“Timeular has saved us so much time. It’s already paid for itself because we are saving at least two hours every month by no longer transferring details written down on paper into our old system.”

Ingólfur Magnússon, Flight Procedure Designer at Isavia ANS

The challenge: streamlining how to track billable hours

Ingólfur and the Isavia ANS team were using an outdated Icelandic system to try and log their billable time but the software wasn’t designed to be used as a billing system but rather as a system used by maintenance personnel to log hours working on a specific equipment and to track the downtime of equipment. 

They needed to find an easy way to track all of their billable time that meant they had more hours in the day to do their important work.

The solution: saving time and reducing the work

Ingólfur implemented Timeular the Isavia team so that they could efficiently track all of their billable time.

Before they were using Timeular, the team used to have to constantly switch between the airports and projects they were working on and save and close and open the software frequently, which was very time consuming.

“The cartographer in the team was writing down his entries in a diary and then transferring them into the old software, which created double work. The time saving with Timeular has been significant.”

Now that the team uses Timeular, they use folders for each customer or airport that they bill and then assign projects within those folders. Their entries include the hours worked, who to bill and comments detailing the work they were doing during that time.

The billable hours are then sent to the domestic airport company and also to the airports in Greenland and the Faroe Islands that Ingólfur and his team work with.

The result: accurate time entries, useful estimations and no more going over budget

Extracting information from the old system required a lot of manual work and the reports generated lacked accuracy. Using Timeular has streamlined the process and saved Ingólfur and his team a lot of time thanks to the automatic entries.

Ingólfur is able to quickly export the information and send them the reports so that they have all of the information they need. “Head management are very happy with the visual reports and the level of information available,” he explains.

“The finance department is really happy now that we use Timeular as it not only saves us time but it also saves them time and makes their jobs easier.”

By referring to past activity entries, the Isavia team is able to accurately estimate how many hours a project will take in total, which they find useful when going out to tender for an external project with a quote for their work.

The team has found using the budgets feature particularly as well as, before they started using Timeular as a billable hour software, they had no way to understand what other people in the team were doing and how many hours they had collectively worked on a project in total.

Now they are able to easily see when they are nearing the top of the budget and take action in good time. Thanks to the alerts, they can alert the customer that they may go over the estimated hours and this opens up a discussion around increasing the budget and encourages them to analyze why they are spending so many hours on the task.

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The post How designers use Timeular to efficiently log billable time and stay within budget appeared first on Timeular.

“I’ve doubled my revenue thanks to Timeular and managed to halve how much I work. Timeular helped me understand where I needed to make changes to become more efficient and this has allowed me to cut down my time spent working.”

Valdemar Alfred, Owner of Valdefar

The challenge: building and maintaining a time tracking habit

Valdemar charges his clients a fixed price for projects as it’s easier to sell services when able to give a guide for the overall cost.

He needed a way to be able to effortlessly keep track of how long each stage of the creative process took from idea through to delivery so that he knew how to quote and charge the right amount.

Valdemar had tried other team time tracking solutions but struggled to maintain the habit and so was without the accurate data that he needed.

The solution: supercharging Timeular with integrations

Valdemar came across Timeular through a referral from his friend and uses the software with his team of two assistants as an internal project managing tool. Using the Timeular API, he set up an integration with Zapier and Google Sheets and uses the combination to create elaborate sheets containing all the necessary information about clients and the associated budgets.

Every time Valdemar creates a time entry using the Tracker, it creates a line in the Google sheet so that he can always follow how many hours he has spent on the project to date and how far away he is from hitting the budget. His team uses a folder for each client so they can easily see an overview of the ongoing projects.

Tip: you can now use our budgets feature to manage client and project budgets and ensure that you never go over budget again.

Thanks to Timeular, Valdemar is able to deliver projects before the budget runs out, which means he is able to stay profitable, he can make a better hourly rate and the client is happy with his efficient work, so it’s a win-win for everyone!

Valdemar’s preferred tracking method is the Tracker but his team tracks their time through the desktop app. The options work well for the team and they find it incredibly beneficial being able to see all of their data in the same place so that they know how much time they’ve collectively contributed towards the set budget and how much of their time is taken up by admin and what portion is billable.

The outcome: doubled earnings, halved hours

Valdemar has made some surprising revelations thanks to the insights Timeular has unlocked: he’s realized that out of an eight hour day, a lot of time is spent on activities that are not work including breaks and socializing with colleagues. Knowing this has helped him optimize his working time:

Valdemar explains that he was working in the dark before using Timeular as he had no idea how many hours he was spending on projects. He says that looking back, he realizes he could have made three times more revenue if he had managed his time.

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The post How a small business owner doubled revenue and halved working hours with Timeular appeared first on Timeular.

“Timeular has entirely replaced the timesheets that most of us used to use. Every other time tracking solution we tried proved to be unwieldy compared to pen and paper. After a week of Timeular, everybody became an instant convert!”

Senior Designer at O’Brien Media

The challenge: juggling different workloads

For O’Brien Media, getting accurate time data was always a challenge. The team found manual time entry distracting and cumbersome, resulting in inaccurate reporting records.

The team manages multiple clients and juggles an ever changing workload, meaning that it’s easy for the team to lose sight of how their time is spent.

The O’Brien Media team needed a way to stay on top of their workload and ensure that they were delivering projects within budget as, in a competitive landscape, fine margins can define an agency’s success.

The solution: optimizing time management

The agency discovered Timeular while searching for an all-in-one solution to optimize their time management processes.

“Given our philosophy of being flexible and responsive, it’s important for us to have the ability to review our workload and ensure that time is spent in the right places.”

The insights generated by Timeular help the team see where they have spent their time across which projects, which provides transparency when reporting to clients, leading to better trust between the agency and their clients.

Using the insights, the team is is able to easily generate reports and, by capturing all billable time, they are able to maximize profitability. The team is able to accurately plan projects and set budgets based off the past time entries that show them exactly how long each task takes.

The outcome: making sure that time is spent in the right way

Thanks to Timeular, O’Brien Media has transformed their operations and increased employee productivity. O’Brien Media operates on a highly flexible schedule. Timeular has helped staff monitor the breakdown of their day.

“Timeular is a godsend for people like me who get easily distracted. No longer will I look back at my day and ask “what was I doing between 10 am and 1 pm?”

Using the insights generated through time entries, project managers are able to make data-informed decisions and can allocate resource where it’s needed most. As a result, staff have more support and an improved work-life balance.

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The post How Timeular helps a design agency balance their workload and increase productivity appeared first on Timeular.

Challenge: juggling multiple projects and running out of time

Fidel works across multiple projects simultaneously and was struggling to see an overview of where his time was going. He needed to find a way to improve efficiency and unlock time for creative work in his role as Art Director.

He found that a lot of his time was spent in meetings and he was keen to identify how he could claim back more time to spread across projects and learn how to work more efficiently and with better focus.

Solution: developing a time tracking habit

At the start of each day, Fidel compiles a to-do list of tasks which he then rates according to priority. He remembers to track by keeping his Tracker in view and switches between activities by flipping the device. When he is on the go, he uses the Timeular mobile app.

Fidel assigns each side of the Tracker to each project or client and uses a hashtag to specify further details (e.g. “clientA” (side of the Tracker) and the hashtag #call (or #mail, #feedback-rework, #briefing etc).

Once Fidel finishes a project, he checks the overall time it has taken so that he can bill his clients accurately. This helps him build trust with his clients and also ensures that he is maximizing profitability.

The outcome: more accurate invoicing

Fidel has become more efficient in his work since he started using Timeular and the insights have helped him identify where there is progress to be made.

“I like to keep track of what I spend my time on, optimize it and see how I can be more efficient.”

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The post How an NGO uses Timeular to maximize efficiency appeared first on Timeular.

“Timeular serves as a reminder that time is money and that the little things in between can be worth a lot.”

Guidy Reijmer, Owner of Daktuin Design

The challenge: staying focused throughout the day

Guidy needed a way to take control of her time and make sure that she was accurately billing clients for projects. She was struggling to stay focused on her work and found that she was distracted by tasks that popped up throughout the day.

The solution: tracking all of the small tasks to get a clear picture

Guidy spent a week checking making a note of all tasks she performs when away from the computer. She then allocated these tasks along with all of her daily activities to the Tracker.

“I switched to a priority schedule and a to-do list for the day. This way I keep my flexibility but it is a bit more concentrated.”

Guidy uses the Tracker to track smaller daily tasks like calls, visits and sketches. Work done on the computer is tracked using the desktop app. When she is on the road, Guidy uses the Timeular mobile app to capture her time and shows her exactly how her working hours are being spent. She then reviews the insights to make data-informed decisions to decide how she manages her time.

The outcome: increased billing and transparency

Guidy now has an accurate picture of how much time she spends on each project including calls, quick questions, commuting time and sketching. She has found that since she started using Timeular and tracking all of her billable time, she has been able to bill an extra hour a day.

Using Timeular has helped Guidy maintain focus and achieve a better work-life balance. When she first started using the tracker, Guidy had lots of time entries for five minutes and under. Every time she received an email or a call with a new task, she immediately picked it up. Looking through the insights that Timeular provided made her realise how she needed to optimize her time and make some changes. Guidy was able to increase her productivity and unlock time for activities outside of work.

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The post How Timeular helps a landscape architect maximize profitability appeared first on Timeular.

Chris works remotely as a web developer for Happy Cog, a full-service digital agency that combines design, development, and marketing to solve complex business problems using a creative and user-centered approach. He’s been using Timeular since 2018.

The challenge: easily losing focus and getting distracted

As a remote worker, Chris is aware that it’s very easy to lose focus and get distracted by the things one needs to do around the house. These distractions can stretch out the working day: “every working typically contains around seven hours of billable work. But if I take an hour’s lunch, walk the dog twice in the middle of the day, give some time to laundry etc, I find that I’m taking nearly 11 hours of the day to fit in seven hours of billable time.”

The solution: using data to improve focus

Chris started tracking his time so that he had insight into how he was spending his time. He then used this data to help him understand how he could focus on getting his work done in fewer hours.

In the beginning, he had a long list of activities: “I used to have every individual side project as their own activity, but then I decided to merge them and use #tags and @mentions to track the individual projects”.

Distinguishing between work and non-work-related activities helped Chris identify how much time he was spending not focusing on the work that counts towards his billable hours.

The data showed him that he was regularly switching between short activities, making him lose focus. Chris started shifting his household duties to later in the day. In addition, he said no to a lot of other things that took away his focus on work.

The outcome: maximizing productivity

Using Timeular, Chris was able to rearrange his day to maximize productivity. Timeular helped him create a longer period of focused time and free up more time at the end of the day.

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The post How a remote web developer maximises productivity throughout the day appeared first on Timeular.