Skip to the main content.

Time tracking
Build your perfect data foundation for spotless invoicing and deep business insights with easy time tracking.

Project management
Be a project manager world champion. Keep your projects on track - and profitable.

Resource management
Efficiently staff projects and run a predictable business with confidence.

Insights & Reporting
Get smarter - faster - to make clever decisions for long-term growth impact.

Project Accounting & Invoicing
Invoice everything - fast and accurate - while staying on top of project finances.

Staff & Salary
Give accountants and HR an intelligence tool to eliminate draining administration.

Economy department
Save 1-2 days a month on your invoicing process.

Project teams
From planning to execution and evaluation. Strong tools for every project manager.

Management teams
Create a performance-driven culture with strong reporting capabilities.

Large enterprises
Enhance operations and performance across entities, countries and departments.

NGOs and non-profit organisations
Simplify internal processes, spend less time on administration, and get documentation in place - at a discounted rate.

Blog
Get inspired to run an even better business with articles, guides, analyses and tools in the blog.

Resources, guides and webinars
Get access to templates, guides and webinars that help and inspire you.

Invoicing Process COM – 1-1

Try 30 days free

Cases
Learn how other customers use TimeLog to reduce time spent on invoicing, have reliable data and support long-term growth.

About us
Get insights on TimeLog and how we can help you grow and evolve your business.

Employees
See who shows up every day to deliver the best PSA solution to you.

Career
What is it like working at TimeLog? Are we hiring? Get the answer here.

Partner
Create even more value for your customers, as well as ours, as a TimeLog Partner.

Premium Service
Online Help Center, tailored onboarding and support from Day 1.

Corporate Social Responsibility
We work to ensure a positive impact on planet, people and businesses.

Security and GDPR
Learn more about how we work to keep your data safe and provide maximum security.

4 min read

100 tips for your requirements specification before buying software

Have you outgrown timetables in Excel? Has your finance manager gone grey when it comes to invoicing customers? Here are 97 tips to help you choose the right timekeeping system [Updated]

100 tips for your requirements specification before buying software

Tips for your requirement specification

But what should you look for?

  • Is it important that the system has a time tracking app?
  • What is the best time tracking system?
  • What does your time registration system need to do for invoicing, project management, and reporting?

After more than 10 years in the timekeeping industry (okay, maybe it's not a completely official industry), I've been asked most of the questions - and have answered them - when it comes to:

  • Choice of time registration system
  • Flexible invoicing
  • Project management for consulting companies
  • Management of salaries, expenses and more.

If I were to answer all these questions right now, it would be the world's longest blog post - you know, the kind you bookmark and then forget about.

So here instead is a top 97 list of questions you should consider before buying a (new) time recording system.

New call-to-action


Time registration

  1. What would you like to improve about your current way of recording time?
  2. Do you want to record all your working time (internal and external) or only project time (external)?
  3. Do you want to be able to write comments on your timesheets?
  4. Do your employees do many different things during the day or do they work concentrated on one project for several hours at a time?
  5. Want an app for time tracking?
  6. Would you like to have the possibility of time registration via Outlook?
  7. How do you manage holidays, flex and absence today?
  8. How will you register absences?
  9. Do you want to manage vacations?
  10. Do you need an approval process for reporting hours?
  11. Do you want to support payroll calculations in your payroll system?
  12. Can all employees register time for a project today?
  13. Need to assign access to specific projects in the future?
  14. Should the timesheet be available online e.g. via a computer app, an iPhone and Android app, or a web browser?

Handling of expenses

  1. Do you need to record expenses or purchases?
  2. Do you need to register travel expenses?
  3. Need to register restaurant visits?
  4. Need to record journeys and make mileage calculations?
  5. Do you need an approval flow for employee spending?
  6. Do you need to distinguish between expenses on company cards or invoices and private expenses from employees?
  7. Do you record purchases or expenses for your projects?
  8. Are you recording travel expenses, meals or driving today?
  9. Do you have to invoice the customer?
  10. Are you working to increase profits relative to your expenses?

Salary management

  1. Should timesheets be used for payroll?
  2. What data should be included in your payroll system - for example, holidays, flexitime, absences, travel, meals and/or personal expenses?
  3. Do you have different working weeks or changed working hours?
  4. How many salary codes do you have?
  5. Which payroll system do you use?
  6. Should your time recording be integrated with your payroll system?
  7. Do you work with overtime or bonuses?

Project management and tools

  1. Do you need time registration for projects?
  2. What project management tools does your project manager have today?
  3. Do you need a project plan?
  4. Do you need to be able to use project management as part of your project management?
  5. Which contracts do you use in your project management: time allocation, fixed price, clip cards, prepayments, and others?
  6. Do you mix contracts on the same project?
  7. Do you have different costs per employee?
  8. Do you have different hourly rates for staff?
  9. Do you have client-specific hourly rates?
  10. Do you use different hourly rates on the same project?
  11. For fixed-price projects - should you be able to see the value estimate based on an average hourly rate?
  12. For fixed-price projects - can you see how much you could have sold the project for in the time it took?
  13. How do you budget your projects today?
  14. Do you budget in both hours and value?
  15. Do your employees have a personal budget for their work?
  16. Do you budget at the task level or only at the overall project level?
  17. Do you need templates for contracts?
  18. Do you need project templates?
  19. Can the value or hours in the project budget and contract differ?
  20. Do you budget in different currencies?
  21. How many task levels do you use for your most complex project plans?
  22. Do you want to allocate specific resources to your projects or should everyone be able to see all projects?
  23. Do you want to calculate work in progress?
  24. Is it essential to know about write-ups and write-downs on project invoicing?
  25. Do you want a Gantt chart at the project level?
  26. Do you work with milestones in your projects?
  27. Do you work with the ETC (estimated time to complete) principle in your project management?
  28. Do you have a start/end date for your projects?
  29. Do you have international customers and work with price lists or project prices in different currencies?
  30. Do you budget your projects in different currencies?

Invoicing

  1. Do you invoice your customers per project or on a single invoice?
  2. Do any of your customers have a billing address other than the visiting address?
  3. Do your customers want a detailed invoice or a very simple invoice?
  4. Do you invoice in different currencies?
  5. Need more invoice designs?
  6. Do you sometimes use upward and downward adjustments on your invoice?
  7. Do you need to make items non-invoiceable?
  8. Do you have a specific workflow for invoice approval and potential invoicing?
  9. Do you send invoices to the public sector?
  10. Do you have an overview of planned payments in the future?
  11. What is your financial system called?

Resource management

  1. Do you work with scheduling tasks based on how busy your employees are?
  2. Do you want to allocate resources to a project based on competence?
  3. Need to move hours or tasks between employees?
  4. Should you be able to see expected revenues based on planned projects?

Reporting and analysis

  1. Who are the key people you work with today?
  2. Would you like to be able to calculate the coverage per project, customer and/or employee?
  3. Would you like to see how many employees are used, e.g. how many invoices and how efficient they are?
  4. Would you like to see an analysis of what you have spent your resources on?
  5. Can you see which customers have taken up the most time and which have been the most profitable?
  6. Should you report on which business areas have taken the most time and which have created the most value?
  7. Want to know which projects have taken the most time and which have been the most profitable?
  8. What analyses or reports do you need?
  9. Want to compare the results of your projects regardless of size?
  10. Do you need to be able to report at the department and group level?
  11. Organisation and time registration for large companies
  12. Do you want to divide the system into multi-level departments?
  13. Do you have international employees or offices abroad and need your time-tracking system to be available in different languages?
  14. Do you use bonuses in your organisation - and if so, what ratios do you use to calculate the bonus?

Further considerations

  1. How do you ensure that your supplier complies with GDPR?
  2. Does your supplier have declarations that IT and security procedures are documented and quality-assured? 
  3. Do you need integration between time tracking and other systems?
  4. Need to transfer data to Excel, Word, PDF, XML, .txt or via an API?
  5. Do you want the sales department to be able to manage their pipeline in the system?
  6. Do you want to be able to segment your customer database according to your criteria?
  7. Do you support your customers today with a helpdesk system?
  8. Want to share information with your customers via an extranet?
  9. Do you need document management, or can you link to the client/project folder on your server?
  10. Does your future supplier have ISAE assurance?

Have you gone through the whole list? Feel free to share it with a colleague or print it out. 

New call-to-action

Do you need personal guidance?

You can reach us on +45 70 200 645, and we will help you further. 

 

Plan your success with the new IT system

Plan your success with the new IT system

11 min read

When you buy new IT, it's nice to get off to a good start. Therefore, you'll get 9 tips to create a success plan for your new IT solution here.

Download now
5 KPIs that improve with efficient resource management

5 KPIs that improve with efficient resource management

1 min read

Efficient resource management is good for business and has a huge impact on your project finances. Get an overview of the 5 KPIs that improve the minute your resource management improves.

Download now
4 reasons to select a supplier with an ISAE 3000 GDPR declaration

4 reasons to select a supplier with an ISAE 3000 GDPR declaration

1 min read

Do your vendors have control over security systems and protocols to protect your data? An ISAE 3000 GDPR report is an independent auditor's statement that your supplier's data protection is under control. See 4 reasons to choose a provider with...

Download now
Examples of Professional Service Automation software on the market

Examples of Professional Service Automation software on the market

9 min read

In today's competitive landscape, your time and expertise as a consultant are your most valuable assets.

Download now
[Guide] How to avoid buying unnecessary software for your company

[Guide] How to avoid buying unnecessary software for your company

15 min read

The market is crowded with digital solutions that can help you evolve your business.

Download now
Project management in Excel – is it enough?

Project management in Excel – is it enough?

8 min read

Do you really need a project management tool, or is Excel enough? Get all the benefits and disadvantages of using Excel as a professional project management system.

Download now
10 things you need to know about time tracking in Excel [Free template]

10 things you need to know about time tracking in Excel [Free template]

6 min read

When are you too big to use Excel for time tracking and project management? Learn when Excel goes from being a management tool to a waste of time and money.

Download now
10 questions about GDPR and IT security you supplier must be able to answer

10 questions about GDPR and IT security you supplier must be able to answer

8 min read

Your data are (also) handled externally. Get the 10 questions that let's you assess the security level at your new supplier. Quick and hassle-free.

Download now
5 trends in resource planning

5 trends in resource planning

1 min read

Forecasting, what-if scenarios and real-time data. Do you know the latest trends in resource management?

Download now