Time Tracking System

Version: 1.0
Last Updated: 2025-01-27
Owner: Service Delivery
Status: Active System

Overview

This document outlines Zixly’s time tracking system for accurate project billing, resource allocation, and service delivery optimization. All billable work must be tracked for client transparency and internal analysis.

Time Tracking Categories

1. Project Work

Description: Direct client project activities Billing: Billable to client Categories:

• Platform setup and configuration
• Workflow development
• Integration implementation
• Testing and validation
• Documentation creation
• Training delivery

2. Consulting Work

Description: Client consultation and advice Billing: Billable to client Categories:

• Discovery and scoping
• Technical assessment
• Strategy consultation
• Problem solving
• Optimization recommendations

3. Support Work

Description: Ongoing client support Billing: Billable to client (retainer or hourly) Categories:

• Issue resolution
• Performance monitoring
• User support
• System maintenance
• Optimization work

4. Internal Work

Description: Non-billable internal activities Billing: Not billable Categories:

• Business development
• Marketing activities
• Internal training
• Process improvement
• Administrative tasks

Time Tracking Requirements

Mandatory Tracking

• All client work must be tracked
• Minimum 15-minute increments
• Detailed descriptions required
• Project codes assigned
• Client approval for billable work

Time Entry Standards

• Date: Work performed date
• Client: Client name or project
• Category: Work type classification
• Description: Detailed work description
• Duration: Time spent (hours.minutes)
• Billable: Yes/No flag
• Approved: Client approval status

Documentation Requirements

• Clear, specific descriptions
• Technical details included
• Business value explained
• Client communication noted
• Deliverables identified

Time Tracking Process

Daily Time Entry

Frequency: Daily Deadline: End of business day Format: Time tracking system

Required Information:

• Date and time worked
• Client/project identification
• Work category
• Detailed description
• Duration
• Billable status

Weekly Review

Frequency: Weekly Deadline: Friday 5 PM Participants: Project manager, team lead

Activities:

• Time entry accuracy review
• Billable time validation
• Client communication
• Project status update
• Resource allocation review

Monthly Analysis

Frequency: Monthly Deadline: 5th of following month Participants: Service delivery team

Activities:

• Time tracking accuracy analysis
• Billable time optimization
• Resource utilization review
• Client satisfaction correlation
• Process improvement identification

Billing Integration

Billable Time Processing

Process:

1. Time entry approval
2. Client notification
3. Invoice generation
4. Payment processing
5. Revenue recognition

Retainer Management

Process:

1. Monthly retainer allocation
2. Time tracking against retainer
3. Overage billing
4. Retainer renewal
5. Service level monitoring

Hourly Billing

Process:

1. Time entry validation
2. Client approval
3. Invoice generation
4. Payment collection
5. Revenue recognition

Time Tracking Tools

Primary System

Tool: [Time Tracking System] Features:

• Project-based time tracking
• Client billing integration
• Reporting and analytics
• Mobile access
• Team collaboration

Backup System

Tool: Spreadsheet template Use: System downtime or backup Format: Standardized Excel template

Integration

Tools: Project management, invoicing Purpose: Seamless workflow Benefits: Reduced manual entry

Reporting and Analytics

Daily Reports

Content:

• Time entries by project
• Billable vs. non-billable time
• Team utilization
• Client work status

Recipients: Project managers, team leads

Weekly Reports

Content:

• Project time summaries
• Billable time totals
• Resource utilization
• Client satisfaction metrics

Recipients: Service delivery team, management

Monthly Reports

Content:

• Revenue by project
• Time tracking accuracy
• Resource optimization
• Client profitability

Recipients: Management, finance team

Quality Assurance

Time Entry Validation

Process:

• Daily review of entries
• Accuracy verification
• Client approval confirmation
• Billing validation

Client Communication

Process:

• Time entry notifications
• Billing transparency
• Approval requests
• Dispute resolution

Continuous Improvement

Process:

• Monthly accuracy analysis
• Process optimization
• Tool enhancement
• Training updates

Compliance and Audit

Record Keeping

Requirements:

• 7-year retention
• Detailed descriptions
• Client approvals
• Audit trail

Audit Preparation

Requirements:

• Complete time records
• Client documentation
• Billing verification
• Compliance documentation

Client Transparency

Requirements:

• Detailed time reports
• Billing explanations
• Approval processes
• Dispute resolution

Training and Support

New Team Member Training

Content:

• Time tracking system training
• Billing process education
• Client communication protocols
• Quality standards

Ongoing Training

Content:

• System updates
• Process improvements
• Best practices
• Compliance requirements

Support Resources

Available:

• System documentation
• Process guides
• Training materials
• Help desk support

Performance Metrics

Time Tracking Accuracy

Target: 95%+ accuracy Measurement: Client approval rate Action: Training and process improvement

Billing Efficiency

Target: < 5% billing errors Measurement: Invoice accuracy Action: Process optimization

Client Satisfaction

Target: 90%+ satisfaction Measurement: Client feedback Action: Service improvement

Continuous Improvement

Monthly Reviews

• Time tracking accuracy
• Billing efficiency
• Client satisfaction
• Process optimization

Quarterly Assessments

• System performance
• Team training needs
• Process improvements
• Tool enhancements

Annual Planning

• System upgrades
• Process optimization
• Training programs
• Strategic improvements

Document Version: 1.0
Last Updated: 2025-01-27
Owner: Zixly Service Delivery
Review Cycle: Monthly