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CITADEL Time Timesheets

Where are our hours going, and are they ready to bill?

Time captures hours with as little effort as possible and gets them approved, against projects with real budgets. Utilization, capacity and leave sit alongside, and approved hours are ready to pull into an invoice or export to your accounting system.

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TIME Time Tracking System Dashboard Time Timesheets More TL Tom Lindqvist

Time Entry

Corantic Services

Week 39 September
Today Copy from last week Auto-carry rows Notes 4 37.5
Kilvarra CSM RolloutCustomer portalKilvarra Credit UnionDevelopment · Billable
7
7
Kilvarra CSM RolloutCore banking integrationKilvarra Credit UnionDevelopment · Billable
2.5
2.5
Pemberlow HRSD Phase 2Employee centerPemberlow Retail GroupDevelopment · Billable
3.5
3.5
Halvenmoor Platform Health AssessmentInstance scan and health check planHalvenmoor University
6.5
8
4.5
4.5
23.5
Internal OperationsTeam meetingCorantic ServicesInternal Meeting · Non-Bill
1
1
Daily Total 7.5 8 8 7 7 0 0 37.5
Weekly Progress37.50h / 40.00h
Sample data.

What Time covers

Time captured without chasing

Several ways to log time, so people actually do it.

  • Start/stop timer, day view and a weekly grid
  • Quick add in plain words, such as "3h on data migration, billable"
  • Recurring entries and templates, confirmed by the person each time
  • Suggestions learned from each person's usual week
  • Reminders for missing time and unsubmitted timesheets

Approvals people trust

Hours are checked before anyone bills them.

  • Weekly timesheets submitted, approved, rejected or recalled
  • Multi-level approval chains, with delegation for absences and escalation of stale approvals
  • Rules that auto-approve, reassign or flag unusual entries for review
  • Client sign-off of a period's hours in the portal, without showing rates
  • Leave requests approved by the same people, with accruals, carryover, holidays and a leave calendar

Projects, budgets and commercial terms

Each project carries how it is sold and what it is allowed to cost.

  • Client accounts, projects and tasks, billed as time and materials, fixed fee, retainer or internal
  • Rates by job role, with overrides per project
  • Budget alerts, and a forecast of cost and finish date at the current burn rate
  • Hour pools for prepaid and retainer hours, shared across projects and visible to the client
  • Milestones, purchase orders and write-offs

Capacity, utilization and reporting

See who is stretched, who has room, and where the hours went.

  • Utilization by person: capacity, allocated, logged and billable hours, with a 12-week trend
  • Capacity planning, a team calendar, a skills matrix and skill gaps
  • Daily standups: yesterday, today and blockers
  • A report builder with scheduled email delivery
  • Exports to CSV, Excel and PDF, and files for QuickBooks, Xero and FreshBooks

In practice

Bill what was approved

With Invoice connected, approved billable hours are ready to pull into an invoice and are marked billed, so nothing is billed twice. You decide whether hours need approval only, or client sign-off as well.

Clients see the hours

A client portal, opened from a secure link, shows logged time without rates, hour-pool balances, a message thread and period sign-off.

Budgets before they burn

Projects warn as they approach their budget, and the forecast shows cost at completion while there is still time to act.

Estimates that improve

Compare estimated and actual hours per project and task. With Scope connected, delivered hours are reported back against the original estimate.

Projects from signed work

When a contract is signed in Contracts, or an estimate is won in Scope, Time can open the project with its budget. Work items from Support and Engage appear as tasks, and the hours flow back to them.

Calendar to timesheet

Connect a Google or Microsoft 365 calendar and meetings become suggested time entries. The team calendar can be subscribed to from any calendar app.

At a glance

Time works on its own, and connects to the other CITADEL apps you use.

Ways to log time
Timer, weekly grid, plain-language quick add, recurring entries, calendar
Approvals
Multi-level, with delegation, escalation and optional client sign-off
Leave
Leave types, accruals, carryover, holidays and a leave calendar
Commercial terms
Time and materials, fixed fee, retainer and hour pools
Exports
CSV, Excel, PDF, QuickBooks, Xero and FreshBooks
Billing hand-off
Approved hours ready to pull into Invoice

The other seven apps

See Time with your own way of working.

Tell us how your team works today. We'll walk through Time using sample data shaped like your business, and show how it connects to the other apps if you use them.

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