Timesheets for communication and marketing agencies
An agency sells time: strategy, copy, design, calls with the client. Klokka records it while the work is being done, against the right client and project, compares it with the estimate and turns it into the timesheet the client opens from a link — and into the margin the agency reads without exporting anything.
Klokka for agencies
The client with the biggest retainer is not always the most profitable
In an agency, hours scatter into lots of small pieces: one more round of revisions, an unplanned call, a visual redone the night before it goes live. None of them is in the estimate, and at the end of the quarter your most important client can turn out to be the least profitable. Without reliable hours tied to rates and costs, the margin is not a figure: it is a hunch.
With Klokka every time entry is born attached to a client, project and activity, at the agreed rate. Billable hours become the monthly timesheet, which the client opens in the browser without an account; the same hours, set against internal cost, become the margin of the project and of the client.
What a communication agency needs
Needs shared by creative studios, digital and social agencies, press offices and marketing consultancies.
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Hours by client and by project
Knowing how many hours went to each client, campaign and activity, without piecing them together from memory on Friday evening.
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Timesheets for the client
Showing the client what was worked on during the month, entry by entry, in a document that cannot be touched up once it has been sent.
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Real margins
Revenue, internal cost and margin by project and by client, calculated on actual hours rather than on the estimate.
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Clients with several companies
Groups with several brands or companies asking for the same work: hours logged once and visible to every company involved.
From estimate to timesheet: how a project flows
Example: how the hours spent on a campaign become the monthly timesheet and the project margin.
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1 Client → Agency The client approves the estimate: the agency opens the project on the client already in Kore CRM, with rate and estimated hours.
Kore CRM -
2 Client → Agency The kick-off and progress calls with the client are in the calendar: they are logged against the project from there, without retyping them.
Kalendo -
3 Agency → Client At the end of the month the agency sends the timesheet: a protected link with billable hours and amounts, never internal costs or margin.
Klokka -
4 Client → Agency The client opens it in the browser and downloads the PDF; the agency sees the opening and the download, and the shared hours can no longer be changed.
Klokka
What you keep track of
Every client’s hours and figures, in one place
Every figure comes from the time entries, and each person sees it according to the capabilities of their typology.
- Hours by client, project, sub-project and activity
- Client, project and sub-project rates
- Estimated and used hours for every project
- Timesheets sent, with openings and downloads
- Hours already exported for invoicing
- Share of billable hours out of the total
Clear figures for the agency, no surprises for the client
The same hours serve two different accounts: the internal one and the one you send to the client.
For the agency
- Hours logged while working, from the timer or the Time Deck, already against the right client and project.
- Margins by project and by client on actual hours, with the agreed rates and the cost of the people.
- A budget goal on the estimated hours, with an alert when the project gets close to the cap.
- Every hour exported for invoicing only once: the following month starts again from the new hours.
- Colleagues’ internal cost is visible only to people with the “See other people’s internal cost” capability.
For the client
- The monthly timesheet in a link, protected by a password or a code sent by email, with no account to create.
- Hours and amounts for the period, entry by entry, with the agency’s logo, ready to download as a PDF.
- Page and emails in their own language, among the seven of the ecosystem.
- In a group with several companies, each company finds in its own timesheet the work done for it too.
Beyond the timer
The features that matter when you sell creative hours
Already in Klokka or available as extensions, depending on how the agency works.
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Time Deck
Everyday work — social media management, the team meeting — becomes a button with project and activity already chosen: one tap and the timer starts.
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Cross-project tags
Tag entries as “out of scope” or “rush” and find them in the reports of every project, without creating dummy projects.
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Questions at the end of an entry
The agency asks for the details needed on the invoice — PO number, client reference — before the entry is closed.
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Weekly approval
People submit their week, an administrator approves it or sends it back: until then those hours stay out of invoicing and exports.
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Projects with a traffic light
With Projekta, every project in one table: planned and logged hours, next delivery, overdue tasks and the reason behind the traffic light.
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Structure templates
Recurring work — a product launch, the monthly editorial plan — is saved once and starts already organised for the next client.
Kamzan products for the agency
Klokka measures time; the other modules bring in clients, plans and meetings without entering them twice.
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Klokka
Hours by client and project, rates, margins and timesheets to send to the client through a protected link.
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Projekta
Project plans, deliveries and tasks: the traffic-light project table and the team workload come into Klokka.
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Kore CRM
The shared client list: whoever is already a client in the CRM is already available in Klokka, without entering them twice.
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Kalendo
The agency calendar: kick-offs and client calls are logged against project and activity straight from the event.
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Alex