How do you value your time?

ANY compromise when valuing time loses money.

Timewatch® brings total rate accuracy to timesheet billing.

No Compromise Time Tracking & Billing

Timewatch® time and billing systems are modular, expandable and adaptable. They include our time saving timesheet systems, powerful costing & charging systems, and financial integration and billing systems. They can perfectly meet your charging rules today, and in the years to come. It’s how our very first time and billing customer is still a customer 20 years later, even though our technology has evolved and they have grown from 25 people to over 500 across 7 offices.

Every second we can save employees entering timesheets, is time your employees can use more productively getting back to work. We include the typical spreadsheet style timesheet that all timesheet systems have, but faster. We also have unique time saving features including: preemptive pickers that learn what people are working on, Outlook timesheet that turns Outlook appointments into timesheets in seconds, timers, Google Voice, and we support PCs, Macs, Phones & Tablets.  Simply put, our timesheets save employees around 2 hours a week compared to other systems.

The system can link with financial systems to perform billing, but we also provide an advanced, customizable project billing system that has been designed to perfectly match the exacting billing requirements our customers have.

We offer 2 time & billing systems: Time®&Money, our modular, expandable time and billing solution, and Time&Space® which also includes resource scheduling.

Hotspots explaining the classic timesheet, mobile, Outlook, Timers and OK Google.

Time & Billing Systems

There are two systems with time and billing functionality in the Timewatch® product range:

Time®&Money

Sophisticated and highly configurable time recording and billing system that can perfectly match your timesheet, valuation & billing rules.

Time®&Money combines fast and efficient timesheet entry, with powerful time valuation and billing tools to provide a complete time and billing solution.

The system supports time and materials to fixed price billing, and can even support complex custom rating billing rules. Invoice templates are driven by an SSRS based template designer to create pixel-perfect invoice templates.

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Time&Space®

All of the time and billing functionality of Time®&Money, as well as fully integrated resource scheduling in a complete Professional Services Automation solution.

Time&Space® combines all of the time and billing functionality of Time®&Money with the advanced resource scheduling features of Whitespace® in one unified professional services automation (PSA) solution.

Time&Space® includes: time & expenses tracking, resource scheduling, project costing, billing, business intelligence reporting and financials integration.

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Frequently Asked Questions

Is timesheet entry easy?

Timesheet entry is so intuitive and easy to learn that no training is required.

There are options for PC, MAC, phone, tablet, timers, voice entry and even import appointments from Outlook & Google. Timesheets typically save employees between one and three hours per week and pay for themselves in minutes.

Can users import their Outlook or Google appointments into their timesheet?

Yes, absolutely. One of the key unique features of Timewatch® timesheet systems is that users can import appointments from their Outlook and Google calendars. This feature saves hours each week, often paying for the system in minutes.

Can we control which projects users can see?

Yes, each user can only see the projects they are allowed to book time to.

Can we send automatic email reminders?

Yes, you can set your own messages and have various ‘chaser’ emails.

Can users enter non project related time?

Yes, there are a number of ways to do this.

Can projects have different work attributes to book time to?

Yes, there are definable sublevels with definable categories for just this purpose.

Can users enter notes on their timesheet?

Yes, a free format note can be added to every time entry. This can then be used in reporting and billing.

Do users submit time daily, weekly, bi-weekly or monthly?

Users can enter time in whichever way suits them best, but at an organizational level you may want timesheets all posted by a specific date. Alerts can help prompt users to submit timesheets promptly.

Can I copy and edit last weeks timesheet to save time?

Yes, there is a function specifically for this, and yes, users report that it saves them a lot of time.

Can we report on estimates vs actuals?

Yes, there are a number of reports in the library that do this, in drill downs you can add in the estimate column to compare to actuals, there are dashboards that include this, and if you want a specific view or layout, reports can be customized to your needs.

Is there manager approval of timesheets?

Yes, there is a comprehensive manager approval system with notifications to managers, rejection notes and the ability for managers to edit others timesheets where needed.

Can we stop users entering time in the past, as this impacts reporting and invoicing?

Yes, with timesheet approval, you can stop users entering or editing time once it has been submitted. You allow administrators to edit posted time, and any changes they make are highlighted in a different color, and a record of the change is maintained for auditing.

Is time entered as minutes or decimals?

Timesheet entry is very flexible. Users can enter time as hours:minutes, hours.decimal, as a %age of time, or using a timer.

Can you set rules for hours in a day?

Yes, timesheet rules can be set by employee daily or weekly. For example you can set it so that a user must enter a minimum number of hours per day Monday through Friday, or any combination.

How many projects can be setup?

There is no limit to the number of projects that can be setup.

Is there a way you can help us chase late timesheets?

Yes, you can configure auto email alerts for late timesheets. You can even have escalating emails that can have a ‘different tone’ for a second, third, fourth reminder. Alerts can also be setup for managers to notify them that they have timesheets to approve.

Can we export timesheet data?

Yes. Data can be exported in various formats including Word, Excel & CSV. There are also APIs available to access data directly.

We have a huge delay between timesheet entry and billing, can you help?

Yes. Streamlined timesheet entry means minimal entry delays. Auto late timesheet alerts reduce this further. Easy line manger approval and flexible period posting rules allow for late timesheets without them being lost in a previous period. This results in minimal delays in starting billing, and the streamlined billing functionality make it a very rapid and smooth process.

Can timesheets be integrated with Accounting Systems?

Yes, there are a number of standard integrations available. We also provide API’s and examples to integrate with any modern system that supports dynamic integration.

Can users enter expenses via their phone?

Yes, users can add expenses from their phones and tablets.

Can expenses be approved by a manager?

Yes, as with timesheets, expenses can also have manager approval.

Can we limit the expenses available by project?

Yes. Administrators can define which expenses are applicable to each project.

Can employees print off their expenses?

Yes, there is a report available for exactly this purpose.

We have project expenses that are not related to an employee. Can you handle this?

Yes, we call these project disbursements and they are there for exactly this purpose.

Can we enter quantities of items with a specific cost and charge rate?

Yes, you can enter a quantity to allow a preassigned value eg. mileage to be charged.

Can we have chargeable and non-chargeable expenses on a project?

Yes, these can be decided at the entry point or during the billing process.

Can we have a different rate for charging the customer?

Yes. You can apply a markup as a %age or value to the expense cost when charging customers.

Can we have a different rate for charging different customers?

Yes. Markups can be set specifically by project / customer where needed.

Can users amend expenses once they are authorized?

No, only administrators can amend expenses once they have been posted, and a full audit trail of amendments can be recorded.

Can we run a report showing approved expenses?

Yes, and unapproved, awaiting approval and rejected expenses as well.

Can expense items to synced with our accounting system?

Yes, APIs are available to sync expense types and expense transactions. If you need assistance to do this, we can create an App for you to plug into your system.

Do you support foreign currency expenses?

Yes. You just need to make sure the multi-currency module is installed for the system to do this.

Is there a way to remind people to submit expenses on time?

Yes. Auto email alerts can be setup to remind people to submit their expenses. Once setup, there is nothing for administrators to do as the system will send out the notifications automatically.

Our current system is limited to 6 charge rates, what is your limit?

There is no limit to the number of rates or how they operate. You can have different rates for every employee, for every project, for every type of work they perform or role they have on that project, but typically customers have some standard rates, but when they need specific rates for people / projects / work etc, they have a specific rate table for that project.

Does it support both time based and fixed price projects?

Yes, fixed price projects are supported. You can set billing schedules based on date, milestone completion, and some customers have unique rules which can be supported by custom plugins that can be created that embody your rules.

Can you have employees have different rates within a project?

Yes. You can define tags within a project and allocate employee rates to these tags.

Can we see what is waiting to be billed?

Yes, there is a specific area for this, which is actually the start of the invoicing process.

Can we see what will be billed before invoicing it?

Yes. The system creates draft invoices for you to work with to amend transactions, add text etc before finalizing an invoice.

How easy is it to find the see the timesheet and expenses behind a draft invoice?

Yes. The system creates draft invoices for you to work with to amend transactions, add text etc before finalizing an invoice.

Can we bill in multi-currency?

Yes, you can set the billing currency for a project.

Can Invoices be amended?

Yes, before an invoice is finalized, it is a draft and you can edit drafts as required before you finalize and invoice them.

Do we have to change the timesheet to suit our billing requirements?

No, effectively you teach the system your rules so that timesheets (and/or fixed schedules) can be turned into invoices. The benefit of this approach is that if your timesheet or your billing processes change, each can be changed without affecting the other.

Is it possible for Project Managers to prepare an invoice, but accounts staff to finalize an invoice?

Yes. You can configure security levels such that project managers can prepare draft invoices but not finalize them, and for accounts staff to finalize them.

We have a huge delay from timesheet to billing. Can you help?

Yes. Streamlined timesheet entry means minimal entry delays. Auto late timesheet alerts reduce this further. Easy line manger approval and flexible period posting rules allow for late timesheets without them being lost in a previous period. This results in minimal delays in starting billing, and the streamlined billing functionality make it a very rapid and smooth process.

Our current billing system is cumbersome and slow. How is yours better

Billing is streamlined and fast. Our system supports unlimited rates by any combination of employee, project, customers, type of work, role, or date.  These are all setup at the project level, so by ‘training’ the system to know your rules by project, the system can present an invoice ‘suggestion’ based on the rules & rates you have set.  You can then edit and adjust these, before finalizing (approving) the invoice. Each step is simple and easy, but why not contact us and let us show you the system in operation?

Can employee and project expenses be invoiced?

Yes. End users can enter their expenses, and administrators can enter project expenses (disbursements)  which can be billed with timesheets or fixed fees or separately.

How easily can we find the details behind invoices?

Very quickly and easily. There are numerous reports and drill downs that allow you to interrogate the details on invoices.

Can we report on estimates vs actuals?

Yes, there are a number of reports in the library that do this, in drill downs you can add in the estimate column to compare to actuals, there are dashboards that include this, and if you want a specific view or layout, reports can be customized to your needs.

Can end users see cost and charge rate information?

Cost and charge information can be sensitive information that you only want certain people to see. The security system within Time&Space® allows you to configure who can see what information.

Can we issue credit notes?

Yes, and you can credit an invoice, which will match off that invoice. If an credited invoice was based on time and expense transactions, they system can release associated transactions, so if you need to, you can start the billing process again.

Can we stop certain users billing?

Yes. The inbuilt security system lets you control who has access to which features. Security is comprehensive. You can limit people to certain areas of billing, for example to edit an invoice in preparation for billing, but not be able to finalize it, and you can even limit people to just the projects they are allowed to see.

Can we write time off?

Yes, you can also delay and hold time to bill later, edit the values/rates in billing and the invoice totals, and the system keeps a record of the original and amended values.

Can you support unusal billing rules?

Actually we can. If you can define the rules, we can create a Custom App that embodies your rules.

Is it possible to link with accounting systems?

Yes. Links are available via downloadable Apps. There are Apps for many popular accounting systems such as Sage, Quickbooks, Xero etc. We can also help you setup a custom interface to any system so long as it supports dynamic interfaces.

What reporting tools are available?

There are 4 main tools: the classic ‘print preview’ style Reports that everyone is used to, Drill Down reporting, Dashboards and Alerts.

Does the system come with standard reports?

Yes, there are many standard reports, we can also work with you to create custom reports if you have specific requirements.

What are Drill Downs?

Drill Downs provide are a real-time, interactive, data interrogation tool. Drill downs start with a spreadsheet like summary of core data by project, customer or employee. By double clicking on any data cell, you ‘drill down’ to the underlying data, level by level down to the underlying transactions. Administrators and managers often tell us that the Drill Downs are their favorite reporting tool as it quick, easy and helps them find the data they are looking for in seconds.

What Dashboards are available?

Dashboards are available at a high level on all key areas including: scheduling, timesheets, billing etc. There are also ‘zonal’ dashboards for each customer, project & employee.

Can I export to Excel?

Yes. Although with the multitude of reporting tools, you probably won’t not need to.

Can we stop certain users seeing certain reports?

Yes, the security system allows you to specify which reports each security level has access to.

Can I write my own reports?

Yes, the corporate system includes a SQL Report Designer. We also offer a cost effective report writing service, and even customers that have the report writer often have us create reports for them.

What Report Writer technology is used?

Time&Space® uses Microsoft SQL Server Reporting Services.

How configurable is reporting?

Very. Administrators can setup: which reporting tools users have access to, the reports and dashboards that are active in your system, which reports and dashboards various users can see, even write or have custom reports written specifically for you.

How do Auto Alerts work?

Alerts can test for certain situations, then email designated people if true. For example, you could have the system test at 11:00am Monday morning whether there are outstanding timesheets and email the people concerned a message that you define. You could have a follow up alert with a different message later in the day. Common tests for alerts are late timesheets, unposted expenses, managers with timesheets or expenses to approve, late changes to a schedule. The system also supports custom eventualities. If you can define an event to test, we can create a trigger for you for you to attach an alert. 
 

Is this cloud based or can we install on our servers?

The Corporate edition is available for installation on your own servers. 

Is training / setup assistance available?

Yes, we provide implementation services, which includes training, consultancy, report writing and customizations. Contact us to discuss your requirements.  

Do you do not for profit pricing?

Yes, we welcome and support not for profit organizations. Please contact us.

Does it run on Macs?

Yes, Time&Space® is a responsive web application which supports all major browsers on PCs and Macs.

Does it run on mobiles and tablets?

Yes, Time&Space® is a responsive web application with a specific system designed specifically for mobiles and tablets: iOS, Android and Windows.

Is it multi-lingual, does it support languages other than English?

Not at the moment, however we are testing a multi-lingual version at the moment and are looking for people that want to be early adopters, so please contact us.

Can it integrate with Active Directory?

Yes. The Corporate edition supports single-sign on via Federation Services, which supports Active Directory.

Is it scalable? Are there any size limits?

Yes, Time&Space® is scalable. It is used by small to medium sized businesses to large international organizations.

Can we install this on our servers?

Yes, the Corporate edition is available for on-premises installation.
 

Are there API's

Yes, API’s are available to securely access and update data and create interfaces with other systems. 

How customizable is the system?

Very customizable. Out of the box there are an extraordinary number of configurable options, but where specific functions, business logic or work flow is needed, custom apps can be created to expand the functionality available. Apps allow the system to be tailored to customers’ needs, without sacrificing future upgradability. Apps allow for custom forms or functions to be created and added to custom buttons which can be added to the menus. Custom business logic can be created to replace or augment existing logic, and custom interfaces can be created that act in real time, posting or retrieving data from other systems. If you have a unique or specific need, contact us to discuss the possibility of having a custom App created.

Can we link this to our LMS and CRM systems?

Yes. We have a number standard CRM links. LMS systems tend to require a specific interface based on how you’ve setup your system, but you can either build your own interface with our API’s, or it might make sense to create an app whereby our system calls the API’s in your LMS or CRM system.

Can Scheduling link with Outlook / Office 365?

Yes, we offer both a one way push to Outlook/Google etc. or a full bi-directional sync with Outlook (Exchange & Office 365 systems). The sync is an advanced sync that not only publishes bookings to Outlook, it can ‘police’ certain bookings to ensure end users do not accidentally move or delete them – something Outlook itself cannot even do!

Do you integrate with Sage?

Yes, there is a standard link to Sage 50 and Sage 200 and, if needed, can also be customized.

Do you integrate with Xero?

Yes, there is a standard App to link with Xero, which if needed, can also be customized.

Do you integrate with Quickbooks Desktop?

Yes. For desktop applications you need to install our Integration Manager locally, but you’ll need to have a fairly recent version of the desktop app.

Can we link this with our Accounting System?

Yes. There are a number of standard interfaces for common systems, API’s if you wish to create an interface yourselves. Another option is for us (or you) to create an App for our system to link directly with API’s from your accounting system.

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