTR compliance) 

• HR and insurance updates 

• Internal invoicing 

• Machine hour allocation per site 

• Maintenance logs 

• Compliance reports 

Every number matters. A missed tachograph download can trigger a fine. A late RPLP report can delay tax declarations. Misallocated machine hours can throw off project profitability and billing accuracy. 

Yet in 2025, many admin teams still rely on outdated tools: 

• Paper reports handed in days later 

• Excel files saved locally or overwritten 

• Manual data entry from field notes or WhatsApp messages 

When tools don’t connect, and field data is late or incomplete, admins lose hours chasing down missing information — instead of focusing on higher-value work. 

At Logifleet, we know what happens behind the scenes. This blog is for the people behind the numbers — the ones who keep everything moving, even when no one notices. 

We’ll look at the hidden costs of admin overload — and how the right tools can automate your processes, improve accuracy, and give you back control over your time and data.

The Real Problems Behind the Desk

1. “I spend more time chasing field data than doing my actual job.”
   

Marie handles admin across multiple construction sites. Every week, she waits for handwritten reports, WhatsApp messages, or Excel files to log working hours, machine usage, and tachograph data. Nothing comes in consistently, and she has to double-check everything — just to process payroll or prepare the monthly RPLP report on time. It’s slow, stressful, and distracts her from more strategic tasks.

2. “Our mileage and tachograph data are always incomplete.”

Between different vehicle types and driver habits, gathering ARV/OTR data is chaotic. Marie often receives partial tachograph exports, missing driver cards, or unclear trailer usage info — making it nearly impossible to validate LSVA mileage or ensure compliance. One mistake can trigger a penalty or a failed audit. And guess who has to fix it?

3. “I’m stuck reconciling machine hours by hand — again.”

Each month, Marie needs to allocate machine working hours to the right projects for internal billing. But operators don’t always submit reports, and when they do, they’re handwritten or copied into disconnected spreadsheets. She ends up spending hours manually assigning hours per site, cross-checking them against planning tools. It’s time-consuming and error-prone.

4. “Everyone asks me for updates — I should just set up a helpdesk.”

Site supervisors want to know what’s been reported. Finance needs cost breakdowns. HR wants absence logs. But because the systems don’t sync, Marie becomes the bottleneck, constantly relaying data from one place to another. Instead of acting on information, she’s stuck being the messenger.

5. “We have software — but none of it speaks the same language.”

Planning is done in one tool. Machine tracking in another. HR and compliance reporting live elsewhere. Marie spends hours copying and pasting data across systems — knowing that even one mismatch can delay invoices, payroll, or compliance checks. 

These aren’t isolated frustrations. They’re everyday challenges faced by admin teams across Switzerland’s construction, transport, and energy sectors — all while trying to meet strict reporting obligations like LSVA III and ARV. 

But it doesn’t have to stay this way. In the next section, we’ll show how Logifleet helps streamline all of this — with tools that actually talk to each other, automate the admin load, and help people like Marie focus on what really matters.

How Logifleet Helps Admin Teams Get Their Time (and Sanity) Back

You don’t need more spreadsheets. You need clean, connected data — exactly when and where you need it. Logifleet helps admin teams simplify operations, automate reporting, and stay in control — without drowning in manual tasks. 

✅ All Field Data in One Central Platform

From working hours and job progress to machine usage and tool location — all field activity is tracked in real time and visible in one dashboard. Logifleet integrates with your planning tools and HR platforms, giving everyone access to the same, up-to-date information. 

✅ Machine Hours Linked to the Right Job Site

Need to bill internally or externally based on equipment usage? Logifleet automatically allocates machine hours to the correct construction site, with data flowing directly into your ERP or invoicing system — eliminating double entry and manual reconciliation. 

✅ Fewer Errors, Less Manual Work

When your planning, HR, and ERP systems are integrated with Logifleet, data flows automatically across departments. You stop copying and pasting. You avoid human error. You free up hours every week — without sacrificing accuracy. 

✅ Faster Invoicing, Better Decisions

Live, verified data means invoices go out faster — and with confidence. Managers can make informed decisions based on actual usage and costs, while finance teams benefit from seamless data transfer into billing tools. 

✅ Accurate Time, Mileage & Tachograph Logs — Automatically

No more chasing timesheets or calculating mileage manually. Logifleet captures working time, driver card data, and trailer mileage in real time. Your tachograph (OTR) data is always current, and LSVA (RPLP) declarations are generated and submitted automatically — all with full legal traceability. 

✅ Seamless LSVA (RPLP) and ARV/OTR Compliance Reporting

Stay audit-ready at all times. Logifleet ensures accurate trailer detection, distance calculations, and legal reporting, with direct integration into your ERP or compliance system. That means less stress, no last-minute errors, and full peace of mind.

What Logifleet Customers Say 

1. Pizzera Poletti SA – Less Paperwork, More Precision 

Before using Logifleet, Pizzera Poletti SA tracked machines with paper cards and whiteboards. Smaller tools weren’t tracked at all. Admins had no real visibility on where assets were or how long they were used. 

Once they connected Logifleet with Visual Planning and A3, everything changed. Now machines, tools, and working hours are synced automatically. Admins no longer waste time reconciling paper logs. 

“Time is better optimized. Without Logifleet, finding machines would be done manually,” says Nicolas Follet. “We eliminated paperwork and internal billing errors. Now our teams are more responsible — they only take what they really need.” 

"This solution helps make team members more accountable and encourages them to use equipment more responsibly." 

Key impact: 

✔ Real-time tracking of assets and machine hours 

✔ Faster and more accurate internal invoicing 

✔ Reduced admin time spent on reporting 

✔ Better team accountability and smarter material usage 

2. Bohnenblust AG – From Manual Entries to Full Fleet Visibility
   

Bohnenblust AG used to manually track which trailer was connected to which truck. It was time-consuming and error-prone. 

With Logifleet’s Mini Tool Connect, all trailer-truck combinations are visible on-screen. The system shows real-time positions, route history, and delivery planning. Admins no longer dig through handwritten records. 

“The interface is so intuitive — we instantly see where everything is,” says owner Marc Bohnenblust. “It’s helped us plan better, respond to customer needs faster, and eliminate paperwork.” 

Key impact:  

✔ Live fleet visibility with real-time maps  

✔ Precise mileage tracking for planning and billing  

✔ 100% digital connection between office and field 

3. Siema Storen – 30 Minutes Saved Daily on Time Tracking

For Siema Storen, managing teams across multiple sites meant collecting hours on paper and manually inputting them into payroll. The process was slow and stressful. 

With Logifleet, workers clock in directly from the field. Admins get instant access to working hours — no chasing, no retyping. 

“We save at least 30 minutes every day on admin work,” says their director. “It’s reliable, and the interface is easy even for teams who aren’t tech-savvy.” 

Key impact:  

✔ 2+ hours saved weekly on timesheet handling  

✔ Reduced payroll errors  

✔ Better employee satisfaction through simpler processes 

You Keep the Business Running. We Make It Easier. 

Support and admin teams are the quiet force behind every successful project. But the pressure to “just figure it out” — with outdated tools, missing data, and endless paperwork — is no longer sustainable. 

You deserve smart tools that work for you: 

• Digital time tracking that’s easy for the field 

• Automated reports you don’t have to chase 

• Asset data that updates in real-time 

• Clean, accurate numbers you can trust 

Logifleet helps admin professionals save time, reduce stress, and bring clarity to daily operations. 

It’s simple to set up. Easy to use. And it works — from day one. 

Want to see how it works in your environment?  

Book a short demo —let's explorer together what’s possible.