OfficeTime The Time-Keeping App

If you are keeping your billable time in a spreadsheet, or, god forbid, a paper form; I found a really nice alternative, OfficeTime

Although there is a one-time cost of $47 for a Mac or Windows desktop version, you will certainly make that up by capturing all your time more easily. This is especially true if you also use the $8 iOS app so you can log your billable time anywhere. 

The iOS apps synch with the desktop app by bluetooth. Once you turn it on, it just happens when the apps and desktop versions are open and nearby. I use an iPhone, iPad and the desktop and there has never been a hiccup.

The app is clean and simple with enough tools to do what you need by using the Timesheet, Project, Categories and Reports screens. 

New Session
The main data entry is by adding or editing a session or expense. A Session is a work session in which you select the project and record the date, start time, time duration of the work session, and the category you want to assign the time to. If needed the session can be resumed later in the day rather than have two similar entries. The app’s settings let you use the last session’s info to avoid repetitive data entry. You can also add a note to each entry to describe the work you did.

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Timesheet
The Timesheet is the screen that captures these entries as you can see in Figure A. The table represents one of your projects, which can be changed by clicking to the right of the displayed project name. Clicking on any cell in the table allows that cell to be edited. A new work session can have its duration entered or you can use a timer. You can start or restart a session by clicking the “Play” arrow at the left of the row when selected. Multiple timers are possible.

Figure A

Figure B

Figure C

New Expense
Expenses like mileage or printing costs can be added to a project by completing a simple form, Figure B. Give the amount, describe the expense, and add a category.



Categories
The ability to add a category to a Session or an Expense gives you a way to track types of project time and expense. Categories could be phases of the work, or types of work, like specs, 3D, field visits - anything you might want to identify later. For Expenses, the categories could be reimbursable, non-reimbursable, or mileage, reproduction, permits, or similar that you will want to be able to add up. In Figure C you see the Category creation form where you name the category, give it an hourly rate or value. Change the color of the text for easy ID.

Projects
Adding projects is the first step and it just amounts to filling out this form, Figure D. The project name could be the client (selected from your address book), but the name used here will appear in reports/invoices. Choose something that your client will relate to. You can use a project number that might be more useful for your record keeping. Note how you can control placement of the number. Selecting a default category will fill that data in for you on Sessions, and you can easily change it later.

Figure D

Figure E

Reports
The Report feature really brings it all together. A single click produces what you see here in Figure E. You can then modify it by the options at the top or the bottom. Select one of the eight preset date ranges or customize the date range. Select one or more project or all projects. Select one or more categories or all categories. Employee choices are similar.
Note the option in the lower right to make an invoice.

Invoicing
I think the invoicing function is very nice because of how much and how easily you can modify the template. Most systems I have tried require you to work with what they give you. With OfficeTime you can change any data-field placement to get the look you want. See Figure F (sorry about the scratch-out). You have the choice of including the detail of each entry on a second page, which many clients like to see. 

Multi-user
I don’t have a way of testing the multi-user feature, but my understanding is that all team members can submit their data to the desktop version and from that consolidation of input you can run reports and create invoices. It appears that each employee must have the desktop version in order to merge data like this. This could get expensive, and more so when major paid upgrades come along. However, for four or five people, the cost would be similar to a single year of many systems that aren't as customizable.

Figure F

Wrap Up
OfficeTime works perfectly for me. I have been using a time-keeping system that is part of the accounting system that I subscribe to. I was in the market for a cheaper solution. I found a free accounting system, Wave; but there is no time-keeping and the invoicing is clumsy. That's where OfficeTime comes in. For a one-time charge that is a 75% reduction in my annual cost, I will have my needs covered. And no monthly fee. I think that for small design teams OfficeTime is a home run. Try it out, there is a 21 day trial of the complete desktop version and free, but limited, iOS apps. Constant logging of time is the only way to go. OfficeTime makes it easy.