Custom Time Tracking App - Software

Project Overview

Industry

IT

Project Name

Time Entries

Services

Custom Software Development

Type

Internal Application

Challenge

Lack of a tracking tool that fully fits our needs

It started like many other processes, as an Excel spreadsheet to track hours billed to given clients. It was fine, but only for a very short period of time, as we noticed that there is so much more to running a small company than just time tracking per client. We defined what we need and we created a list of features to build over time.

We checked the off-the-shelf solutions and noticed that although it’s possible to satisfy most of our requirements, we’d need multiple tools combined together. That adds operational complexity and a fair amount of monthly cost. On top of that, we’d be the ones adjusting to the chosen tools.

Solution

Custom time tracking and financial reporting app

After going back and forth with different tools it became apparent that we know exactly what we need and we can build it exactly for our needs. We decided to build our own solution as a custom software development project.

The product was created over a longer period of time, divided into blocks reflecting our most pressing needs at the time. Exactly as we’d do with any outside project – build what’s most beneficial at the time. We started with time tracking, then added invoices and basic financial reporting. Over time we enhanced and refined the solution, and it seems that we will continue to do so in the nearest future.

The main thing that we have in mind is that this is not meant to be a full accounting & HR suite that can replace such services done by professionals. This is to give owners and managers of small business immediate and 95% accurate insight into all elements of the business.

Key Functionalities

Tracking hours per client, project and an individual task

Creating invoices and tracking payments and overdue ones

Tracking expenses

Balancing budget with a financial report and a cash flow report

Keeping projects with estimations, either fixed big od time and materials

Storing information about employment contracts and salaries

Combining invoices, expense, and salaries to view profitability per employee and project/client

Tracking vacation times and team substitutions

Value added

Well managed finances of the company

We are perceived as super organized and well managed when we can provide financial state of the budget at any time
We are managing our finances and are sure we’re not overextending ourselves at any time
We limited unpaid invoices by 80% and lowered average payment time from 4months to 1month in 90% of problematic cases.
We are always fully informed about teams vacation and how many days people still have available.
Using this software allowed us to grow from 4 people team to 16 and it keeps us growing.

Note: design is based on a free Sketch dashboard template by Carlos Han and calendar template by Serhiy Torba