Recording hours with a project organisation

A project organisation is a temporary organisation set up to carry out a project. The organisation has a project director, project departments and its own project managers. The employees of a project organisation are employees of different companies, in other words the project partners.

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What is a project organisation?

The organisation can be a separate, temporary legal entity set up for the project, for example in the form of a VOF (general partnership) or a THV (temporary joint venture). A project organisation decides on its own administration. Because several partners work together, there is a risk that hours data is delivered in different formats and at different moments. That can result in an unnecessarily complicated and time consuming expense process. ClockWise offers a solution for this. Working in one system prevents it. A uniform process is created for recording, approving and reporting hours. A basis for the dashboards and the financial administration, independent of the partners. And it saves time. At the same time, the partners can view the hours of their own employees in the system themselves.

The process of recording hours and the roles

The project employee The project employee records hours and submits them to the project manager for approval. A project employee can record hours on different sub-projects. A rate applies to the hours recorded. The project manager The project managers can see the timesheets submitted for their part of the project. They can approve or reject these hours and send them back to the project employee. The project manager can see all hours recorded on their sub-project. Those are the hours of all project employees, regardless of the project partner. The project director The project director can view all hours recorded in the project and approve the managers' hours. The finance manager The finance manager can process the approved hours financially. For every partner they can print a list of hours with the hours that may be claimed. The finance manager has insight into the total of hours claimed for the project and the sub-projects, and the amounts that go with them. They keep track of changes to the rates. Viewing manager When a partner receives a pro forma invoice, the viewing user of that partner can check the hours in the system once more. Hours can then still be exported to other systems. Project administrator or system administrator The administrator supervises the process. They make sure employees can do their job by assigning permissions and granting access to the data they need. The administrator takes care of maintaining the process.

Why ClockWise?

The options in ClockWise fit the structure of the project organisation described above, the process and the roles and permissions perfectly. Functional ClockWise makes sure data is available in a uniform way. The process of recording hours and claiming expenses is arranged centrally. The project partners can view their own hours themselves, while the system stays independent of the partners. Reports on projects are available for project managers. Data can be exported or connected to other systems, such as a dashboard or the accounts. Clear roles and permissions on the data entered, with clarity about who can see which data. Operational There is a short implementation time. It is easy to scale up and down. That comes in handy in the different phases of the project, when more or fewer employees need to keep track of hours. It is online and also available through apps. No external people need to come into your own system. Keep your data with the right people. Independent third party.

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Frequently asked questions

See if your answer is here

Am I required to keep a record of hours worked?

Yes. As an employer in the Netherlands you are required to record the hours your employees work. That is laid down in the Working Hours Act. The law is simply there to make sure people do not work too much and get enough rest. How exactly you keep those records is up to you, as long as your registration is clear and reliable. Discover here how ClockWise can help you keep a clear and correct record of hours.

Is switching to ClockWise complicated?

No, switching to ClockWise is simple. The system is easy to use and quick to understand, so you can get started without long or expensive implementation projects. We guide you through the setup where needed, so you can switch quickly and smoothly and work efficiently right away.

What service does ClockWise offer?

Our customer service is directly available by phone, by email or through the website. No ticket systems or endless waiting times, but a colleague who thinks along with you straight away. Whether your question is about settings, reports or invoicing, we are here for you. Many customers choose ClockWise precisely because of our personal approach and short lines.

Does ClockWise have a knowledge centre?

ClockWise has kenniscentrum.clockwise.info, where you can find answers to your questions about time tracking and the hours screen, the holiday card, the reports and the financial options in ClockWise. If you get stuck, you can always contact our service desk.

Does ClockWise have an API?

ClockWise has an API. It is accessible once you have a ClockWise subscription. With the API you can retrieve data for your dashboard, for example in Power BI or Qlik, or you can create projects and employees.

What does time tracking give me?

Time tracking offers many benefits. It gives insight not only into employee activity and productivity, but also into costs and the efficiency of your work processes. Time tracking is also important for assessing project status and returns, and it forms the basis for accurate invoicing. It also allows companies to improve their operational efficiency.

Why is time tracking important for R&D projects?

Do you work on innovative projects, or do you want to make use of subsidies such as the Dutch WBSO? Then good time tracking is often mandatory. The government wants to know exactly how much time is invested in research and development. By keeping your hours neatly, you can easily show that you meet the conditions. That way you avoid missing out on a subsidy and you always have insight into the effort within your R&D projects. Read more here about how ClockWise supports time tracking for the WBSO.

Can I use iDEAL payment links in my invoices?

Yes. With a Mollie account you can easily add iDEAL payment links to your invoices in ClockWise. Customers pay faster and you keep an overview. You connect it by entering your Mollie API key in ClockWise and setting the payment link as a default or per customer. Our team is of course happy to help you integrate this. See here how to add an iDEAL link to invoices.