In 2023, the Business Partnering Institute decided to look for a system that could gather time registrations and manage their consulting business, which works with fixed-price and time-and-materials projects.
Still, it was not a simple decision to opt for a dedicated time tracking system.
That is why BPI has chosen to have employees record time on external projects, and three major internal projects - and not the time they spend on other projects.
Among other things, they use the resource planner to see if an employee has available capacity. This helps managers ensure that no one is working too much.
TimeLog has been well received by the individual employees.
"The goal was for the employees to have one place to register their hours, and they have embraced this.", says Benita Ulrichs Nilsson, CFO & Partner at BPI.
When BPI was contacted by TimeLog, they had already decided to look for a new system, making both the purchase process and implementation quick.
"We were clear about what we needed, which made the process go quickly. It was a requirement for me that we could get integrations to e-conomic and Pleo, among others, to automate the invoicing process. Pleo works flawlessly, and the implementation consultant from TimeLog quickly set it up", Benita Ulrichs Nilsson, CFO & Partner at BPI.
Today, most of the invoicing process is automated, and from involving both student assistants, bookkeeper and CFO, there are today very few checkpoints for the CFO and bookkeeper.
Today, project managers are responsible for creating invoice documents and because the system reminds them to record tasks, hours and expenses on each project, BPI ensures that they keep track of all hours.
This gives Benita more insight into project finances and makes it possible to follow up on customers and see how many hours have been spent on each project.
"The resource planner was an important reason why we bought TimeLog. We use the resource planner to create an overview of capacity. The ability to forecast our resource utilisation is extremely important.", Benita Ulrichs Nilsson, CFO & Partner at BPI.
The resource planner is included in weekly meetings, where everyone utilises it to see how much available capacity employees have and whether hours or tasks need to be reallocated.
The resource planner, use of reports and more detailed project follow-up in TimeLog PSA are some of the things BPI will delve deeper into next year.
"This year, we have focused on implementation. I'm sure we can get more out of the system, and I don't think we'll need anything that doesn't exist on the TimeLog platform. It's about finding out what the system can give us with the data we put into it.", Benita Ulrichs Nilsson, CFO & Partner at BPI.