ClickTime
Employee timesheet and expense tracking software with comprehensive approval workflows. Allows project managers to approve time on specified projects, with each submitted timesheet organized and compliant with guidelines. Features resource planning, budget tracking, and detailed analytics for professional service organizations.
Last updated: 2026-03-20 12:37
Overview
ClickTime is a comprehensive employee time tracking and resource management platform designed for professional service firms, agencies, and project-based organizations. With robust timesheet approval workflows, budget tracking, and resource planning capabilities, ClickTime helps organizations accurately capture time, control costs, and optimize resource allocation.
Features
Time Tracking
- Flexible Entry Methods: Timers, manual entry, or bulk timesheet entry
- Project & Task Tracking: Multi-level project hierarchies with detailed task breakdowns
- Activity Codes: Customizable activity types for granular time categorization
- Timesheet Views: Daily, weekly, or monthly timesheet layouts
- Mobile Apps: iOS and Android apps for time entry anywhere
- Offline Mode: Track time without internet, sync when connected
- Time Entry Templates: Save and reuse common entry patterns
Timesheet Approval Workflows
- Project-Level Approval: Managers approve time for their specific projects
- Multi-Level Approvals: Sequential approval chains (Manager → Director → Finance)
- Delegated Approval: Temporary approval authority for backup approvers
- Bulk Approval: Approve multiple timesheets simultaneously
- Exception Handling: Flagging and resolution of timesheet issues
- Approval Status Tracking: Real-time visibility into approval pipeline
- Deadline Management: Configurable submission and approval deadlines
Compliance and Organization
- Standardized Format: Consistent timesheet structure across organization
- Policy Enforcement: Business rules ensure compliance
- Required Fields: Mandate necessary information for each entry
- Audit Trail: Complete history of submissions, approvals, and modifications
- Labor Law Compliance: Track breaks, overtime, and regulatory requirements
- Client Requirements: Adapt to specific client billing standards
Expense Tracking
- Expense Entry: Log business expenses with receipts
- Receipt Capture: Mobile app photo capture of receipts
- Expense Categories: Customizable expense types
- Billable Expenses: Flag expenses for client billing
- Mileage Tracking: Built-in mileage calculator
- Credit Card Integration: Import expenses from card statements
- Expense Approval: Separate approval workflow for expenses
Resource Planning
- Capacity Planning: Visualize team availability and workload
- Resource Allocation: Assign people to projects based on capacity
- Skill Matching: Match resources to projects by skillset
- Utilization Tracking: Monitor billable vs non-billable time
- Forecasting: Plan future resource needs
- What-If Scenarios: Model different allocation strategies
- Availability Management: Track PTO and availability
Budget Management
- Project Budgets: Set time and cost budgets per project
- Real-Time Tracking: Monitor budget consumption as time is tracked
- Budget Alerts: Warnings when approaching or exceeding budgets
- Budget vs Actual: Compare planned to actual time and costs
- Multi-Currency: Handle international projects and rates
- Rate Management: Different billing rates by role, person, or project
Reporting and Analytics
- Standard Reports: 50+ pre-built report templates
- Custom Reports: Build tailored reports with report builder
- Dashboards: Real-time visibility into key metrics
- Time Analysis: Understand how time is spent across projects and activities
- Utilization Reports: Billable percentage and capacity metrics
- Profitability Analysis: Project-level profit and loss
- Trend Analysis: Historical patterns and forecasting
- Export Options: PDF, Excel, CSV formats
Integration Capabilities
Project Management:
- Jira integration
- Asana connection
- Microsoft Project sync
- Salesforce integration
Accounting & Payroll:
- QuickBooks integration
- Xero connection
- ADP payroll export
- Generic payroll formats
Business Tools:
- Microsoft 365 integration
- Google Workspace connection
- Slack notifications
- Zapier connectivity
Approval Workflow Details
Project Manager Approval
- Scope: Approve time entries for assigned projects only
- Visibility: See only relevant project time entries
- Authority: Accept, reject, or request changes to entries
- Comments: Add feedback or questions to time entries
- Batch Actions: Approve multiple entries for a project at once
Hierarchical Approval
- First Level: Project or team manager reviews
- Second Level: Department head or director approves
- Final Level: Finance or executive approval (optional)
- Conditional Routing: Route based on entry characteristics
Organized Submissions
- Standardized Format: All timesheets follow same structure
- Required Information: Enforced fields ensure completeness
- Clear Attribution: Who, what, when, why always visible
- Supporting Details: Notes and justifications included
- Compliance Checks: Automated validation against guidelines
Use Cases
Professional Services Firms
- Track billable hours by client and project
- Multi-tier approval for billing accuracy
- Resource allocation across engagements
- Profitability analysis per client
Consulting Companies
- Consultant utilization tracking
- Project budget management
- Expense reimbursement workflow
- Resource capacity planning
Creative Agencies
- Track time by client and campaign
- Approve creative vs production time separately
- Monitor project profitability
- Plan resource allocation for pitches
IT and Software Development
- Sprint time tracking
- Bug vs feature development time
- Client project vs internal work
- Capacity planning for releases
Non-Profit Organizations
- Grant time tracking and reporting
- Program-level time allocation
- Compliance with funder requirements
- Volunteer time tracking
Benefits
- Improved Accuracy: Structured approval process catches errors
- Better Visibility: Real-time view of time allocation and project status
- Cost Control: Budget tracking prevents project overruns
- Optimized Resources: Capacity planning maximizes utilization
- Faster Billing: Approved timesheets flow directly to invoicing
- Compliance Assurance: Meets labor laws and client requirements
- Data-Driven Decisions: Analytics inform project and resource decisions
Mobile Experience
Employee App:
- Quick time entry with recent projects
- Timer functionality for real-time tracking
- Expense capture with photo receipts
- Timesheet submission
- Approval status visibility
Manager App:
- Approve timesheets on the go
- View team capacity and allocation
- Access key reports and dashboards
- Receive approval notifications
Security and Compliance
- Data Encryption: Bank-level encryption at rest and in transit
- Role-Based Access: Granular permissions and data visibility
- SOC 2 Type II: Certified secure infrastructure
- GDPR Compliant: Meets European data protection standards
- DCAA Compliant: Supports government contractor requirements
- Regular Backups: Automated data backup and recovery
- 99.9% Uptime: Reliable availability SLA
Implementation
ClickTime offers:
- Guided Setup: Step-by-step configuration wizard
- Data Import: Bulk import of users, projects, and historical data
- Training Resources: Video tutorials, documentation, live training
- Dedicated Support: Implementation specialists assist with setup
- Ongoing Success: Customer success team for continued optimization
Pricing
ClickTime offers tiered pricing based on features:
Starter ($12/user/month, billed annually):
- Time tracking
- Basic approvals
- Standard reports
- Mobile apps
- Email support
Team ($15/user/month, billed annually):
- All Starter features
- Advanced approvals
- Expense tracking
- Custom reports
- Budget management
Premier ($27/user/month, billed annually):
- All Team features
- Resource planning
- Advanced analytics
- Custom integrations
- Priority support
- Dedicated account manager
Enterprise (Custom pricing):
- All Premier features
- Unlimited projects
- Advanced security
- SLA guarantees
- Professional services
- Custom development
All plans include:
- 30-day free trial
- No setup fees
- Unlimited projects (Premier and Enterprise)
- Mobile apps
- Regular updates
Minimum 5 users. Volume discounts for 100+ users.
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