ClickTime

Overview

ClickTime is a comprehensive employee time tracking and resource management platform designed for professional service firms, agencies, and project-based organizations. With robust timesheet approval workflows, budget tracking, and resource planning capabilities, ClickTime helps organizations accurately capture time, control costs, and optimize resource allocation.

Features

Time Tracking

• Flexible Entry Methods: Timers, manual entry, or bulk timesheet entry
• Project & Task Tracking: Multi-level project hierarchies with detailed task breakdowns
• Activity Codes: Customizable activity types for granular time categorization
• Timesheet Views: Daily, weekly, or monthly timesheet layouts
• Mobile Apps: iOS and Android apps for time entry anywhere
• Offline Mode: Track time without internet, sync when connected
• Time Entry Templates: Save and reuse common entry patterns

Timesheet Approval Workflows

• Project-Level Approval: Managers approve time for their specific projects
• Multi-Level Approvals: Sequential approval chains (Manager → Director → Finance)
• Delegated Approval: Temporary approval authority for backup approvers
• Bulk Approval: Approve multiple timesheets simultaneously
• Exception Handling: Flagging and resolution of timesheet issues
• Approval Status Tracking: Real-time visibility into approval pipeline
• Deadline Management: Configurable submission and approval deadlines

Compliance and Organization

• Standardized Format: Consistent timesheet structure across organization
• Policy Enforcement: Business rules ensure compliance
• Required Fields: Mandate necessary information for each entry
• Audit Trail: Complete history of submissions, approvals, and modifications
• Labor Law Compliance: Track breaks, overtime, and regulatory requirements
• Client Requirements: Adapt to specific client billing standards

Expense Tracking

• Expense Entry: Log business expenses with receipts
• Receipt Capture: Mobile app photo capture of receipts
• Expense Categories: Customizable expense types
• Billable Expenses: Flag expenses for client billing
• Mileage Tracking: Built-in mileage calculator
• Credit Card Integration: Import expenses from card statements
• Expense Approval: Separate approval workflow for expenses

Resource Planning

• Capacity Planning: Visualize team availability and workload
• Resource Allocation: Assign people to projects based on capacity
• Skill Matching: Match resources to projects by skillset
• Utilization Tracking: Monitor billable vs non-billable time
• Forecasting: Plan future resource needs
• What-If Scenarios: Model different allocation strategies
• Availability Management: Track PTO and availability

Budget Management

• Project Budgets: Set time and cost budgets per project
• Real-Time Tracking: Monitor budget consumption as time is tracked
• Budget Alerts: Warnings when approaching or exceeding budgets
• Budget vs Actual: Compare planned to actual time and costs
• Multi-Currency: Handle international projects and rates
• Rate Management: Different billing rates by role, person, or project

Reporting and Analytics

• Standard Reports: 50+ pre-built report templates
• Custom Reports: Build tailored reports with report builder
• Dashboards: Real-time visibility into key metrics
• Time Analysis: Understand how time is spent across projects and activities
• Utilization Reports: Billable percentage and capacity metrics
• Profitability Analysis: Project-level profit and loss
• Trend Analysis: Historical patterns and forecasting
• Export Options: PDF, Excel, CSV formats

Integration Capabilities

Project Management:

• Jira integration
• Asana connection
• Microsoft Project sync
• Salesforce integration

Accounting & Payroll:

• QuickBooks integration
• Xero connection
• ADP payroll export
• Generic payroll formats

Business Tools:

• Microsoft 365 integration
• Google Workspace connection
• Slack notifications
• Zapier connectivity

Approval Workflow Details

Project Manager Approval

• Scope: Approve time entries for assigned projects only
• Visibility: See only relevant project time entries
• Authority: Accept, reject, or request changes to entries
• Comments: Add feedback or questions to time entries
• Batch Actions: Approve multiple entries for a project at once

Hierarchical Approval

• First Level: Project or team manager reviews
• Second Level: Department head or director approves
• Final Level: Finance or executive approval (optional)
• Conditional Routing: Route based on entry characteristics

Organized Submissions

• Standardized Format: All timesheets follow same structure
• Required Information: Enforced fields ensure completeness
• Clear Attribution: Who, what, when, why always visible
• Supporting Details: Notes and justifications included
• Compliance Checks: Automated validation against guidelines

Use Cases

Professional Services Firms

• Track billable hours by client and project
• Multi-tier approval for billing accuracy
• Resource allocation across engagements
• Profitability analysis per client

Consulting Companies

• Consultant utilization tracking
• Project budget management
• Expense reimbursement workflow
• Resource capacity planning

Creative Agencies

• Track time by client and campaign
• Approve creative vs production time separately
• Monitor project profitability
• Plan resource allocation for pitches

IT and Software Development

• Sprint time tracking
• Bug vs feature development time
• Client project vs internal work
• Capacity planning for releases

Non-Profit Organizations

• Grant time tracking and reporting
• Program-level time allocation
• Compliance with funder requirements
• Volunteer time tracking

Benefits

• Improved Accuracy: Structured approval process catches errors
• Better Visibility: Real-time view of time allocation and project status
• Cost Control: Budget tracking prevents project overruns
• Optimized Resources: Capacity planning maximizes utilization
• Faster Billing: Approved timesheets flow directly to invoicing
• Compliance Assurance: Meets labor laws and client requirements
• Data-Driven Decisions: Analytics inform project and resource decisions

Mobile Experience

Employee App:

• Quick time entry with recent projects
• Timer functionality for real-time tracking
• Expense capture with photo receipts
• Timesheet submission
• Approval status visibility

Manager App:

• Approve timesheets on the go
• View team capacity and allocation
• Access key reports and dashboards
• Receive approval notifications

Security and Compliance

• Data Encryption: Bank-level encryption at rest and in transit
• Role-Based Access: Granular permissions and data visibility
• SOC 2 Type II: Certified secure infrastructure
• GDPR Compliant: Meets European data protection standards
• DCAA Compliant: Supports government contractor requirements
• Regular Backups: Automated data backup and recovery
• 99.9% Uptime: Reliable availability SLA

Implementation

ClickTime offers:

• Guided Setup: Step-by-step configuration wizard
• Data Import: Bulk import of users, projects, and historical data
• Training Resources: Video tutorials, documentation, live training
• Dedicated Support: Implementation specialists assist with setup
• Ongoing Success: Customer success team for continued optimization

Pricing

ClickTime offers tiered pricing based on features:

Starter ($12/user/month, billed annually):

• Time tracking
• Basic approvals
• Standard reports
• Mobile apps
• Email support

Team ($15/user/month, billed annually):

• All Starter features
• Advanced approvals
• Expense tracking
• Custom reports
• Budget management

Premier ($27/user/month, billed annually):

• All Team features
• Resource planning
• Advanced analytics
• Custom integrations
• Priority support
• Dedicated account manager

Enterprise (Custom pricing):

• All Premier features
• Unlimited projects
• Advanced security
• SLA guarantees
• Professional services
• Custom development

All plans include:

• 30-day free trial
• No setup fees
• Unlimited projects (Premier and Enterprise)
• Mobile apps
• Regular updates

Minimum 5 users. Volume discounts for 100+ users.