For many Australian small and medium businesses, tracking employee hours starts simple—a paper timesheet, a spreadsheet, or a basic punch clock. But as teams grow, payroll becomes more complex, and compliance risks increase, those methods often stop being reliable.
That's where time clock systems come in. Today's market includes everything from biometric fingerprint scanners and RFID card readers to cloud-based tablet and mobile apps. Each option has very different costs, risks, and operational trade-offs.
This guide is written for Australian business owners and payroll managers who want a clear, practical understanding of the main types of employee time clock systems available, what dedicated hardware actually costs over time, the pros and cons of biometric and attendance machines, and why many businesses are moving towards tablet and mobile-based time and attendance systems.
The aim is not to say one approach is "right" for everyone, but to help you choose a system that fits how your business actually operates.
Quick summary
- Hardware costs range from $250 for basic clocks to $5,000+ for advanced biometric systems
- Hidden costs include software subscriptions, maintenance, replacement cards, and integration work
- Biometric systems require careful privacy compliance under Australian law
- Tablet and mobile systems offer lower costs and greater flexibility for most SMEs
What is a time clock system?
A time clock system is a tool that records when employees start and finish work, and sometimes when they take breaks. Modern systems usually feed this data directly into timesheets and payroll calculations.
In practice, time clock systems help businesses:
- Pay staff correctly and on time
- Meet award, enterprise agreement, and Fair Work obligations
- Reduce payroll errors and disputes
- Minimise time theft and buddy punching
- Cut down on manual admin
For businesses with casual staff, shift work, overtime, or multiple locations, reliable time and attendance systems are often less about surveillance and more about accuracy and compliance.
Common types of time clock systems
There is no single "standard" time clock anymore. Most employee clock-in systems fall into one of the categories below.
Manual and basic PIN-based clocks
These are the simplest systems and include paper timesheets, spreadsheets, and basic PIN-entry time clocks.
Pros
- Very low upfront cost
- Easy to understand
- No specialised hardware required
Cons
- High risk of errors and time theft
- Buddy punching is common
- Manual payroll entry required
- Limited audit trail for disputes
Many businesses start here, but issues tend to appear quickly once staff numbers increase or rosters become more complex.
Biometric time clock systems
A biometric time clock identifies employees using physical characteristics such as fingerprints or facial features. Common types include fingerprint time clock systems and facial recognition time clocks.
These systems are often marketed as highly accurate because they prevent employees clocking in for each other.
Pros
- Strong control over buddy punching
- Fast clock-ins for on-site teams
- No cards or PINs to forget
Cons
- Higher upfront hardware costs
- Privacy and consent considerations
- Ongoing maintenance and calibration
- Limited flexibility for mobile staff
Privacy note: In Australia, biometric systems raise employee relations issues. Under the Privacy Act 1988, businesses must clearly justify collection of biometric data, store it securely, and obtain informed consent. The Fair Work Commission has ruled that consent given under threat of discipline is not genuine consent.
RFID and proximity card systems
RFID time clocks use swipe cards, key fobs, or proximity badges to record attendance.
Pros
- Quick and easy for staff to use
- Less intrusive than biometrics
- Familiar to many workplaces
Cons
- Lost or shared cards undermine accuracy
- Replacement cards add ongoing costs
- Hardware still required at each location
RFID systems often sit between PIN-based and biometric systems in terms of control and cost.
Dedicated time attendance machines
A time attendance machine is usually an all-in-one hardware unit that combines a clock-in interface (biometric, RFID, or keypad), on-premise or proprietary software, and local data storage. These systems are common in factories, warehouses, and older commercial settings.
Pros
- Self-contained, physical device
- Can operate without constant internet access
- Familiar model for traditional workplaces
Cons
- Vendor lock-in to hardware and software
- Expensive to scale across sites
- Limited payroll integration options
- Repairs can halt time tracking entirely
Once installed, businesses are often tied to a specific supplier for upgrades, replacements, and support.
Top time clock hardware solutions in Australia
If you're considering dedicated hardware, here are some of the most popular time clock systems available from Australian suppliers. Each has different strengths depending on your workplace needs.
Note: Prices shown are correct as of 1 February 2026 and exclude GST. Prices may vary—always confirm with suppliers before purchasing.
uPunch HN3500 bundy clock bundle
Aussie Time Sheets
+ time cards, ink ribbons
Entry-level mechanical time clock ideal for small businesses. Bundle includes 100 time cards, card racks, and ink ribbons. Simple punch-in/out with automatic date stamping.
Pros
- Lowest upfront cost
- No software required
- Works without internet
Cons
- Manual data entry to payroll
- Ongoing card costs
- No buddy-punch prevention
ATS proximity card time clock
Aussie Time Sheets
+ cards, software fee
Contactless RFID time clock with cloud software integration. Employees tap their proximity card for instant clock-in. Includes USB data export and optional Xero/MYOB integration.
Pros
- Fast, contactless clocking
- Cloud software included
- Payroll integration available
Cons
- Cards can be lost or shared
- Replacement card costs
- Doesn't prevent buddy punching
uAttend JR2000 touch fingerprint clock
Aussie Time Sheets
+ software subscription
Touchscreen fingerprint time clock with cloud-based software. Stores up to 100 fingerprint templates. WiFi enabled with automatic data sync. Includes free cloud account for basic reporting.
Pros
- Eliminates buddy punching
- No cards to manage
- Cloud software included
Cons
- Privacy consent required
- Some fingerprints hard to read
- Hygiene concerns (touch)
uAttend DR2000 face scan clock
Aussie Time Sheets
+ software subscription
Entry-level facial recognition clock with WiFi connectivity. Touchless operation with quick face scanning. Cloud-based software with basic reporting included. Suitable for small teams up to 50 employees.
Pros
- Affordable facial recognition
- Touchless and hygienic
- Simple cloud setup
Cons
- Limited to 50 employees
- Privacy consent needed
- Basic reporting only
BundyPlus uface 5 pro (E53)
BundyPlus — Australian Made
+ software subscription
Australian-made facial recognition time clock with 5-inch touchscreen. Contactless identification in under 0.5 seconds. Stores up to 3,000 faces. Includes BundyPlus cloud software with Xero/MYOB integration.
Pros
- Completely contactless
- Fast recognition (under 0.5s)
- Australian support
Cons
- Higher upfront cost
- Biometric privacy compliance
- May struggle with masks/glasses
ATS biometric (Face + Fingerprint)
Aussie Time Sheets
+ software subscription
Versatile time clock offering both facial recognition and fingerprint options. Employees can choose their preferred method. Full cloud integration with Xero, MYOB, and other payroll systems. Australian warranty and support.
Pros
- Flexible biometric options
- Full payroll integration
- Australian support included
Cons
- Higher price point
- Complex privacy requirements
- Ongoing software fees
Quick comparison: Australian time clock hardware
| Product | Type | Price | Best for |
|---|---|---|---|
| uPunch HN3500 | Bundy clock | $249 | Smallest budgets, simple needs |
| uAttend JR2000 | Fingerprint | $290 | Small teams, buddy-punch prevention |
| ATS Proximity | RFID card | $350 | Fast clocking, no privacy concerns |
| uAttend DR2000 | Facial | $475 | Touchless, small teams |
| BundyPlus Uface 5 | Facial | $726 | Premium, Australian-made |
| ATS Biometric | Face + Fingerprint | $750 | Maximum flexibility |
Consider the alternative: Before investing in dedicated hardware, consider whether a tablet-based time clock might meet your needs at lower cost. Tablet systems using existing iPads or Android devices avoid hardware lock-in and often include more flexible software.
Time clock system costs: what Australian businesses really pay
When comparing time clock systems, many businesses focus only on the sticker price. The real cost usually sits across several layers.
Typical hardware costs (AUD, ex GST)
| System type | Price range | Notes |
|---|---|---|
| Traditional bundy clock | $249–$370 | Plus time cards, ink ribbons |
| RFID/proximity card system | $350–$550 | Cards cost extra per employee |
| Fingerprint biometric clock | $290–$750 | Privacy compliance required |
| Facial recognition clock | $475–$900 | Advanced models $2,000–$5,000+ |
| Enterprise attendance machines | $3,000+ | Per location, includes software |
Multi-site businesses need hardware at every location, which multiplies costs quickly. A business with five sites using facial recognition clocks could easily spend $4,000–$5,000 on hardware alone before any software costs.
Hidden costs of time clock hardware
The purchase price is often just the beginning. Here's what many businesses discover after buying hardware time clocks.
Software and licensing fees
Most hardware systems now require ongoing software subscriptions, per-employee or per-device licensing, and paid firmware updates. Over time, these fees can exceed the original hardware cost.
Installation and setup
Hidden costs often include physical installation, network configuration, staff training, and custom payroll or rostering integration. For biometric systems, setup can be more complex due to enrolment and consent processes.
Maintenance, repairs, and replacements
Hardware wears out. Screens break, sensors fail, and devices become obsolete. Businesses should factor in downtime when devices fail, replacement units, and on-site technician callouts. These costs are rarely obvious at purchase.
Cost of scaling
Adding staff, sites, or work types often means buying more hardware, upgrading licences, and reconfiguring systems. This is where many businesses find traditional hardware time clock systems become restrictive.
Pros and cons of traditional time clock hardware
Advantages
- Physical presence can feel "controlled"
- Works well for fixed, on-site teams
- No reliance on staff personal devices
- Some can operate offline
Disadvantages
- High upfront and long-term costs
- Limited flexibility for mobile or hybrid work
- Vendor lock-in to specific hardware
- Difficult and expensive to scale
- Repairs can disrupt operations
Hardware is not inherently wrong—but it is often more complex and expensive than many small businesses expect.
Why many businesses are moving away from dedicated hardware
Several trends are pushing businesses towards cloud-based time and attendance systems:
- Growth of mobile and multi-location teams
- Rising hardware and maintenance costs
- Better internet reliability across Australia
- Easier Xero and MYOB integrations
- Desire to reduce fixed assets and capital expenditure
For many SMEs, flexibility now matters more than having a physical box on the wall.
Tablet and mobile time clock systems explained
A tablet time clock system uses standard devices such as iPads or Android tablets placed on-site, combined with cloud software. A mobile time clock app allows employees to clock in and out on their own phones when appropriate.
Common features include:
- Touchscreen clock-ins
- Photo verification
- GPS location capture and geofencing
- Real-time syncing to the cloud
- Automatic timesheet creation
Because they rely on everyday devices, these systems avoid proprietary hardware entirely.
Tablet-based time clocks vs traditional hardware
| Feature | Hardware time clocks | Tablet & mobile systems |
|---|---|---|
| Upfront cost | High ($300–$5,000+) | Low (use existing devices) |
| Setup time | Moderate to high | Fast (download app) |
| Scalability | Limited (buy more units) | Easy (add users) |
| Maintenance | Ongoing (repairs, calibration) | Minimal (software updates) |
| Flexibility | Low (fixed location) | High (any location) |
| Multi-location support | Expensive (hardware per site) | Built-in (cloud-based) |
| Best for | Fixed sites, high security | Modern, flexible teams |
For many small businesses, the reduced complexity alone makes tablet-based systems appealing. Learn more about choosing between GPS and tablet clock-in methods.
How RosterElf handles time and attendance
RosterElf uses a cloud-based approach to time and attendance designed for Australian workplaces.
Photo verification
Optional photo proof at clock-in to verify identity without biometric data collection.
No proprietary hardware
Works on standard tablets and smartphones you already own—no vendor lock-in.
Time and attendance data integrates with other workforce processes, reducing manual handling. More detail is available on the time and attendance overview.
Which time clock system is right for your business?
There's no universal answer, but patterns do emerge based on industry and work type.
Hospitality and retail
High staff turnover, multiple shifts, and varying locations. Tablet-based systems often provide the best balance of cost and control.
Construction and field services
Mobile workforce spread across job sites. GPS-based mobile clock-ins tend to outperform fixed hardware.
Healthcare and aged care
Compliance-heavy with multiple sites. Reliability matters, but flexibility across locations is critical. Cloud systems with live attendance dashboards help managers track staff in real-time.
Professional services
Fewer clock-ins with more flexible arrangements. Lightweight mobile or software-based systems are usually sufficient.
The key is matching the system to how your staff actually work, not how a vendor expects them to. For more guidance, see our guide on implementing digital clock-in systems.
Final thoughts
Traditional time clock hardware isn't obsolete—but for many Australian SMEs, it's more system than they need.
Biometric clocks, RFID readers, and attendance machines can deliver control, but often at a higher cost and with less flexibility than expected. Tablet and mobile time clock systems offer a simpler, more scalable way to track time and attendance without locking businesses into expensive hardware.
Understanding the true costs and trade-offs upfront makes it much easier to choose a system that supports accuracy, compliance, and growth.
Frequently asked questions
Are biometric time clocks legal in Australia?
Biometric time clocks can be used legally, but businesses must comply with the Privacy Act 1988. You need a lawful reason for collecting biometric data, must obtain informed consent, and must store it securely. The Fair Work Commission has ruled that consent given under threat of discipline is not genuine consent, so alternative methods should be available.
How much does a time clock system cost?
Costs range from a few hundred dollars for basic bundy clocks to several thousand per location for advanced biometric hardware, plus ongoing software fees. RFID systems typically cost $350–$550 per unit. Fingerprint clocks range from $290–$750, while facial recognition starts around $475 and can exceed $5,000 for enterprise models.
Do tablet time clocks replace biometric systems?
For many businesses, yes. Features like photo verification and GPS location capture provide identity verification without collecting sensitive biometric data, avoiding privacy complexities.
Can time clock systems integrate with payroll?
Most modern systems integrate with Australian payroll software. However, older dedicated attendance machines may require manual exports or custom setup. Cloud-based systems typically offer the smoothest payroll integration.
Are mobile time clock apps reliable?
They can be highly reliable when implemented with proper controls. GPS geofencing ensures employees only clock in from approved locations, while photo verification confirms identity. Offline capability allows clock-ins during outages with automatic syncing when connectivity returns.
Is hardware more accurate than software?
Accuracy depends more on implementation and policies than the device itself. Both hardware and software systems record clock-in times with the same precision. The difference lies in verification methods.
What's the cheapest time clock option?
Paper and spreadsheets are cheapest upfront, but often the most expensive in admin time and errors. For digital options, tablet-based apps on existing devices offer the lowest entry cost, typically $3–8 per employee per month.
Do small businesses really need a time clock system?
Once staff numbers, shifts, or awards become complex, reliable time tracking usually pays for itself. Fair Work requires employers to keep accurate time records for 7 years, with significant penalties for non-compliance—up to $469,500 per breach for companies.
Related RosterElf features
Workforce management software built for shift workers
RosterElf gives Australian businesses the tools to manage rosters, track time, and support compliance—all in one platform designed for shift-based teams.
- Tablet and mobile time clock options in one system
- No proprietary hardware required
- Smooth payroll integration with Xero and MYOB
Disclaimer: This article provides general guidance only and does not constitute legal or financial advice. Privacy laws and workplace regulations change over time. Always verify current requirements using official Fair Work Ombudsman and Office of the Australian Information Commissioner resources before implementing biometric data collection or workplace surveillance.
