The Dilemma of Timesheets, How Agency Software Can Help + the 10 Best Solutions in Comparison

Accurate time tracking can make the difference between success and failure for an agency. You make a living by billing your clients for your time. Creatives can plan and prioritise better, account managers can provide transparent reports, project managers can track progress accurately and finance can gain important data for budgeting, costing and analysing the profitability of projects.

That's the theory. It all sounds logical and in the best interests of all employees to fill in their timesheets promptly and accurately. So why is the issue a vexed one in so many agencies? 

Because it's easy to lose track of time, especially when you're in a creative flow or in the middle of a challenging project. And then there's the technology thing - sometimes time tracking tools seem more complicated than they should be. There are also always discussions about data protection and compliance, which doesn't necessarily make things any easier. And the feeling of being monitored by agency time tracking software isn't exactly pleasant either. But at the end of the day, no agency can get by without accurate time tracking. And the job of good time tracking software is to provide you with the best possible support.

With LEADING Job's agency software timesheets, we offer an industry-specific software solution that not only optimises time tracking, but also provides a variety of powerful functions for project management and resource planning. Here are the comprehensive features in detail:

Detailed Project Time Recording

With our software, productive hours can be recorded at project level and at service level. This granular recording of services provided enables detailed project analysis and optimised resource allocation. You can also differentiate between billable and non-billable hours to maximise the profitability of your projects.

Transparent Working Time Recording

In addition to project-related hours, LEADING Job also tracks non-productive hours such as holidays, illness or other non-project-related activities. Recording is simple and transparent, including automatic inclusion of mandatory breaks and rest periods. The option to also track non-project-related hours means you always have an overview of your employees' total working hours.

Flexible Recording Methods

Our agency software for timesheets offers various recording methods to meet the individual needs of your employees. Choose between the quick 3-click timesheets, the precise stopwatch with start-stop function or weekly timesheets, depending on your working methods and preferences. With timesheet templates already pre-filled with jobs and positions, hours can be recorded quickly and easily without interfering with your employees' workflow.

Monitor Project and Budget Status in Real Time

By integrating timesheet data directly into job management, project managers can compare the actual effort with the planned budget and recognise potential budget overruns at an early stage. You can track the time spent on individual tasks or project phases in real time, identify resource bottlenecks and take countermeasures in good time before the litteral staff roof is on fire. This ensures that projects are completed on time and within the agreed budget.

No Forgetting Anymore: Automatic Reminder Function

LEADING Job has a two-stage reminder function that ensures that all working hours are recorded on time. Employees first receive an email notification if not all hours from the previous week have been entered. If hours have still not been tracked after a defined period of time, a notification is automatically sent to the person responsible for approving the employee's hours. This ensures that no working hours are lost due to forgetting and that invoicing is always complete.

Legal consistency guaranteed: LEADING Job's compliance features

For agencies with strict compliance rules or clients with similar special requirements, LEADING Job offers dedicated features:

• Hours approval workflow: implementation of a workflow system in which timesheets must be approved by a supervisor or an employee assigned for this purpose. This ensures a dual control principle that meets the requirements of internal controls and compliance rules.
• Audit trail: All changes, deletions and approvals of timesheets are logged and recorded in an audit trail. This enables seamless tracking of all activities related to time tracking and facilitates verification and traceability for compliance purposes.

Clarity Through Comprehensive Reports

LEADING Job provides a variety of reports that include key metrics such as client hours, project participation and cost summaries. These reports allow you to analyse the workload of your employees, assess the profitability of your projects and make informed decisions for the future.

Seamless Data Exchange: Import and Export Options

Our software makes it easy to import and export timesheet data to other software solutions. This allows you to seamlessly synchronise your data with other systems and minimise the amount of work involved in data entry. In addition, LEADING Job offers interfaces to time clocks and keycard systems to automatically record attendance times and breaks.

Freelancers Under Control: Effective Freelancer Management

For agencies that work with external freelancers, LEADING Job offers a special function for managing freelancer timesheets. Tracked hours can be converted directly into invoices to ensure smooth invoicing of external employees.

Rebooking Hours

LEADING Job allows you to rebook hours retrospectively and adjust various parameters such as service category, billability and service item. This means that your invoicing always remains correct and transparent, even if the conditions change.

Retainer Management

Our agency time tracking software offers flexible management of monthly hourly flat rates, which are sold independently of the actual time worked. This allows you to offer your clients transparent billing models and optimise your revenue planning at the same time.

Multiple Options for Hourly Rates

LEADING Job allows you to store different hourly rates, internally and externally, and in different currencies. This allows you to calculate your quotes precisely and minimise exchange rate risks. In addition, you can define individual hourly rates for each client to take their specific requirements into account. When hours are rebooked from one client to another, the corresponding hourly rates are also automatically taken into account.

Vacations and Attendance Overview

Our software provides a simple overview of holiday requests and the display of attendance times in the dashboard. This means you always have an overview of your employees' availability and can take absences into account in resource planning.

All in all, LEADING Job offers a comprehensive solution for time tracking in agencies that makes your employees' day-to-day work more efficient and increases the profitability of your projects at the same time. With our powerful features and user-friendly interface, you are optimally equipped for the challenges of modern agency work.

Before we delve into a detailed comparison of the features offered by individual providers, it’s worth taking a quick look at the key criteria for evaluating time-tracking systems in agencies – because not every solution is suitable for every organisation.

Choosing a time-tracking system is no trivial matter – it determines whether your agency operates efficiently or wastes time and money. However, precisely because there are now dozens of tools available – from simple apps to fully integrated agency software suites – the decision can quickly become confusing.

Therefore: Anyone wishing to improve their time tracking should not only focus on features, but also on the interplay between processes, team structure and agency objectives.

1. Billability & Project Reference

Can the system distinguish between productive, billable, non-billable and unproductive hours?
→ Important for accurate invoicing, profitability analysis and resource management.

2. Integrated project logic instead of isolated timesheets

Can time be allocated to specific jobs, clients or service types – with job number, item, hourly rate and approval workflow?
→ Crucial for agencies that need to report and invoice accurately.

3. Automation & Reminders

Are there reminders, escalations and rules to ensure that times are recorded accurately and on time?
→ Saves project management a lot of follow-up queries and ensures monthly closings go smoothly.

4. Compliance & Audit Trail

Does the system meet industry-specific requirements such as the dual-control principle, audit trail, role-based permissions and multi-client capability?
→ Particularly relevant for corporate clients or in a GWA environment.

5. Usability & Acceptance

Is the interface intuitive – or does it lead to user resistance?
→ A great feature is useless if nobody uses it. Options such as 3-click entry, stopwatch or weekly overview should be available.

6. System Integration

How well can the time tracking system be integrated with your existing tools (CRM, project management, financial accounting)?
→ Entering time twice will no longer be an option by 2026.

7. Scalability & Future-proofing

Can the tool grow with your business – technically, legally and structurally?
→ This is crucial, particularly for agencies with multiple locations or a corporate structure.

Testing the tool alone is not enough

Many systems shine in individual tests – but fail in the reality of your agency.
Therefore: Don’t just check the surface, but look at the depth.

• How well does the software map your processes?
• How strong is the link to billing, reporting, resource planning and client management?
• And how consistently does time tracking form the basis for decision-making?

In the next section, you’ll find a direct feature comparison of the leading providers for agencies.

*Disclaimer
Our articles are carefully researched and compiled. The timesheet features listed in the comparison table are based on publicly available information from the respective provider websites as of 22 May 2024. Fields that have been left blank indicate that we were unable to research this feature on the providers' websites. Please note that this table may not cover all available functions in full and that the software providers' offers may change at any time.
We accept no liability for the topicality, completeness and accuracy of the information.