Time tracking and expense management

How time tracking adds value

Time tracking is right at the heart of Vertec and has been developed specifically for service providers. Employees usually enter their time on their own, but often this process is still done via Word or Excel files. Hours worked must then be compiled, verified, and finally billed. This takes valuable time and is prone to errors.

Time tracking on projects or cases

Working hours are entered in Vertec on projects or cases. The central entering enables many follow-up processes. Check and approve services, billing, evaluation – these are all important processes that access the centrally recorded hours.

• Cross-device measurement with timer function
• Presence times for legally compliant working time recording
• Individual release solutions
• Use calendar entries from Outlook directly in Vertec
• Mobile time recording

How expense management adds value

Expenses are managed in Vertec similarly as to how services are recorded. Expenses can be entered independently of services or integrated into individual services. Thanks to the Vertec Phone App and the receipt recognition with AI, entering of expenses on the go is also possible. Entered expenses are immediately available for further processing.

• Save internal processes and expenses for travel expense reporting with Vertec
• Automatic receipt recognition with the Phone App
• Submit expenses collected by report

This is how time tracking works in Vertec

Detailed view, daily overview or weekly table

Vertec offers you several ways for time tracking. In the daily overview, the completed project times are entered in a list one by one. In the weekly table, the times tracked appear in a table, summed up per day and per project or project phase. This makes it easier for employees who work on the same project, on the same tasks or on internal projects for a longer period of time.

From-To enter with pause times

In Vertec, time recording can also be done with From-To times. You can define pause times and then have them deducted automatically from the entered time period. The list for times tracked is customizable. Instead of the classic input fields, you can also display the From-To fields and the pause field.

Cross-device entering with timer

You can use Vertec on all common devices to enter your working time. Hours worked entered on the go become immediately available in Vertec and can be processed further. With the timer function, the hours you are working on a specific project are recorded continuously. Just click on the play button.

Compare presence times with time tracked

The recording of attendance time corresponds to the statutory recording of working time (company data recording). Entered hours worked, on the other hand, are used for charging purposes and have no direct connection with presence time. However, on the basis of the summed presence time and the recorded time, it is possible to quickly identify which percentage of working time has not been entered as readable services.

Set up individual approvals

Create appropriate approval procedures for controlling: For example, a team leader could use such a workflow to review and approve the hours worked of his team members. Only then is an invoice created.

Using your Outlook calendar with Vertec

The Vertec Outlook App allows you to complete Vertec tasks directly in Outlook. In terms of time recording, it is possible to convert calendar entries directly into services. If you click on an existing appointment or create a new one, you can process this entry further in Vertec, i.e. assign it to a project, a project phase or use it as a service record. No need to switch between Outlook and Vertec, simply benefit from a smooth integration.

This is how expense management works

Define individual processes for expenses of different kinds

Easy expense recording with Vertec: You can decide whether expenses entered need to be approved internally or charged directly. For various expenses, such as rail travel or food, you can centrally determine whether or not they will be reimbursed to your employees. The currency used for reimbursing the employee may vary from the currency invoiced.

Automated receipt recognition with AI

Automated receipt recognition speeds up recording of expenses through the use of Artificial Intelligence. Read more in our blog post:  Efficient expense recording thanks to receipt recognition with AI

Submit collected expenses using a report

Once an employee has recorded all expenses in Vertec, the reimbursable expenses can be viewed at any time. Submitting expenses to the employer can be done in just a few steps using a standard report.

Create a statement of travel expenses with Vertec

For a report of your travel expenses, first create a travel expense report template in your template directory. This template is then run on an individual employee and automatically includes the address saved for that employee. After completing the report, Vertec creates a corresponding expense.