Changing to a New Time Tracking App

So you have decided to switch to a new time-tracking and invoicing solution for your business.  This article will walk you through an effective process for switching from an existing system to your new time tracker with minimal disruption in your business.

Let’s give ourselves a 30 day window to go from testing several different time trackers to completing the switch from our existing system to the one that is the best fit.  Start by signing up for several time tracker 30 day trials.  I’ll list a few of the most popular at the end of this article and a basic description of each.

Diagram your time tracking and invoicing work flow, and try it out with each service.  You will need to figure out all of the ways that you bill clients and account for that work being done.  Some examples are:

  • You bill in a fixed amount before work is done, and then subtract from that balance based on the number of hours worked at an agreed upon hourly rate(s).
  • You work a fixed number of hours and then bill for those hours at an agreed upon hourly rate(s).
  • A combination of the two examples above.
  • You bill on a specific date for an outstanding balance based on hours worked at an hourly rate(s).
  • You bill flat rate for various projects/tasks, as well as hourly.

Now you will need to set up any of these examples that are applicable to your business in the time tracking software systems you are testing.  You will need to do some basic research on each system to make sure that you are setting each up correctly.  If a system can’t meet your needs it can be rejected.  If you are having trouble getting it to do what you want a call to the customer support line may be able to fix the issue.

Once you have limited your selection pool its time to try a live test.  I would recommend running the trial in tandem with your existing system incase there are any unforeseen issues with the new product.

After testing out the different time trackers you will need to evaluate them to find the best fit.  Things to look for:

  • Ease of use – how easy is this to set up new clients/projects?
  • Accuracy – was this accurately tracking hours/money?
  • Price – Not that price should be overly prohibitive, but are you getting your money’s worth from this product?
  • Usability – Can your workers use this system?  Are they easy to manage with it?
  • Tracking – Can you tell at a glance when to bill?  To you know which client’s have outstanding balances?

Once you have selected the right software for you its time to make the switch.  You will need to import all of your clients and employees to the new system and choose a date to go live.  I would recommend running in tandem with the existing system for several days just to make sure there are no additional issues that come up.  Many systems allow you to manually update client/account balances and a starting invoice reference number upon set up, so this can make the transition easier.  Your previous system may also allow you to download existing records.

No comments yet.

Leave a Reply