Sander Govaerts is Senior Marketing Consultant and Squad Lead at STRAREX, a Belgium-based, full-service strategic marketing agency which creates structured marketing plans based on strong data and detailed market research.

“Within just a few seconds, it’s easy to get a grasp of what’s happening across the organization and how we can make our lives easier and increase results. It’s amazing.”

Sander Govaerts, Senior Marketing Consultant and Squad Lead at STRAREX

The challenge: staying on top of time without wasting time on tracking

Before implementing Timeular, the team was using a different tool, but found it very slow to use. Every week it was taking each team member over an hour of their time to time track within the app, and this ended up with no one in the team consistently tracking their time. Team leads were having to spend even more time reminding everyone to go back and log what they were doing with their time.

In order to ensure that they were keeping their client projects within scope, the team needed to find a way to easily access insights and understand where their time was going. They needed to find a tool that was user friendly and helped employees quickly track their time without feeling like they were doing extra work.

The solution: supercharging time tracking with automation

Sander and the team structure Timeular by assigning a client to each folder and then listing activities within the folders. Using hashtags, the team then assigns activities to different contracts that they have with each client.

The team records which activity they are working on and then assigns it to each client. This makes it really easy for them to see exactly how much time they have spent on a client to date and identify when they need to focus more on another client who requires attention in order to maintain a good performance.

These insights also help the team make informed decisions around hiring external resources. When the insights show that the team is spending a lot of time on website management and they do not have the expertise to focus on this in-house, they can then outsource this to maximize their time and ensure that they are focusing their efforts in the places that make the most sense.

Using the calendar integration, Sander can easily transform calendar events into time entries with one click. This is just one of Timeular’s automation features. The team is also using context tracking to capture their activity across apps and turn it into time entries.

“We all use Timeular in a way that suits us best. Personally, I’ve always been a big fan of the Tracker. But nowadays, we are using the calendar integration more and more. Everything works so smoothly.”

Sander is able to quickly add time entries using Timeular’s suggestions based on past events. Together with the calendar integration, this speeds up time tracking and frees up more time for Sanders to get his work done.

“Timeular enables us to easily get insights into what everyone is doing and how we can all help each other more to maintain the right scope across projects.”

Sander explains how the automation features speed things up for the team. It used to take each team member an hour each week to look back through time entries. Sander can use the calendar integration to transform calendar entries into activities, add the relevant hashtag and it all takes under two minutes each day.

Now, thanks to Timeular, all Sander needs to do at the end of the week is just check that each team member has remembered to track their time and then everything is good to go.

“Everything is so quick now, especially with all of the new features that came out with auto-tracking.”

STRAREX has monthly retainers in place with their clients. Using Timeular, they are able to easily assess whether they have gone over scope for a client and redefine this going forward to ensure that they are staying profitable. They can then also use this data to upsell their services as they can demonstrate where they are spending their time using the insights found in Timeular. STRAREX also has a few clients that they bill according to the time spent on projects. Using the data in Timeular, it’s easy for Sanders to quickly identify the amount that they need to bill the client.

“Using Timeular has definitely saved us a significant amount of hours on a financial basis. The insights are invaluable and they really help when capacity forecasting. Timeular saves us so much time and also helps us use our resources in the right way. It’s so smart. A couple of minutes per day is all it takes and the impact is huge.”

To get the most out of the data, Sander filters the insights by each team member and then adds the details to the P&L, according to the cost allocated to each team member. With this information, he is then able to assess what capacity they have left and can allocate this to projects.

The result: remaining profitable and making informed decisions

By looking at the insights provided by Timeular, the STRAREX team is able to remain profitable by ensuring that they are providing the right level of resources and making informed decisions.

Sander uses the data to reflect back on how they were serving clients before to understand when things were going well, what they were doing and what they could replicate. For example, the data helps them identify when they were running paid campaigns and the results were good. This reflection helps them make the decision to repeat what they were doing before to bring the results in again.

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“Timeular is an essential tool for us at Kiwa. It provides an amazing overview and is currently helping us to improve our efficiency.”

Nadiya Eichberg, Head of Battery Testing at Kiwa

The challenge: relying on project estimations to remain profitable

Before implementing Timeular, the teams at Kiwa were not tracking time and so only had rough estimations of how long each project they were working on was taking in total.

In order to ensure that they were charging the right amount for projects in line with the amount of work being put in, the management team realized that they needed to find a tool that would allow them to easily track their time and get accurate data to understand this.

The solution: using Timeular to quickly understand how to remain profitable and improve processes

One team within Kiwa introduced Timeular to their team and, based on their success and satisfaction, Timeular was then rolled out across all the teams at Kiwa Primara organization.

“Timeular is simple and really easy to use, so the teams took to it very quickly. It makes it really easy for us to see where we can optimize our time and processes.”

The Kiwa teams started tracking their time to see how the prices they were charging for projects compared with what they had planned for and what they expected in terms of the amount of work.

The projects are separated, and the implementation of folder systems is different across each department. Each folder has its own set of activities. Nadiya’s team uses the activities for each project they are working on, so it’s quick and easy for them to record their time. Some teams also use #hashtags and @mentions within their folders to specify the task they are doing for each project, like ‘testing’ or ‘project documentation.’

Nadiya and her team use context tracking to fill out their timesheets based on how long they spent within apps and websites. This is particularly useful when they have forgotten to track their time. This is just one of Timeular’s automatic time tracking features.

When a project takes longer than anticipated, Nadiya can look at the Timeular data and identify why it’s taking longer and whether they need to adjust the pricing.

Nadiya compares the project with a fixed price project that has already been ordered. There she can see that the price anticipated 40 hours of work, but the project ended up taking 60 hours in total.

By comparing with another project with the same conditions, the team can then adjust the pricing accordingly. This enables Kiwa to stay profitable and highlights where optimisation is required.

When a project is taking too long, Nadiya uses Timeular to identify which tasks are taking too long and can decide how to save this time by reviewing their processes and making improvements. “Thanks to Timeular, we can make each hour more efficient.”

Nadiya looks at the data in Timeular every month and sends the reports to management. She loves the insights tab and says that “the overview provided is really powerful and very visual, which helps us quickly find the information we are looking for.”

The result: streamlining optimisation

Nadiya and her team are really happy with Timeular as it’s “very quick and easy to use,” and now they know how much time they have spent in hours on each project, rather than just estimations in weeks like before.

Now they are able to stay on top of exactly how long a project is taking in real time, allowing them to take necessary steps to optimize processes and stay profitable.

Nadiya and her team are looking forward to using more of the automation features going forward as they look to further optimize their processes.

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“We saw Timeular as a great opportunity to put some joy into time tracking.”

Ricardo Hödebeck, Marketing Manager at aletto Hotels

The challenge: tracking time across different projects and departments

The team’s work includes graphic design, PR, social media and marketing services. As Ricardo and the team work like an agency across several businesses under the avanca Corporation umbrella, they need an easy way to see exactly how much time they are spending across different departments for each company so that they can keep track of how much budget each has used.

Not wanting to waste their time with inaccurate spreadsheets, they needed a time tracking tool that would enable them to easily see how they were spending their time and create reports to share with management. One of Ricardo’s friends recommended Timeular to him and the team quickly got set up.

“I was worried that the team wouldn’t be satisfied using Timeular, but they were really happy from the start as they love being able to see how much time they’ve worked and how their time contributes to the total worked across the team. It’s not just interesting for management, but for the employees too.”

The solution: using Timeular to maintain an even spread across projects

The aletto team uses Timeular with the Time management cube and have assigned each company they work with to each side. Ricardo and his team love the different colors available in Timeular, the user-friendly interface and how easily they can switch between activities with just a flip of the device.

They are able to quickly and easily track how much time they spend using tags and mentions. The marketing team also uses Asana. They connect the task they have in Asana to the tag in Timeular, further saving them time.

Every month the team pulls a report to check how their time has been divided across projects and companies. At the end of the year, they use Timeular’s insights to get an overview of the year and identify ways to maintain an even spread across their projects and create a strategy for going forward.

“The data and insights provided by Timeular are invaluable. I have the information I need in seconds, which makes it really easy when it comes to invoicing. The export options are fantastic and make it quick and simple to extract the information I need.”

Ricardo Hödebeck, Marketing Manager at aletto Hotels

The solution: time optimisation and easy invoicing

Being able to easily see who worked on which projects and for how long enables the team to understand how they can optimize their time going forward.

As the team works like an agency, it’s important that they can easily see how much of the budget the work for each company has used up. Ricardo finds it helpful being able to see an individual’s overview and insights, as well as those of the team.

“Using Timeular, a time management software for marketing agencies, saves several hours a month for each employee, which really adds up across the team.”

Ricardo explains that Timeular’s clear statistics enable him to plan a fair distribution of time resources across the companies they support. 

“The data and insights provided by Timeular are invaluable. I have the information I need in seconds, which makes it really easy when it comes to invoicing. The export options are fantastic and make it quick and simple to extract the information I need.”

The aletto marketing Team love using Timeular as it’s “clean and easy to handle, whereas other methods are much more difficult to use. Timeular has a lovely, friendly design and it’s easy to use.”

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“Thanks to the transparent and accurate work-logs, we have been able to objectively bill up to 25% more time on different projects.”

Sascha Lindemann, Managing Director at Beilquadrat

The challenge: increasing transparency for the team and their clients

The agency started out small in 2007 and over time, one happy customer after another, kept growing significantly. It reached a point when it wasn’t easy anymore to keep an overview of how time across the team was spent. For Beilquadrat and many other agencies, this is key to being able to understand which events lead to the required results and what is required to stay efficient.

However, as the digital world has become more complex, understanding projects has become harder too. More channels, more formats, more content. Visualising all the steps required that lead to a result wasn’t a quick list for them anymore.

At the same time, client demands have evolved too, with more transparency required around what they are paying for, being one of them.

The solution: keeping it simple and employee-friendly

When introducing time tracking, the team wasn’t really on board. Hence Sascha wanted to lower the entry barrier by picking a fun and playful solution, which ultimately led him to the Timeular time tracking cube.

The Tracker helped him to get the team into the habit of tracking time. Over time as the number of projects and activities grew, they looked at alternative solutions but ended up staying with the Timeular software as they felt it still best met their needs. The look and feel of the modern and simple interface won against spreadsheet-like looking tools. Additionally, the flexible Timeular reports allow them to understand who worked on any project with just a few clicks.

The outcome: up to 25% revenue increase per project

Timeular – the agency time tracking software has been really helpful for them in many ways, and in particular, at helping them understand and organise their time spent on various projects to increase internal awareness and efficiency. Ultimately, thanks to the transparent and accurate work-logs, Beilquadrat has been able to objectively bill up to 25% more time on different projects.

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“Our team loves using Timeular. It saves us time that we would otherwise waste tracking time in Excel or on paper. Timeular enables us to identify strategies on how to improve going forward.”

Justus Fischer, Founding Partner at Via Tomorrow Consulting

The challenge: abiding by the rules and keeping track of billable time without adding to the workload

In Germany, it is a legal obligation for employers to record the duration of time worked each day to ensure that employees do not exceed maximum ten working hours per day or 48 hours per week.

Justus needed to find a reliable, accessible and easy to use system that enabled the team to do this without adding to the workload. As they bill multiple clients on an hourly basis, the team also needed a solution that meant they could effortlessly keep on top of their billable hours.

The solution: using Timeular to quickly get all of the information they need in one place

The team at Via Tomorrow tracks billable and non-billable time on a daily basis. They use a combination of the Timeular software and the Tracker.

They assign each client to a folder in their workspace and also have a folder where they record all of their internal non-billable work. The team finds that using the different colors available in Timeular helps them easily customize their workspace and easily identify client projects.

The team uses hashtags to identify client projects for which there are different work packages. They find Timeular helps them easily discern between projects which is important as they have partly billable projects with clients and others which are partly non-billable as these are based on a flat fee. They use Timeular’s hashtags to quickly understand which one is which.

”Timeular makes it really easy to understand which clients we have worked more on and which ones require more of our time.”

The insights enable the team to see at a glance how much each team member is working over the week and over the month too. “This is really helpful with resource planning as it shows us who has capacity and who has upcoming time off.”

The result: maximizing profitability and efficiency

With the insights provided by Timeular, the Via Tomorrow team is able to analyze how much time they’ve spent working to date for each client. They are then able to use this information to analyze whether they need to adjust future pricing packages and if they can make changes to maximize their efficiency.

”It’s really helpful for us to be able to send the list of time entries per project to the client so that they can see where all of the time is going and which of their requests are taking up the most time.”

With everything they need in one place, Via Tomorrow can easily bill their time, see where all of their time is going, ensure they are working in accordance with German employment laws and provide a good work life balance by keeping track of their employee’s working hours to make sure they aren’t overworking.

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“Our team loves using Timeular. Within a month it had completely changed our process and it was very straightforward getting the team to adopt it.”

Stefan Greunz, Managing Director and Founder of Growth Ninjas

The challenge: replacing confusing Google Sheets

Before discovering Timeular, the team of six were using Google Sheets to track their time, but this quickly proved problematic and messy as managing multiple users working on the sheet at the same time caused confusion and inefficiency. The team consistently had a two to three week backlog of time that they needed to enter into Google Sheets and a lot of time was going unaccounted for, meaning that the company was not maximizing profitability.

Stefan knew that they needed a simpler and more scalable solution to track their time and charge clients fairly.

The solution: easily track all billable hours in just a few clicks

Growth Ninjas work on projects that are mostly time and material based contracts, so it’s really important for Stefan to know how many hours they spend on a client on a monthly basis. The team uses Timeular to track all of their billable hours as well as all internal time including sales, meetings and everything on an administrative  level.

Stefan exports the data from Timeular to provide their clients with an overview of the hours they spent working on their projects, which helps to build their confidence and better plan for future projects. The data also allows him to see which members of his team might have extra time to take on additional clients and what capacity they have to be able to do more sales work.

Their KPIs focus on the number of billable hours they capture and also how booked the team is. Being able to see what work the team is doing with clients in an efficient way is paramount to understanding these KPIs.

“You can see in the Timeular calendar when someone has done something. Before we didn’t have an accurate picture and that made it challenging in many ways. The visual representation is invaluable.”

Stefan Greutz, Managing Director and Founder of Growth Ninjas

The result: increased transparency and profitability

Using Timeular has increased Growth Ninja’s profitability as the team now tracks every minute worked for each client. It’s now easy for the team to log when they pick up the phone to a client or write an email, and that time adds up. Timeular has helped the whole team understand where their time is going and this transparency has enabled them to make informed decisions about how to improve efficiency.

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“Timeular has really helped us identify areas of inefficiency and implement new processes. We have saved 25% of our time thanks to Timeular.”

Erin Enderle, Attorney at Levy & Associates

The challenge: finding a way to improve efficiency and stay profitable

When the two firms that now form Levy & Associates merged, Erin needed a way to understand how each team was using their time and what improvements they could make to ensure they were working in a similar fashion and unify the process. One firm was very technological and operated remotely, and the other firm was much more traditional with 80 people working in an office and so Erin needed a way to easily understand how she could ensure efficiency across both.

The solution: leveraging the data to identify where efficiency can be improved

At first, the attorneys were against using Timeular as they felt that introducing a time tracking tool was leading towards micromanagement. To move past this, Erin started using Timeular herself and presented her data to the team so that they would realize that time tracking was not a form of micromanagement but more a way of identifying trends and being able to understand where time is going.

Rather than looking at how long each individual activity lasted, what time she had started and finished work, or how many hours she had worked in total, Erin demonstrated how Timeular made it easy to quickly see how many hours she had spent on profitable activities rather than tasks such as emailing.

Quickly the attorneys began to see that Timeular was a helpful tool as they were able to look at their data and see where they had spent too much time on certain activities and which activities they needed to focus more time on.  Attorneys are expected to spend half of their time on profitable activities and then the other half on the activities that are not linked to profitability including answering emails and attending court hearings.

Erin meets with the attorneys every week and together they look through the insights provided by Timeular. They have seven activities that their work falls into: standard attorney drafting, production (assigning lawsuits and judgements, these are the things that drive the business), communications, hearing and trial attendance, hearing and trial preparation, meetings, other and non-attorney support work. The expectation is that 40% of an attorney’s time should be spent on production.

The result: 25% more time and improved processes

Erin explained that the attorneys have been surprised when looking through the data that Timeular generates. One attorney didn’t realize how much time they were spending on emails and have now made some changes to improve the balance.

When the team started using Timeular, Erin was able to identify that attorneys were spending a vast amount of time on preparation for hearings. As Levy & Associates is a national law firm, they have a lot of hearings covered by numerous attorneys in varying states. Often an attorney will work on the preparation for the hearing, but another attorney will attend and do the preparation for the hearing too. The hearing is being prepared for twice and both attorneys are paid.

The owner of Levy & Associates also uses Timeular to see an overview of how the team is spending their time, and so it’s helpful for the team to have everything in the same place that’s accessible to those who need it.

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As part of this project, they have set up a small, community-driven chain of organic grocery stores that aims to build a system to show what the economy could look like if these problems were solved. There is no private ownership involved and all profits are donated towards fighting extreme poverty and climate change.

The store is run on a membership model: members can participate by spending three hours a month volunteering in the store to support the movement and receive a discount on their shopping.

“Now that we are growing, Timeular is crucial to our organization for being able to operate professionally.”

Mattis Steib, Co-founder of Robin Hood Store

The challenge: finding a way to maximise efficiency

The Robin Hood Store team consists of multiple volunteers and also 11 employees who work at least 15 hours a week. As the team began to grow the system that they are aiming to build, they realized that they needed an easy way to track their time to help them understand where it’s going and how they can maximize efficiency. They also needed a way to manage the HR organizational parts of a growing business, including recording paid leave, sick leave and staying on top of over and under hours.

The solution: harnessing the power of Timeular’s data

All employees who work at least 15 hours a week now use Timeular. They were drawn to Timeular’s Tracker and the QuickTrack shortcut to quickly create time entries for their activities and to create a record of their working hours and time off.

The team operates with a holacratic structure and is divided into different teams, which is represented by the folders within Timeular. Each team uses two activities: one for ‘recurring tasks’ and the other for capturing ‘improvement tasks.’ They also use hashtags to define the specific tasks they are working on.

Mattis uses the data to understand how they are spending their time across the recurring tasks and uses this to inform his decision about whether to invest time automating certain tasks going forward.

One recent decision Mattis made was informed by Timeular data: “as weekends are busier in the store, we have a separate stock ordering process to support this. Thanks to the data in Timeular, I was able to easily understand how much time this recurring activity was absorbing and made the decision to invest an hour into automating part of the process. This has saved us at least 30 minutes every week, which really adds up over time.”

Mattis exports the data from Timeular into a G-sheet that is set up to calculate the data according to the hours each team member is set to work and ensures that they do not owe any time. This sheet also helps them identify whether the team has used their holiday allowance or if any time off in lieu is owed. This also easily enables employees to adjust their hours over several days depending on if they have over or under hours.

Another part of Robin Hood Store’s mission is to grow the system that they are trying to build. There is no private profit involved but they instead reinvest the bigger part of the profit in order to grow. It’s important for them to be able to know how much they’re investing in terms of time and what they are doing with the time spent on a daily basis.

The outcome: supporting growth with Timeular

Thanks to Timeular, Mattis and the team are now able to accurately calculate over and under hours, which is important to them when operating as a professional organization.

Before introducing Timeular, Mattis describes the way that they were trying to keep on top of hours worked and leave taken as chaotic: “everything before was vague and operated on a trust base. We needed a proper solution to support us as we grew.”

Going forward, Mattis and the team will be using Timeular’s leave tracker which can replace everything they have been doing in the G-sheet with their exported data.

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Noah works within a team of five who are responsible for end user experience. They support Bang & Olufsen employees with all IT requests.

“Timeular is a fantastic tool. Now that we efficiently track our time and know where each minute is going, task management has become more efficient, which has increased overall productivity within out team. This in turn has enabled us to be better at prioritizing tasks and document our journey, making our entire team aware of how we allocate our time and resources.”

Noah Ruseng Bested, IT Support Assistant, Bang & Olufsen

The challenge: finding a way to easily understand where time is being spent

Before they discovered Timeular, Noah and the team didn’t have a way to track their time and were in the dark when it came to knowing where their time was spent. They needed to find a way to effortlessly log where their time was going so that they could gain a better understanding of resource allocation and improve task management.

When looking for a tool, they had a couple of goals in mind: to unlock a diverse and deep understanding of each team member’s role and to ensure that they were working as efficiently as possible to maximize overall productivity within the team.

The solution: the ability to better plan time going forward

Noah and the team track their time using several different activities including: meetings, walk-ins/disturbances, projects, service now (their ticketing system), unspecified (for activities that fall outside of the main categories), transport (to capture time spent traveling to and from work), breaks and administration. The ‘walk ins/disturbance’ activity is used when a user requires immediate help and the team stops working on their set task.

Most of the team uses the Tracker, Noah included: “I find that using the Tracker speeds things up and makes it really easy to track my time.” The entire team uses the Timeular mobile companion, which allows them to easily track time on the go, with the option of adding notes and tags.

The team uses hashtags to include further detail relating to logged activities. They also track their projects using hashtags, which allows them to easily see how much collective time has been spent on each project. With this information, they are able to accurately bill any external companies they are working with.

With the data provided by Timeular, the team has a precise understanding of exactly where their time is used and this allows them to better plan their time going forward.

The outcome: maximising profitability by prioritising ‘focus mode’

“Our manager is really happy that we all use Timeular, and we are all very fond of it. With the data, our manager can see how we allocate our time and resources, and also see which areas require resources to ensure the highest level of customer satisfaction.”

Thanks to Timeular, the IT team at Bang & Olufsen are able to easily see how much time they’re spending on small tasks and how much time this all adds up to. Before using Timeular, they weren’t aware of just how much time doing all of the small tasks took out of their working hours that they usually spend working on the things they actually have to work on.

As a result, they now have dedicated times when they are in ‘focus mode’, which is when they only have to work on projects or IT support and are not open to disturbances.

“Timeular has allowed us to work more efficiently. Thanks to the insights, we have been able to make a lot of changes to the IT structure to work more efficiently. This has saved each team member around two hours per week, which is 10 hours gained in total across the team, each week.”

By tracking how the team spends their time, they are able to identify how much time is spent on tasks that do not contribute towards overall profitability. With this data, the team can now ensure that they focus their time on activities that are valuable to the business, which boost profitability.

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“The more a project is worked on, the more costly it becomes, so it’s important that the team knows how much time is being spent on a project in total, as the project progresses and not just at the end.”

Mieke Motmans, Ortho Clinical Engineering Team Leader at Materialise

The challenge: finding a way to identify how much time is spent on each project

Mieke’s team focuses on processing cases for their customers. The team works on different projects and so it’s important for them to be able to identify how much time they spend on each case and on which project.

Before they started using Timeular, the Materialise Team worked with a system that they checked on a monthly basis. They were required to log how much time they had spent on each task in hour long blocks. During busy periods, the team often forgot to log their hours and so they would fill out their hours at the end of the month using guess work, which led to a lot of inaccuracy and took up time.

The solution: using the insights to remain profitable

Mieke and the team use Timeular to log how much time they are spending on each case and project. Materialise makes cost calculations based on each product separately and so it’s important for them to have an accurate record of how the time is spent. Often they are involved in bigger projects from other teams and so it’s helpful for them to keep track of how much effort is being put into a project.

Using the data, Mieke can see how busy each team member has been and if there is time spare to work on projects. This is helpful as they try to keep the time spent on cases equal across the team so that they can all work on projects too. The process engineers also use the data to identify where they can increase efficiency.

The team tracks the issues they are working on by assigning them to a category. The data is exported to Excel and then the team adds their case information to make final reports. The team uses hashtags to differentiate between projects. This helps them understand how much time they’re spending on issues in total and provides the information they need when they make the case to management to ask for additional help.

It’s helpful for project managers to know who worked on each project and how much time was spent in total. Every month they look at the total amount of time spent on a specific product and check whether it was realistic and within budget. Timeular helps the team stay profitable.

The outcome: accurate data that ensures projects stay within budget

Thanks to Timeular, the data that the team generates is now entirely accurate, much broader and provides a much more specific breakdown which helps the team learn from how they’ve spent their time. Projects now stay within budget and the team ensures that work is evenly distributed and that any spare time is enjoyed fairly across the team on projects outside of the usual cases.

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