Implementation BlueprintExecution layer

actiTIME Client Onboarding Sprint (5-7 days)

A structured onboarding sprint that configures actiTIME for a client's time tracking, budgeting, and invoicing needs, ensuring accurate billable hours and real-time profitability visibility. Time: 5-7 days.

By InnovaAI ResearchPublished Updated

Project Management Tools

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Blueprint

actiTIME Client Onboarding Sprint (5-7 days)

A structured onboarding sprint that configures actiTIME for a client's time tracking, budgeting, and invoicing needs, ensuring accurate billable hours and real-time profitability visibility.

Prerequisites
  • Client has an active actiTIME Online subscription (1-40 users at $6/user/month annual billing) or is willing to purchase one.
  • Access to client's QuickBooks account for integration setup, or confirmation they use a supported accounting tool.
  • A defined list of client projects, tasks, and user roles to be configured in actiTIME.
  • Client's billing rules and rate card for billable and non-billable hours.
  • A designated client admin to approve workflows and manage user permissions.
Execution Timeline
  • 1.Create actiTIME workspace and invite client users, assigning roles (admin, manager, user) based on their responsibilities.
  • 2.Set up project structure: add client projects, tasks, and sub-tasks mirroring their service catalog.
  • 3.Configure user profiles with billable rates and cost rates for accurate profitability tracking.
  • 1.Define time entry methods: enable timer-based tracking and manual entry, and set up approval workflows for time reports.
  • 2.Set project budgets with warning thresholds to alert on overruns.
  • 3.Customize leave types and manage public holidays for accurate utilization reporting.
  • 1.Integrate actiTIME with QuickBooks to sync time entries and invoices, mapping accounts and classes.
  • 2.Set up Zapier automation for triggering notifications or syncing data to other tools.
  • 3.Configure API access for custom integrations if needed.
  • 1.Build custom reports: create a weekly timesheet report and a project profitability report using actiTIME's report builder.
  • 2.Set up dashboards to display real-time budget consumption and team utilization.
  • 3.Test invoice generation from tracked time, ensuring correct rates and tax settings.
  • 1.Train client team on time entry best practices: using the mobile app, Chrome extension, and timer features.
  • 2.Walk through approval workflows for managers and admins.
  • 3.Provide a quick reference guide for common tasks like editing time entries and running reports.
  • 1.Run a parallel test: have client users enter time for a sample week and review accuracy.
  • 2.Adjust budget thresholds and report templates based on feedback.
  • 3.Finalize invoice templates and test a sample invoice export to QuickBooks.
  • 1.Conduct a close-out session: review key metrics like utilization and profitability with client leadership.
  • 2.Hand over admin credentials and documentation for ongoing management.
  • 3.Schedule a follow-up check-in for two weeks later to address any issues.
$1,150 (setup fee) plus $6/user/month for actiTIME subscription, assuming a 10-person team.5-7 days
ROI Logic

With a $1,150 setup fee and minimal ongoing effort, the agency earns a healthy margin on a 10-hour engagement. The client's recurring $60/month subscription (for 10 users) is a pass-through cost, but the agency can bundle it into a monthly retainer for ongoing support, creating a recurring revenue stream.

Deliverables
  • Configured actiTIME workspace with projects, tasks, and user roles
  • Custom report templates for timesheets and profitability
  • QuickBooks integration setup and invoice mapping
  • User training documentation and video walkthrough
  • Admin handover guide with workflow and approval settings
Definition of Done

Client team successfully tracks time for one full week, generates an accurate invoice from tracked hours, and views real-time budget reports without agency intervention.

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