Custom Time-Tracking Software

What should a time-tracking system solve?

We first map how the team works rather than starting with a list of features. It matters whether hours are tracked by client, contract, project, task, site or employee. We also check who approves time, when the period is locked and what happens when a correction is needed.

The system can include a calendar, task list, project stages, hour budgets, hourly rates and roles. This way, an entry is not just a number but information about work that can be tracked and used on an invoice, in a client report or for internal analysis.

How do employees enter their hours worked?

Entering time should be faster than filling in a spreadsheet. The employee selects a project and task, enters a start and end time or the duration, adds a note and submits the entry for approval. If needed, the system can suggest recently used projects, recurring tasks or a weekly template.

The manager can see missing days, entries outside working hours, an exceeded budget or hours without a task. Permissions are assigned by role: employees edit their own entries, managers approve their teams’ entries, and administrators manage settings and periods.

For field teams, a mobile interface, phone-based access and logging time against a specific site can be provided. For contract work, paid, unpaid, internal and warranty hours can be tracked separately.

How are tasks, projects and budgets tracked?

The project is divided into stages and tasks with an assignee, deadline, priority and status. Clients, contracts, files, comments and logged time are linked to it. When the deadline or budget changes, the manager can see what remains and who needs to take the next action.

You can use a list, calendar or status-board view. Project templates can be created for companies with recurring services. For subscription-based work, the system tracks the agreed volume, hours used and hours that can be carried over to the next period.

What reports do you get?

Reports are selected based on the decisions they need to support. They most often include time by employee, client, project and task; paid and unpaid hours; planned versus logged work; cost; revenue by hourly rate; overdue tasks and team workload.

Data can be filtered by period, department, client, project or status and exported in a format suitable for accounting, management reporting or a client report. The report should show where the figure comes from and who approved the entry, rather than creating another manual check.

What does the software integrate with?

Time tracking rarely operates in isolation. Through an API integration, it can connect to an ERP for clients, contracts, projects and invoices; a CRM for deals and tasks; a payroll system for attendance and absences; or an invoicing system to automatically include approved hours.

If needed, users, clients, rates, projects and statuses can be synchronised. We define which system is the source of truth, what happens when an error occurs and whether changes are transferred immediately or on a schedule. This reduces rekeying between spreadsheets and programs. See what our API integration and software connectivity service includes.

When is an off-the-shelf tool better, and when is a custom solution the right choice?

How do you estimate the timeline and cost?

We start with a brief description of the process: the roles involved, what is tracked, how hours are approved, which reports are needed and which systems will exchange data. We then split the project into a mandatory first version and features for the next phase.

1. 01
   Process discussion

   We collect examples from real projects, contracts, spreadsheets and reports. We clarify who enters, checks and uses the data.

2. 02
   Module map

   We describe the users, clients, projects, tasks, hours, approvals, reports and required integrations.

3. 03
   Prototype and proposal

   We map out the main screens and workflows. The proposal specifies what is included in the first version, what depends on an external system and how the scope may change.

4. 04
   Development and testing

   We build the modules in order of priority, test the roles and reports, and verify data exchange with ERP, CRM, invoicing or payroll systems.

5. 05
   Team onboarding

   We prepare the settings, import the agreed data and create instructions. After launch, we collect the adjustments that become apparent in real-world use.

What budget should you plan for?

For custom software, ERP, CRM and automation, the range is €3,000-€29,300. The price within that range depends on the number of roles and modules, the complexity of approvals, mobile access, legacy data import, the number of integrations and reporting requirements.

What experience is useful for a project like this?

Account-X, ERP for accounting firms covers clients and contracts, document management, accountant-specific tasks, deadlines and a client portal. It shows why the system needs to connect day-to-day work with documents, deadlines and accountability-not just collect hours.

We use a similar approach for custom ERP system development: first we organise the roles and processes, then we select the modules and integrations. If you are looking for a broader business management system, explore our business software.

What should you prepare for the first conversation?

Send us a sample spreadsheet or report, a list of roles, how rates are calculated, one real project and the names of the systems the solution needs to connect to. Examples of reports currently prepared manually are also useful. You don't need to have chosen all the features in advance.

Contact

Describe how you track time today, how many different types of projects you have and which systems the solution needs to connect to. We'll come back with questions about the scope and next steps. Send an enquiry through the contact form.