actiTIME Client Workspace Setup (Onboarding)

actiTIME Client Workspace Setup (Onboarding)

1. 01

   Create a new client workspace in actiTIME

   Navigate to the 'Projects' section and click 'New Project'. Name it after the client and set the billing type to 'Billable' to ensure all tracked hours are captured for invoicing.

2. 02

   Configure user roles and permissions

   In 'Settings' > 'Users', add team members assigned to the client. Assign roles such as 'Project Manager' or 'Team Member' to control access to budgets and reports.

3. 03

   Set up project tasks and budget

   Within the project, create tasks that mirror the client's deliverables. Under 'Budget', set a total hours or cost limit to enable real-time budget monitoring.

4. 04

   Define billable rate rules

   Go to 'Settings' > 'Billing Rates'. Set hourly rates per user or per project to ensure accurate cost calculations for profitability reports.

5. 05

   Integrate QuickBooks for accounting

   In 'Settings' > 'Integrations', connect your QuickBooks account. This syncs tracked time and invoices, reducing manual data entry for your finance team.

6. 06

   Customize approval workflows

   Under 'Settings' > 'Approvals', configure a workflow where time entries require manager approval before they are locked and invoiced. This ensures accuracy for client billing.

7. 07

   Build a CSV report template for invoicing

   Use the 'Reports' section to create a custom report showing billable hours per project and task. Save it as a CSV template for monthly client invoicing.

8. 08

   Train the client team on time entry

   Schedule a training session to demonstrate the timer and manual entry methods in the mobile app and Chrome extension. Provide a quick reference guide for daily use.