As a consultant, you must accurately record and manage your working hours to ensure that your consulting hours are paid correctly. Modern time recording tools provide you with effective support. In this guide, we'll explain what it means for consulting companies and compare 5 popular tools to help you find the best time recording software for your needs.
Time tracking for Consultants: Benefits
Digital project time recording is crucial for you as a consultant in order to successfully complete the numerous parallel projects and to bill them promptly. It provides you with accurate data instead of incomplete reminders, enables you to review and manage productivity, ensures transparency with your customers, and speeds up billing for timely cash flow. Project and customer-oriented time recording tools, such as ZEP, i.e. help you save valuable time on administrative tasks.
Time tracking Software: Comparing 5 Popular Tools
The market for time tracking solutions is extremely diverse. It ranges from simple apps for freelancers and small teams to extensive systems for larger companies that record project times, for example. In this article, we compare five of the most popular time tracking tools and their special features. We are taking a closer look at the ZEP, awork, clockodo, papershift and factorial solutions.
ZEP — The Central Platform for Your Times & Projects
ZEP combines the best features of a PSA- and ERP solution On a central platform and offers a flexible, legally compliant and efficient time tracking, specifically designed to meet the requirements of consultants and is tailored to project-oriented companies. The software not only enables working and project time tracking, but also supports Project Management, resource planning and Travel expense report — Everything in one tool. At the same time, ZEP remains intuitive to use and can be individually adapted thanks to a modular structure.
Why ZEP
✔ Project & working time recording: Detailed recording of working hours, incl. Break regulations, surcharge calculations and the ability to book time for specific activities.
✔ Resource & project management: Efficient planning and management of projects with real-time evaluations and budget control.
✔ Vacation & Absence Management: Integrated Management of Vacation, Illness and other absences with approval processes.
✔ Travel expense report: Recording and billing of travel expenses In accordance with legal requirements, including document entry.
✔ Automated Reports & Evaluations: Accurate reports about project progress, profitability and working hours with extensive export functions.
✔ Flexibility & Customization: Modular expansions and customizable design enable tailor-made use.
✔ Ease of use & mobility: Easy to use, available as desktop and mobile application, for maximum flexibility in the office, working from home or on the go.
✔ GDPR-compliant & developed in Germany: Highest data protection standards with hosting and development in Germany.
✔ Transparent costs: Clear pricing structures, free trial version and monthly cancellable models with no hidden fees.
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awork — The Solution for Project Management & Time Recording
awork Business is a cloud-based software that combines task planning, project management and time recording on one platform. It enables easy planning and organization of projects at both team and company level.
Why awork business?
✔ Project and working time recording: Direct recording of working hours with easy operation.
✔ Tasks and To-do lists: Intuitive management of tasks and projects to keep progress transparent.
✔ Automated Reporting: Comprehensive Evaluation Options for Project and Time Analysis
✔ Collaborative Work: Collaborative Planning and Task Management for Teams
✔ Customer and employee management: Clear organization of all relevant data in one central location.
Clockodo — flexible time recording for projects and teams
Clockodo Pro is a versatile software for work and project time recording that enables companies to easily and flexibly document working hours — both on the desktop and via mobile applications.
Why Clockodo Pro?
✔ Easy time tracking: Recording work and project times in real time.
✔ Break management: Automatic documentation of breaks in accordance with legal requirements.
✔ Overview of hours worked: Transparent tracking of working hours for employees and projects.
✔ Vacation and absenteeism management: Integrated calendar for absences and holidays.
✔ Customer and Project Management: Structured Collection and Organization of Customer and Project Data.
✔ Automated Reports: Detailed Evaluations of Productivity and Time Efficiency
Papershift — Smart Shift Planning & Time Recording
Papershift Core is a cloud-based solution for personnel management that includes time recording as well as shift planning, absence management and payroll. Thanks to versatile interfaces, Papershift can be seamlessly integrated into existing systems.
Why Papershift Core?
✔ Comprehensive shift planning: Consideration of availabilities, qualifications and legal requirements.
✔ Flexible time recording: Documentation of work and break times via desktop or app.
✔ Automated vacation management: includes approval process, holiday calendar and vacation account.
✔ Payroll & Reports: Direct interfaces to common billing systems.
✔ Single sign-on & GDPR-compliant: Secure and easy access for companies.
✔ Hardware terminal: Optionally available via easysecure.
factorial — The smart HR software for SMEs
factorial is a cloud-based HR solution that was developed specifically for small and medium-sized companies. It offers digital processes for personnel management, from time recording and absence management to payroll and applicant administration.
Why factorial?
✔ HR optimization: Automated absence management, performance reviews & payroll.
✔ Efficient time recording: documentation of working hours via desktop, app or hardware terminal.
✔ Integrated Applicant Management: Manage and Evaluate Applications directly in the software.
✔ Digital personnel files: Centralized management of all employee data.
✔ Smart Reports & Analyses: Automated HR Evaluations for Well-Founded Decisions.
✔ GDPR-compliant & secure: Data protection-compliant storage and management of all data.
Conclusion
The right time recording software is crucial for consultants to successfully manage projects and ensure transparent billing. While many tools offer basic functions, ZEP offers a comprehensive range of services that is specifically tailored to the requirements of project-oriented companies. The combination of flexible project and working time recording, automated reporting and intuitive operation makes ZEP the ideal solution for anyone who wants efficiency and transparency in their time tracking Want to maximize.
FAQs
Why is digital time recording important for consultants?
Digital time recording ensures precise recording of working hours and makes it easier for bill customers. It also enables better management of projects and resources, which allows consultants to work more efficiently.
Which time tracking tool is best for consultants?
ZEP offers a solution specifically tailored to consulting firms with flexible project time recording, automated reporting and travel expense reporting. Thanks to modular customization and simple operation, it is particularly efficient for consultants.
What features should a good time recording software offer?
In addition to working time recording, good time recording software should also include project management, reporting and billing tools. Automation and mobile usage options also increase efficiency.
Wie rechne ich Beratungszeiten korrekt gegenüber Kunden ab?
Die korrekte Abrechnung von Beratungszeiten erfolgt in drei Schritten: Zunächst erfassen Sie Ihre Arbeitszeiten projektbezogen und ordnen sie konkreten Tätigkeiten zu. Moderne Zeiterfassungstools wie ZEP kategorisieren diese Zeiten automatisch nach abrechenbaren und nicht-abrechenbaren Stunden. Im zweiten Schritt prüfen Sie die erfassten Zeiten auf Plausibilität und gleichen sie mit vereinbarten Budgets oder Stundenkontingenten ab. Abschließend generieren Sie detaillierte Leistungsnachweise mit Aufschlüsselung nach Tätigkeiten, Datum und Dauer. Diese Transparenz schafft Vertrauen beim Kunden und beschleunigt die Rechnungsstellung erheblich. Achten Sie darauf, dass Ihre Software Exportfunktionen für DATEV oder Lexware bietet, um Medienbrüche zu vermeiden.
Kann ich Beratungszeiten auch beim Kunden vor Ort erfassen?
Ja, professionelle Zeiterfassungslösungen bieten mobile Apps für iOS und Android, mit denen Sie Zeiten direkt beim Kunden erfassen können. Wichtig dabei: Die App sollte auch offline funktionieren und Zeiten automatisch synchronisieren, sobald wieder eine Internetverbindung besteht. Bei mehrtägigen Projekten vor Ort können Sie so täglich Ihre Leistungen dokumentieren, anstatt am Wochenende aus dem Gedächtnis zu rekonstruieren. Besonders praktisch sind Lösungen mit Timer-Funktion. Sie starten die Zeiterfassung beim Projektbeginn und stoppen sie beim Tätigkeitswechsel. Mobile Zeiterfassung reduziert nachweislich vergessene Buchungen und erhöht die Abrechnungsgenauigkeit um durchschnittlich 15–20 %.
Wie behalte ich bei mehreren parallelen Beratungsprojekten den Überblick über Budgets?
Effektive Projektkostenkontrolle erfordert Echtzeit-Auswertungen, die Soll- und Ist-Werte kontinuierlich abgleichen. Setzen Sie auf Zeiterfassungstools mit integriertem Projektcontrolling, die Ihnen auf einen Blick zeigen, wie viel Budget bereits verbraucht ist und wie viele Stunden noch zur Verfügung stehen. Definieren Sie zu Projektbeginn Budgetwarnungen. Das System alarmiert Sie automatisch, wenn Sie beispielsweise 80 % des vereinbarten Stundenkontingents erreicht haben. Dashboard-Ansichten mit Ampelsystem ermöglichen es Ihnen, innerhalb von Sekunden zu erkennen, welche Projekte im Plan liegen und wo Handlungsbedarf besteht. Besonders bei tagessatzbasierten Projekten verhindert diese proaktive Steuerung, dass Sie unbemerkt in die Kostenfalle tappen.
