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Timesheets for software houses and IT consulting

Jobs are estimated in days and consumed in hours: if the hours are pieced together at month end, the overrun shows up when it is already on the invoice. With Klokka, developers and freelancers record time against the job as they work, and whoever runs it sees planned and used hours, team workload and margin.

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Klokka for software houses

A fixed-price job is lost one hour at a time

In a software house the quote is made of estimates: analysis, development, testing, release. Then come the change requests, the extra calls, the bug to fix under warranty. If hours are not tied to the job when the work is done, the real figure is worked out once the project is closed, when there is nothing left to correct.

Klokka puts every hour on client, project, sub-project and activity, values it with rates and labour cost, and compares it with the estimates held in Projekta. Freelancers work within an agreed hours allowance, and the client receives the monthly statement as a link, not as a spreadsheet.

What teams working by the job need

Needs shared by software houses, web agencies and IT consultancies, with employees and external collaborators.

  • Hours on the right job

    Every hour linked to client, project, phase and activity while the work happens, not reconstructed from memory at month end.

  • Freelancers within their allowance

    The hours agreed with an external consultant kept in one place, with the balance visible to them and to whoever engaged them.

  • Who has room this week

    Before taking on new work, knowing who is already full and who is on leave, without going from desk to desk.

  • The margin before the final figures

    Estimated against recorded hours, cost against revenue, job by job, while the project is still open.

From estimate to client statement: the life of a job

Example: how developers’ and freelancers’ hours reach the job and become figures for whoever runs it.

  1. 1 Project manager → Team

    The project manager plans the job in Projekta — phases, estimates, deliveries — and, before assigning tasks, checks Team workload to see who has free hours.

    Projekta
  2. 2 Team → Project manager

    Developers and freelancers record hours against the project and the task, with the timer or a Time Deck button. A freelancer can only record where they have an active allowance.

    Klokka
  3. 3 Team → Project manager

    Sprint reviews and client calls are logged against project and activity straight from the meeting: meeting hours come in without being typed again.

    kMeeting
  4. 4 Project manager → Team

    In Jobs the project manager reads planned and recorded hours and the reason behind each traffic light; if a job is overrunning, the work is redistributed before the delivery.

    Klokka

What you keep under control

The figures of a job that Klokka keeps in order

Collected while people work, read by those with the privilege to see them.

  • Hours per job, phase and activity: analysis, development, testing, meetings
  • Hours worked against hours estimated on every task and subtask
  • Each freelancer’s allowance, with balance, alert thresholds and expiry
  • Billable and non-billable hours, with tags for warranty and internal work
  • Labour cost, revenue and margin of every job
  • Monthly client statements, with opens and downloads tracked

More control for whoever runs the jobs, less admin for whoever writes the code

The same data serves both sides, and it is entered only once.

For the software house

  • A job overrun is visible as it happens, with the reason next to the traffic light.
  • A freelancer’s allowance is not exceeded by accident: once it is used up the timer stops, if you decide so.
  • Margin calculated on real hours, with rates per client and project and labour cost.
  • The client statement is a protected link with only what is billable: internal cost and margin stay inside.
  • Hours already exported for invoicing stay marked: the next month they do not end up in the file again.

For developers and freelancers

  • A Time Deck button for the everyday project: no three menus to start the timer.
  • Tasks with deadline and estimate, and the hours already spent next to them: nobody has to ask how far along you are.
  • Freelancers see used and remaining hours and the expiry of their allowance, and get an alert at each threshold.
  • Everyone sees only what they need: internal activities stay hidden from external people.

Beyond the timer

The Klokka features a software house needs

Some are extensions, and Jobs and Team workload read their data from Projekta.

  • Jobs

    For each job, planned, recorded and remaining hours, next delivery and overdue tasks, with the reason for the traffic light. Requires Projekta.

  • Team workload

    A grid of people by day: committed hours against workable hours, with leave and closures already subtracted. Requires Projekta.

  • External collaborators

    An hours allowance per freelancer and project, with its own rate, alert thresholds and the timer blocked once it is used up.

  • Tasks and subtasks

    Deadline and estimated hours, recorded hours against the estimate and, on closing, whether the task was on time.

  • Client statements

    The month’s detail in a link protected by a password or an emailed code, revocable, with the access history.

  • Budget goals

    A cap of hours on the project: an alert near the limit and when it is exceeded, without blocking any entry.

Kamzan products for a software house

Klokka records the hours; the other three link them to the plan, the meetings and support.

Why trust Kamzan