Track Time on Your Terms

Smart timesheets allow you to make more informed project estimates, manage payroll processes better, and bill and invoice clients faster.

Let’s face it: no matter your industry, your most important resource is your people. But long gone are the days of a cartoon quarryman getting his time card chomped by a Stone Age dinosaur. While being able to manually clock in and out of work is a core feature of any time entry system, today’s smart timesheets do so much more than add up those hard-worked hours.

Time entry systems record employees’ time spent on work. Many industries rely on time entry systems to pay their employees, especially freelance and hourly workers. Some professions that typically charge clients by the hour, like consultants, lawyers, and accountants, rely on time entry systems as their primary source of billing.

What Are the Features of Smart Timesheets?

With smart time tracking software, timesheets can essentially fill themselves out, or at least stop taking up so much of everyone’s time. Since you’ll no longer be chasing down busy employees and freelancers to log their hours and make corrections, you will have to find new ways to catch up on each other’s lives and chat about the newest TV series you binged.

One of the benefits of smart enterprise software is its implementation of artificial intelligence and machine learning to make your life easier. Smart timesheet software like Journyx can speed up time tracking and task and project assignments by making suggestions based on your existing calendar.

Journyx Suggestions for Microsoft Exchange allows users to see all calendar events during the timesheet period and ignore and accept which events need to be logged into the timesheet. Eventually, suggestions will be so good that you will find yourself simply accepting and moving on to the next important task.

Keep reading for more smart timesheet features that can be used to enhance your organization.

Mobile Time Entry and Approval: How much of today’s work happens in a centralized place where everyone enters and exits through the same door? Very little. Our mobile app is available to all licensed Journyx users, allowing users to enter billable and non-billable hours on the go.

While you can always quickly and easily approve timesheet submissions from the app, all mobile time entries, approvals, and expense reports sync to your desktop in real time, so you can access the information when you need to, from wherever you need to.

Billable and Non-Billable Hours: No matter how hard you work, some tasks just don’t pay. And some tasks can cost more than they’re worth, resulting in lost revenue. Having a tool that allows you to track both billable and non-billable hours allows you to have a handle on how labor resources are being used.

Consider some of the most common non-billable tasks your team takes on: new client visits, proposal writing, payment collection, client maintenance, and even time tracking. Collecting this data to run a robust report that tracks team performance and proficiency allows you to see where each person’s labor hours are being spent and decide if it fits your vision and goals.

Once you have a clearer understanding of your organization’s workflows and processes, you can make better decisions about future processes and projects. Is it better for efficiency and your bottom line to hire additional administrative staff to take on some of those non-billable tasks? Journyx’s smart timesheet reports take the guesswork out of answering that question.

Customized Time Entry Rules: The Data Validation Tool for Journyx allows you to validate time data entered into employee timesheets against customized rules by creating Pay Groups and Pay Types, eliminating the need for costly time entry manual review and corrections.

Future Entry Restrictions: You can restrict users from entering future time in order to prevent overpayment for work that ends up being canceled or reassigned. If needed, you can always allow certain employees to enter future time.

Dropdown Restrictions: If you want good data, you have to make sure that everyone is on board. But, really, it’s not fair to expect your busy employees to always remember the small details. So that your employees can focus on their areas of expertise, timesheet administrators can set up selectable values in users’ time tracking entries by project, task, pay type, or bill type.

Hour Validation Rules: You can set and easily enforce pay type minimum and maximum hourly rules in your timesheets using data validation, such as a maximum amount of sick leave per week or a maximum number of hours worked per day. Timesheets that violate the rules will be automatically rejected, allowing you to decide on a case-by-case basis how to handle exceptions.

Minute Increment Rules: Worry less about maintaining fair labor practices while ensuring that you maintain accurate and complete records by setting minute increment rules. Time entries in violation of the minute increment rules can be set to be rejected or automatically round in accordance with labor laws and company policies.

Holiday Validation Rules: You can designate holidays and assign different rules to different groups for entering holiday time. For example, some Pay Groups or Pay Types may be able to log holiday time in their time entry sheet—and even receive that always-welcome holiday pay—while others who attempt to log holiday time will receive a warning when they save their timesheet. You can even customize how much time is designated as holiday time for users.

Connecting a smart time entry system with powerful reporting on performance analytics allows Journyx to be your single source of powerful intelligence. For more information about how Journyx can support your organization with time entry systems, schedule a customized demo online or call (800) 755-9878.