Revenue-Aligned Time Tracking
TL;DR
Hourly billing time tracker for architecture/engineering firms that auto-categorizes plain-language engineer entries (e.g., 'drafting structural plans') as billable/non-billable and syncs to QuickBooks/Xero, so project managers can reduce underbilling by 20% and owners can forecast revenue per project with 90% accuracy
Target Audience
Engineering consultancies with 10-50 employees managing long-term architecture projects
The Problem
Problem Context
Architecture and engineering firms work on long projects billed by the hour. They need to track every hour their engineers spend to ensure accurate invoicing. Current tools like Jira force them to use software terms (epics, sprints) that don’t match their billing needs. This creates confusion and wasted time.
Pain Points
Engineers spend too much time logging tasks that don’t help them get paid. Project managers struggle to plan resources because they lack visibility into future billable hours. Business owners lose money when hours aren’t billed correctly or when engineers work on non-billable tasks without tracking.
Impact
Firms waste 5+ hours per week on manual time tracking and billing corrections. Missed billable hours cost thousands per project. Frustration leads to turnover or lost clients. Poor planning causes overstaffing or understaffing, further cutting profits.
Urgency
Every hour not tracked is money lost. Firms can’t afford to ignore this because billing errors directly reduce revenue. Without a better system, they’ll keep losing time and profits month after month.
Target Audience
Project managers, estimators, and firm owners in architecture and engineering firms. Similar issues exist in consulting, legal, and creative agencies that bill by the hour.
Proposed AI Solution
Solution Approach
A time-tracking tool built specifically for firms that bill by the hour. It replaces generic project tools with a system that maps every hour directly to invoices. Engineers log time in plain language, and the tool auto-categorizes it as billable or non-billable. Project managers plan resources based on revenue needs, not software jargon.
Key Features
- Revenue-Aligned Planning: Lets firms forecast billable hours and adjust staffing before projects start.
- Plain-Language Time Logging: Engineers describe their work (e.g., 'design review'), and the tool auto-tags it as billable/non-billable.
- Invoice Sync: Exports tracked hours directly to QuickBooks, Xero, or other accounting tools—no manual entry.
User Experience
Engineers open the app, select their project, and type what they’re working on (e.g., 'drafting structural plans'). The tool suggests billable categories and starts the timer. Project managers see a dashboard of hours logged vs. billed, with warnings for projects at risk of underbilling. Owners get monthly reports on revenue vs. hours worked.
Differentiation
Unlike Jira (built for software teams) or Toggl (generic time tracking), this tool is designed for firms that bill by the hour. It speaks the language of architecture/engineering (e.g., 'drafting,' 'site visits') and ties every action to revenue. No more forcing square pegs into round holes.
Scalability
Starts with a single project team, then scales to firm-wide use as more teams adopt it. Integrates with accounting tools to handle growing invoice volumes. Offers team-based pricing for larger firms.
Expected Impact
Firms save 5+ hours per week on time tracking and billing. They bill every hour worked, reducing revenue loss. Project managers plan resources accurately, avoiding over/understaffing. Owners gain visibility into profitability per project.