Archive for Time Tracking

Time Tracking for QuickBooks Online

Using QuickBooks Online? Need an application to track time? Here’s a review / comparison of three applications that might meet your needs so you can pick the one that’s right for you. QuickBooks Online Time Tracking.

TSheets – Capturing your Time

There are many applications that can capture time either stand-alone or integrated with QuickBooks and other products. TSheets is one such application. It can synchronize with QuickBooks Desktop (Windows) or QuickBooks Online. Alternatively, time can be exported to a csv file for import into your billing program.

Why might you, or your clients, use a  time tracking application? Read our review, written in partnership with William Murphy, Senior Editor at Intuitive Accountant. The article can be found at Intuitive Accountant-TSheets Review.

If you would like more information on TSheets, or other ways to improve your time capture and billing process, please contact us for a consultation.

Software for Law Firms – Time Matters

If you have been following our series in Intuitive Accountant, our latest article has been posted. If you have identified your software needs to include billing and practice management, with QuickBooks for accounting, and you want powerful customization in your practice management, then you should consider Time Matters / Billing Matters from LexisNexis.

You can read this article at: Software for Law Firms – Time Matters

The New “Trend” – Improving Time Capture

There’s a pattern in the enhancements being introduced into new versions of billing and practice management software – it’s all about capturing time.

For professionals, where the main commodity sold is time, capturing a few more billable hours per day can make a big difference at the end of the year.  It seems that software vendors are recognizing this with their newest releases.

Time Matters v12 and PCLaw v12 have introduced the Time Entry Advisor. These tools are designed to identify billable time for which a time entry has not been made.  Write an email or create a document and the Time Entry Advisor is there to make sure you bill the client. Both Time Matters and PCLaw can be set up so that your time can be captured from your mobile device or any internet hotspot or connection. The mobile solution is free to those with an Annual Maintenance and Support Plan. The mobile solution also includes the ability to view calendar, contact and matter information at a high level.

Amicus Attorney offers Time Entry Assistant. This serves the same purpose as it captures the activities you perform each day within the program, from email, phone calls and documents to events and to dos. Gavel & Gown has now added Amicus TimeTracker. Amicus TimeTracker gives you the ability to see and do your time entries on your smartphone, “anytime, anywhere!” Amicus TimeTracker is free for those on a maintenance plan.

Sage Timeslips offers eCenter as way to capture time and expenses from anywhere you have an internet connection – smartphone, tablet or computer. Available as a monthly per user subscription, it can be turned on or off as needed. We suspect that Sage will be adding features to Timeslips’ next version to make it easier to capture that time you might miss.

Tabs3 / PracticeMaster also offers time capture features within the program and Tabs3 Remote Entry. Those who want more, and purchase Tabs3 and PracticeMaster Platinum, can opt for mobile access to their data with Tabs3 Connect.

You are not locked in to these programs, there are lots of options. Chrometa is designed to run on your existing system and automatically capture and categorize your time. It creates a file that can be imported into other programs, such as Timeslips. Programs like WorkTrakr, by Proximiti Communications, Inc., and AirTime Manger are designed to use your smartphone to capture the time you spend. By entering time as soon as possible, you are less likely to forget to do it later. Time spent on phone calls can be captured automatically, and you are prompted to pick the client to whom the time should be noted.  These packages can send the data to your firm in a format for importing into your current billing solution. There are also apps like ISlips and ITimekeep for IPhones, IPads and Android devices.

If you use QuickBooks you have options as well. Products like SpringAhead and BigTime are designed to capture your time from wherever you can access the internet. You can send the time to QuickBooks for billing or create invoices and send the receivable to QuickBooks for tracking.

With so many alternatives, how do you choose?

  • First look at the software you are currently using and what features are available.
  • Then look at your needs, including what type of devices you are using, where you want to work, and what you want the software to help you with.
  • If the available features in your current software don’t fully meet your needs, then it is time to look at add-ons.

Besides going out to the product websites to look at demos and features, you can call us. Time & Cents Consultants has looked closely at many solutions and we can help you find and implement the right fit.

We have mentioned many products in this newsletter. For your convenience, if you would like to investigate any of these yourself, we have included links to the websites.

Time Matters: http://www.lexisnexis.com/law-firm-practice-management/time-matters/

Time Matters Mobility: http://www.lexisnexis.com/law-firms/pdf/Time-Matters-Mobility-Brochure-Final-103011.pdf

PCLaw:  http://www.lexisnexis.com/law-firm-practice-management/pclaw/

PCLaw Mobility: http://www.lexisnexis.com/law-firms/pdf/PCLaw-Mobility-Brochure-Final-103011.pdf

Amicus Attorney and Amicus TimeTracker: https://www.amicusattorney.com/

Timeslips: http://na.sage.com/Sage-Timeslips/

Timeslips eCenter: http://na.sage.com/Sage-Timeslips/Products/eCenter

Tabs3 / Practice Master: www.tabs3.com

Tabs3 Connect: http://www.tabs3.com/products/tabs3_connect/tabs3_connect.html

Chrometa: http://www.chrometa.com/

WorkTrakr: http://www.proximiti.com/worktrakr/WorkTRAKR.aspx

AirTime Manager – Note that as of February 2014 this product has been acquired by Bellefield Systems. Information is available at http://www.bellefield.com/news/bellefield-systems-continues-expansion-airtime-manager-acquisition/

SpringAhead: https://springahead.com/

BigTime: http://bigtime.net/

A Healthy Use of Time

Community Health Center Implements Timeslips to Track Time Spent Counseling Patients Dixwell/Newhallville Mental Health Services

© Copyright, Timeslips (timeslips.com), 2004

By Caren Schwartz

In 2002, Robert Page, executive director for the Dixwell/Newhallville Mental Health Services center, a community-based, mental health center in New Haven, Connecticut, faced a dilemma: with his staff of ten mental health clinicians spending the bulk of their time working with clients, there was little time available for them to complete the extensive reports required to receive reimbursements from the state. Page needed a solution capable of extensive customization, but at a reasonable price. As a non-profit reliant on government funding, expensive medical software was not an option for them.

Serving over 600 local citizens a year, Dixwell/Newhallville strengthens families by providing family counseling, behavioral health services, positive youth development, energy assistance and conducting other wellness programs in their community. As an institution funded by the State Departments of Mental Health and Addictions, as well as Social Services, Dixwell/Newhallville is required to track all time spent with their clients, including no-shows, to meet state contract compliance goals and be reimbursed by the state.

After doing some research, Page discovered Timeslips. Though most commonly used in the legal and accounting industries, Timeslips’ user-friendly interface and flexible reporting and time tracking capabilities can meet the needs of many professional service organizations. Page began working with Best Software Certified Consultant, Caren Schwartz, to set up and customize Timeslips to meet his needs.

” To meet Dixwell/Newhallville’s reporting requirements, I developed a custom report template for them in Timeslips,” explains Schwartz. “With the template I created, it’s very easy for all of the clinicians to log their time spent with clients, as well as track additional information, such as the patient’s date of birth, living situation, date of service, time spent, and diagnosis- all necessary for their tracking purposes.”

Assisting clients is Dixwell/Newhallville’s top priority, and Timeslips helps them maintain that focus by limiting the amount of time the busy clinicians must spend on administrative tasks and reporting. All of the center’s client appointments are tracked within Timeslips, including the amount of time a clinician expects to spend with each client, the actual time spent, and the client’s diagnosis. Timeslips also enables the center to protect the confidentiality of client information entered in the program by allowing certain fields to be hidden.

” Working with Caren and Timeslips has saved us tremendous amounts of time and optimized our state dollar for required technology, allowing us to help more citizens more effectively in our urban community,” said Page. “With ten clinicians working with a number of patients day-in and day-out, keeping track of everything could be tricky; but Timeslips has helped us manage our client data and comply with state requirements, without taking time away from our primary tasks. The customization is excellent!”

Every two weeks, Page can send each report to the state electronically to ensure that the center tracks its services so the state can account for funding allocations. And getting continued funding is another benefit to the center, enabling them to continue providing quality treatment and care to the New Haven community.

Ultimately, Timeslips helps the center focus on what it does best: supporting and serving clients in the community, which benefits not just the staff at Dixwell/Newhallville, but the residents in New Haven as well.

Challenge: Dixwell/Newhallville Mental Services didn’t have the people or the time to fill out extensive reports required to receive reimbursements from the state.

Solution: Timeslips provided Dixwell/Newhallville Mental Services with customized reporting and patient tracking capabilities.

Results: With Timeslips, Dixwell/Newhallville Mental Services has saved a tremendous amount of time and optimized their state dollars, allowing them to help more citizens in their community.

© Copyright, Caren Schwartz, 2002.

Caren Schwartz is the founder of Time & Cents Consultants, LLC, a Southport, Connecticut firm that works with professionals to help them purchase, install and utilize software to manage their time and money. She is a Certified Professional Advisor for QuickbooksQuickBooks® and a Certified Consultant for Timeslips®, TimeSheet Professional® and Amicus Attorney®, as well as an Authorized Independent Consultant for Time Matters. Caren is also certified on Phoneslips®, Compulaw and TABS.

Caren Schwartz
Time & Cents Consultants, LLC
203-254-7736
E-mail: info@timeandcents.com
Website: www.timeandcents.com