Logged on the job, not in Excel.
- Logging on job, ticket or service case
- Browser, installable app and terminal
- Category billable or internal per entry
Job time tracking for service and maintenance, clean all the way to the invoice.
Staff log their hours to the job, the ticket or the service case. A billing rule separates billable from internal time, and from it the invoice and the activity record grow. Part of teamspace time tracking, with no module surcharge.
Billable or internal
Logged is not the same as billed.
Staff log honestly what they worked on the job. What of it the customer pays for is decided by a billing rule: by interval, by cap per visit, by SLA period. The internal and the goodwill shares stay visible, but out of the invoice.
Maintenance Müller · #A-2231 recorded
Mon · on-site visit 2:30 h
Tue · remote support 1:30 h
Wed · travel buffer 1:00 h
recorded 5:00 h
Billing rule
billable 4:00 h
lands on the invoice
internal · goodwill 1:00 h
not charged to the client
Recorded is not the same as charged. The rule decides what reaches the client.
What it is about
What job time tracking delivers.
Job time tracking is the logging of working time onto the operational job object: a service case, a maintenance visit, a repair, a ticket. Unlike a pure attendance or project time tracking approach, staff do not log against an abstract phase, but against the job that is billable to the customer.
The entry runs the same way as the rest of the time tracking: in the browser at the desk, in the installable web app on the move, at the tablet as a terminal in the workshop. Every hour gets a category, typically the distinction billable or internal, and a short description.
At the click of a button it is therefore clear what a job cost in effort and how much of that belongs on the invoice. No second system, no gathering up at month end.
Scope
What matters with job time.
Three things decide whether logged hours turn into a clean invoice.
Billable kept cleanly apart.
- Eight rules assign time to the line items
- Interval and cap per visit
- Maintenance and SLA periods billable
One source all the way to the invoice.
- Invoice from released hours
- Activity record as an attachment
- Contribution margin per job and customer
Data model
Service case, maintenance or ticket: one model.
teamspace holds the concept of a job in a flexible data model that can be set up per engagement. So the same logic fits different job types, without a second application running alongside.
- Service case: a complaint or an incident with response and resolution time.
- Maintenance contract: a running contract with periodic visits, such as quarterly maintenance.
- Work order: a bounded piece of work, billed as a fixed price or by effort.
- Ticket: a smaller unit from the service desk with a set handling time.
Each type can carry its own fields, rates and approval paths. A job turns into a project at the click of a button, when the work needs a structure of subprojects and work packages.
From job to invoice
How a job runs through the system.
- 1
Create the job
From a quote, a maintenance contract or a service case a job is created with customer, rates and flat fees. Templates speed up recurring job types.
- 2
Log hours
Staff log on site via the installable web app, in the back office via the browser, in the workshop at the terminal. Every hour lands on the job.
- 3
Travel time and travel costs
Travel time to the visit is captured with it, travel costs are posted as a per-kilometre flat rate or a per-kilometre rate. The travel expenses run into the same billing.
- 4
Review and release
Dispatch and job leads review the hours, release them or correct them. Every change carries the editor and a time stamp.
- 5
Invoice and payroll
From the released hours the customer invoice grows, with an activity record, while attendance and overtime data run in parallel into payroll preparation.
Introductory call
Does this fit your job types?
In 30 minutes we go through your job types and rates and clarify how the billing rules should apply for you. Afterwards you can see whether teamspace fits your job handling.
“I save a lot of time writing invoices.”
Billing
Every job bills to its own plan.
Not every job is billed in one sum at the end. teamspace runs a payment plan per job and decides per line item when and how it is billed.
- Instalment as a fixed amount, for instance at the start of the job.
- Percentage by progress, also per subproject.
- Line item tied to a date or to a status.
- Final invoice as the remaining amount less the instalments already issued.
The software reports when the next invoice is due and adds the billable line items. More complex cases from order billing and maintenance follow the same rules.
Use cases
What builds on job time.
The logged hour on the job is the way in. From the same entry these use cases grow, without a second system.
Log project hours
Hours on project and phase, distinguished billable or internal.
Learn moreProject time tracking
Utilisation and margin in real time for longer-running projects.
Learn moreActivity record
Hours record per job as a PDF at the click of a button.
Learn moreDigital timesheet
Replace the Excel template with an auditable approval workflow.
Learn moreTravel expenses
Travel time and travel costs to the visit, straight on the job.
Learn moreCheck-in time tracking
Clock in with one click, in the browser, in the app or at the terminal.
Learn moreAnalysis
Margin per job works itself out.
Because the hours hang on the job and the internal rates are stored, teamspace keeps calculating labour costs and contribution margin as it goes. No one has to gather figures from three lists for that.
- Utilisation per technician: billable hours in relation to the target working time.
- Margin per job and customer from fee, valued hours and costs.
- Job status as a cumulative invoice: delivered, issued, open at a glance.
If you like, in project controlling you can be warned as soon as a job runs out of margin or a maintenance contract falls behind. So you can steer against it before the customer complains.
In numbers
One entry, one path all the way to the invoice.
What sets job time tracking apart from a stopwatch app are the rules in between, not the capture alone.
- 8
Billing rules
Interval, cap, category, editor
- 4
Payment plan types
Instalment, percentage, line item, final invoice
- 3
Capture paths
Browser, app, terminal
- 1
System all the way to the invoice
with no export in between
Scope
Job time tracking features at a glance.
Capture
- Logging on job, ticket and service case
- Browser, installable web app and terminal
- Stopwatch for the exact duration
- Templates for recurring entries
- Category billable or internal per time
Billing
- Eight billing rules per job
- Billable and internal time kept apart
- Maintenance and SLA periods billable
- Payment plan with four types
- Travel time and travel costs on the job
Analysis
- Utilisation per technician and team
- Margin per job and customer
- Job status delivered, issued, open
- Audit trail for every correction
- DATEV-certified hand-over in enterprise
Who for
Who job time tracking pays off for.
Service firms with field staff
Log hours on site, capture travel time, billable and internal kept cleanly apart.
Maintenance and servicing businesses
Maintenance contracts with periodic visits and interval billing, a separate rate per contract type.
IT service providers and systems houses
Hours on tickets and service cases, support flat fees, SLA periods in one application.
Firms with service contracts
A mix of fixed contracts and one-off jobs, each with its own rate and payment plan.
Part of teamspace time tracking
Job time is one view of time tracking.
The same logged hour maintains attendance and overtime accounts, fills timesheets and the activity record and becomes the billing base. How the whole module fits together is shown in the time tracking overview.
To teamspace time trackingWhat matters
Bill maintenance contracts and SLAs cleanly.
In the service and maintenance business the captured time is rarely the same as the billed time. An SLA sets fixed intervals, a maintenance contract covers a certain number of hours, some work runs on goodwill. Whoever recalculates that by hand at month end loses time and margin.
teamspace solves this with rules rather than rework. A captured job time can be rounded up or down to the agreed interval, a cap per visit limits the billable time, a category separates billable from internal shares. What remains is a traceable invoice that matches the contract.
From the same data the activity record grows as an attachment to the invoice, and the job status shows which services are delivered, issued and still open. So the job handling stays in one application from the first entry to the final invoice, with no transfer into a second.
Introductory call
Let us look at your job handling.
We discuss your job types, the rates and flat fees and the path from the logged hour into invoice and payroll. A short call shows whether teamspace fits.
Related modules
Three modules draw directly on job time.
From the logged hour on the job come project figures, invoices and payroll data. Here are the shortest paths into the adjacent modules.
Project management
From a job a project with structure, plan-vs-actual and contribution margin grows at the click of a button.
- Job becomes subprojects and work packages
- Plan-vs-actual and margin up to date daily
- Utilisation per person and team
Invoicing software
Released job hours become the billing base with no export, with rates, flat fees and travel costs.
- Instalment, partial and final invoice
- ZUGFeRD and XRechnung
- Hand-over to DATEV Unternehmen online
HR software
Attendance, overtime and absences run prepared into the payroll office, with no double maintenance.
- Export payroll data prepared
- Overtime accounts per member of staff
- Leave and sickness in the same system
Frequently asked questions on job time tracking
What sets job time tracking apart from project time tracking?
Project time tracking is designed for longer-running projects with phases and work packages. Job time tracking is tailored to operational jobs, that is maintenance visits, service cases, repairs or tickets. teamspace covers both models in one application, freely configurable per engagement.
Does job time tracking also work without internet on site?
No. teamspace is a cloud application and needs an active connection. The installable web app on iOS and Android uses the mobile or Wi-Fi connection; local buffering of entries is not provided.
How does teamspace separate billable from internal time?
Every entry gets a category, typically the distinction billable or internal. At billing, eight rules assign the time to the line items, for instance via a cap per visit or a fixed interval. So maintenance and SLA situations, where the billed time differs from the captured time, can also be billed cleanly.
How does teamspace handle travel time and travel costs?
Travel time to the visit is captured as its own time. Travel costs can be posted as a per-kilometre flat rate or a per-kilometre rate, and the system calculates meal allowances by duration and country. The travel expenses run into the same job billing.
Can we store our own rates per job?
teamspace runs a time-versioned internal hourly rate per member of staff for cost accounting. For billing the customer, the billing rules and the line items of the job determine which time goes onto the invoice at which rate and with which flat fees.
How do the captured job hours get into the invoice?
Released job hours become the billing base in the teamspace invoicing software. Hours, flat fees and travel costs are merged into one invoice, in the desired order and with text per line item. An activity record grows as an attachment.
Where is the job time tracking data stored?
The job, time and billing data resides exclusively in the EU, in two geo-redundant data centres in Frankfurt am Main with ISO 27001 certification. teamspace is Made in Germany and GDPR-compliant; the contracting party is 5 POINT AG from Darmstadt.
Let us bring your job time onto the invoice.
We go through your job types and billing rules and show the path from the entry on site to the final invoice. A short call clarifies whether teamspace fits your job handling.