Time tracking: Use cases

Flowtly Editorial Team2 min

Flowtly Projects enables users to track work times for various project types, supporting accurate project management, client billing, and profitability analysis.

Example use cases

  • 1. Project Management and Monitoring

    • Scenario: A ROLE_PROJECTS_MANAGER needs to ensure project progress, team efficiency, and resource utilization across various projects.
    • Use Case: The manager can use the /project-tracking page to monitor work times logged by each team member on a project. This helps in identifying how much time is being spent, informing resource allocation decisions, and assessing progress against dates.

  • 2. Accurate Client Billing for Time & Material Projects

    • Scenario: An ROLE_ACCOUNT_MANAGER needs to generate accurate invoices for Time & Material projects based on actual work performed for a client.
    • Use Case: Team members log their work times directly against relevant projects. Flowtly uses this detailed record to facilitate invoice generation from project data, ensuring all billable hours are captured accurately according to agreed per-member rates and currency.

  • 3. Project Profitability Analysis

    • Scenario: A ROLE_PROJECTS_LEAD or ROLE_ACCOUNT_MANAGER needs to analyze the financial health of Fixed-price or Time & Material projects.
    • Use Case: By tracking work times and applying per-member rates, Flowtly enables profitability analysis for each project. This data, linked with budget linkage, allows managers to assess actual costs against expected revenues and make informed decisions about project scope or pricing.

  • 4. Tracking Internal and Non-billable Work

    • Scenario: An organization needs to understand the resource investment in Internal initiatives or Non-billable client work without generating invoices.
    • Use Case: Team members can log their work times against Internal or Non-billable project types. This provides valuable data for internal cost allocation, understanding departmental resource consumption, and reporting on non-revenue-generating activities, even though no invoice generation occurs.

Connection map

Refers toDerived fromPart ofPlanned vs actual
Documented hereDocumented elsewhere
budget covers project. invoice billed from project. project is of type project-type. project staffed by person. project-rate rates person. project-rate applies on project. time-entry tracked against project. task belongs to project. project-folder groups project. project linked to budget. project needs role. booking planned vs actual time-entry.coversbilled fromis of typestaffed byratesapplies ontracked againstbelongs togroupslinked toneedsplanned vs actualBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.InvoicePProject type — Fixed-price, Time & Material, Non-billable or Internal. It decides how the project's tracking and reporting behave.Project typePPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateTTime entry — What actually happened — work time logged against a project.Time entryTTask — A unit of work inside a project.TaskPProject folder — A grouping of projects, for organisations running more than a handful.Project folderRRole — One job to be done on a project. It may be open, partly filled, filled or over-filled, and it exists whether or not anyone is booked on it.RoleBBooking — One person committed to one role for a stretch of weeks, at a percentage of their time. A booking is a plan, not a record of work done.Booking

Related terms