Project and activity time tracking for billing, costing and capacity planning
XperienceHR records time against clients, projects, activities and tasks on the web and in the mobile app. Timesheets follow your approval workflow, billable and non-billable hours are separated at source, and approved data feeds client billing, project costing and payroll.
Web and mobile time entry · Approval workflows and timesheet locking · SAML single sign-on
Reliable project time, at the level of detail you need
For professional services, engineering and shared-service teams, project time is the basis for client billing, cost allocation and capacity planning. XperienceHR captures it from client and project down to activity and task, and keeps it consistent across countries, legal entities and teams.
Clients, projects, activities and tasks
Create any number of clients, projects and activities, with optional task-level tracking. Projects carry a status, budget and planned hours, and team members are assigned per project.
Flexible timesheets
Daily, weekly and monthly timesheets, with entries recorded as durations or with a start/stop timer. Entries can be copied, moved and annotated, and managers can record time on behalf of their team.
Billable and non-billable time
Billable and non-billable hours are separated at source, and employee groups and project rates support accurate client billing and project costing.
Exception-based time tracking
For teams working to a planned schedule, worked hours are generated from the work calendar, and employees record only deviations and absence.
Expense tracking
Employees submit project and company expenses with receipts. Expenses are categorised, approved and exported for reimbursement and client recharging.
Mobile app
Employees record time in the iOS and Android app, online or offline, and entries sync to the same timesheets used on the web.
Approval workflows, locking and permissions
Choose a standard workflow, in which the employee submits, the line manager approves and HR closes the period, or add a project manager approval step. Reminders go only to the employees and approvers who have not yet completed their step, which keeps timesheet compliance high without manual follow-up.
Timesheet locking
Periods are locked by date, automatically at month-end if required, so approved data and reports cannot be changed afterwards. Only administrators can reopen a locked period.
Role-based permissions
Roles define which projects each employee can book time to, which reports they can see and which settings they can change, aligned with your organisation structure.
Monthly employee feedback
A monthly feedback step built into the timesheet gives employees and managers a structured check-in without a separate tool.
Reporting for billing, costing and management
- Project, client, employee and company reports, with Excel and PDF export.
- Comprehensive reports with one line per time entry, including project, costing, billing and classification fields for finance and project accounting.
- Timesheet status and overdue timesheet reports to monitor submission and approval ahead of each closing.
- Saved report favourites, so project managers and finance work from the same view every month.
One platform for project time, attendance and absence
Time Tracking runs on the same platform as Attendance and Absence Management, with one record per employee and SAML single sign-on through your identity provider. Approved time and absence can be delivered to payroll through the payroll engine and XP-Hub, and client and project data can be imported and exported to keep XperienceHR aligned with your ERP and project systems.
Frequently asked questions about project time tracking
Yes. Employees record time in the XperienceHR app for iOS and Android, and managers can approve on mobile as well.
Yes. Billable and non-billable time is distinguished at the point of entry, and project rates and employee groups support billing and costing reports.
Yes. Periods can be locked by date or automatically at month-end, so approved data cannot be changed. Only administrators can reopen a locked period.
Yes. Approved time and absence can be delivered to your payroll provider through the payroll engine and XP-Hub, on the provider’s pay codes.
See project time tracking with your own structure
In 30 minutes we map your clients, projects and approval steps, and show how approved time reaches billing, costing and payroll.
Prefer to write first? info@xperiencehr.com · +421 905 440 035 · USA +1 646 926 0897