Monitor Time Sheets
Problem #1: How do you boost chargeable hours without compromising quality and management information?
Problem #2: How do you make sure you have timely and complete information for billing decisions?
Problem #3: How do you make sure the right information is in the right hands at the right time for effective, timely decisions?
To reduce the Time-to-Cash Conversion Cycle, you need the right information at the right time for billing.
Getting the right information means hours charged to projects must be recorded as soon as possible after the work is done. One part of time-saving workflow is a clear company policy and reasons:
“All time cards must be entered and complete before going home for the day.
“Hours worked are not just for payroll. Your hours – their accuracy, their timeliness, their completeness – are the foundation of management information and billings in our firm. Without the right information available when we need it, our potential to grow and succeed is reduced.”
Even with such a timekeeping policy, we human beings tend to fight change. It takes time and reinforcement to build new habits, like entering hours worked (and expenses) once or twice a day. You could police everyone. Your workflow might be:
- Check hours recorded each morning
- Email, call or visit timekeepers to remind them about tardy time sheets
- Repeat the next day
Reminding timekeepers is an effective habit-builder but it eats time (revenues and profits). Those 75, 100, 200 or more hours per year spent reminding staff and managers can be more productive and quite likely, billable.
BillQuick automates this workflow. Using Agent Workflow Automation, time sheets are checked every day. Tardy timekeepers automatically receive an email reminder to put in their hours. Optionally, you can also send an email to an employee’s or contractor’s supervisor in the firm. The person is also added to a list of timekeepers with incomplete time sheets. Hard-to-change cases will stand out.
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Read Part 2 – Schedule Reports
