Bill4Time Project Management
Bill4Time is a great time tracker tool that can serve as a great project management resource. Bill4Time specifically tracks time and any project-related expenses to a particular project or client. Upon setting up an account, the system prompts you to input information related to your organization as well as a standard client or project that the system can use as a template when creating new projects for a particular user.
Bill4Time is laid out nicely, with all the primary functions listed along the time for easy use. As one can clearly see, it is incredibly easy to add a project and select a client that is billed or associated with that particular project. This provides really enhances the billing, invoicing, and reporting functions of the system.
The overall layout and visibility of Bill4Time is very simplistic, however, its functions and abilities are far from basic or fundamental. Additionally, the system as a whole is fairly intuitive and easy to navigate. One of the great benefits to this system is that it isn’t cluttered with a lot of extra features or functions, which can be confusing for a user looking for a specific function. To refer back to a particular project, simply click “Projects”, and to refer back to the dashboard, click “Dashboard”. There aren’t too many screens to navigate through or get stuck in, making Bill4Time a great time-saver when managing projects.
Time and Expense Tracking
A huge strength of Bill4Time is its ability to manage and track time and expenses for each client and project. While other project management resources and tools are heavily built on managing and assigning tasks and to-dos, Bill4Time focuses on time management, accounting and managing expenses, and even tracking team members’ time on projects.
It’s incredibly easy to add time, expenses, and add batches. It also gives the user two opportunities to ensure they are adding or billing time to the correct day. The “date” category defaults to the current day, and the date is also highlighted along the bottom, showing a total number of hours billed and tracked for the day as well as the week.
In order to add a new time entry, simply click the prompt: “Create new time entry” shown at the bottom. From there, a separate window opens which gives the user the opportunity to detail the services performed, select the entry time, which defaults to “hourly”, select the activity performed, as well as the particular client. This is a great system particularly for those organizations who work with a number of suppliers where time needs to be accurately tracked and billed. This also makes invoicing incredibly easy.
Similar to adding a time entry, users can also add expense entries with the same ease. The layout for adding expenses is extremely similar to adding time entries. The format is almost identical providing the user with options to select a particular expense type, client, project, costs, and so on. There is also an option to upload and attach receipts for accounting purposes. Reports, which will be discussed in more detail, can also be run off these entries.
There are a number of incredibly useful report options within Bill4Time. Users can choose a number of reports to run, which include:
- Account Activity
- Account Balance
- Invoicing (and the various statuses)
- Trust reports
- WIP Summary
By clicking “generate” on the right-hand side of the page, users can then choose the specific report fields and filters to include for sorting, organizing, and analyzing data. Users can also export any and all reports to Microsoft Excel or other worksheet application and even convert them to PDFs to preview or send via email.
Report filters can be saved, which is helpful for users who run the same reports on a regular basis. Users can also bookmark and save reports as “favorites” for reviewing at a later date.
One of the most unique features of this software is its accounting abilities. This is where Bill4Time crosses the line from project management into accounting territory. The “Accounting” tab at the top assists a user in looking for payments as well as manages and shows balance adjustments. This information can be managed and sorted by client, project, and even account manager.
Additionally, users can also add payments by choosing the “Receive Payment” button. This brings up a separate screen where users can add in payment info such as the client, payment method, date, and any relevant notes that might be important for accounting. Payments will be applied to a particular client, which then users can run reports on this information at a later time.
Tasks and Activity
While most project management software manages tasks and activity, this is where Bill4Time lacks. While there is a calendar available and scheduling tools available, these functions aren’t as robust as some other systems we’ve reviewed. The “Agenda” feature can help teams manage tasks, and tasks can be sorted by user, but this isn’t really a strength.
In addition, other than tracking time, there is no real way to track activity and productivity for a particular user. However, time can be tracked based on client and project, which we’ve already seen, but the data is numerical and is more helpful for accounting and bookkeeping purposes than project management.
Bill4Time is a great system and it is highly functional. There are a number of useful functions and features that are vital to managing the administrative aspects of a project, such as billing, expense reporting, and account management. Although there are a number of different functions, there is little to no interruptions or frustrating “loading” screens as we’ve witnessed in some other systems.
Many of the screens that we’ve seen, such as the expense and time entry screens, open in separate windows. While some users may find this as a nuisance, it may be helpful to add in information in a separate window if the user needs to refer to information on the main “Dashboard” screen. However, users need to remember to save the information entered in the separate window after inputting all data. It’s also important for users to avoid opening multiple screens all at once as this can lead to errors in inputting data and can even cause glitches in the system.
Finally, Bill4Time is an excellent resource that assists with managing time, expenses, reporting, and even basic accounting and bookkeeping functions. With that being said, Bill4Time moves away from project management and serves more as an accounting and bookkeeping resource. While Bill4Time has the ability to manage projects, it’s really better at managing the administrative functions of a project rather than tasks, projects, and productivity.
All in all, Bill4Time is intuitive, easy to use and navigate, and you don’t need a degree in accounting to be able to use it. Users of all skill levels can operate Bill4Time with ease.