What is project time tracking?

Logging working time against clients, projects and tasks, so you see where the time goes and can bill it. In Pharen Hub you do it with the project time tracking template.

Yes. You log with the timer or enter the time by hand afterwards.

Can we round to the quarter hour?

Yes. In the billing settings you choose between exact and quarter hours.

How do the hours get onto the invoice?

The billing journal shows amount and hours per entry. Via import and export you hand it to your accounting as an Excel or CSV file.

Where is the data stored?

Pharen runs the Hub on Hetzner Cloud in Germany. On request it runs on your own servers.

Project time tracking in Pharen Hub

In Pharen Hub every logged hour belongs to a project and a task. A workflow reminds anyone who has not logged anything yet, and the billing journal works out the amounts per client.

At month end the hours are missing

Who did what for which client is spread across calendars, notes and people's heads. At month end the project lead chases it, and the invoice waits.

In Pharen Hub you log time where the task lives. Billing then means looking at one list.

How it runs in Pharen Hub

Process

Step 1: Projects and clients in one place

Clients, projects and tasks are linked lists. Every project has a client, a project lead and a time frame.

The projects with client and project lead.
Person

Step 2: The team logs against tasks

You log time with the timer or by hand, always against a project and a task. A short note says what was done.
The board shows which tasks are open, in progress or blocked.

The tasks by status, one of them blocked.
Rule

Step 3: A workflow reminds about gaps

Every weekday at 4 pm a workflow checks who has logged nothing today and reminds them in the projects channel. It reports blocked tasks in the same channel.

One schedule, two lists and two messages.
Rule

Step 4: The journal does the billing

For every entry the billing journal multiplies the billable minutes by the project's hourly rate. Internal time is tracked but not billed.

The billing journal with rate and amount per entry.
Process

Step 5: A ready-made template in the Hub

Lists, workflows, a playbook and an app for logging time come with Pharen Hub as the project time tracking template. You install it and adjust fields and rates.

The project time tracking app, installed from the template.

What you decide

The template does the maths. You decide what gets billed.

Rates

You set hourly rates per project or task.
Billable

Each entry says whether it is billable.
Rounding

Exact or to the quarter hour.
Invoices

Your accounting still writes the invoice.

More use cases

Lead management

New enquiries land in one list. An agent grades them, and a workflow passes the good ones to sales with a booked call and a reply draft.
Management report

Every Monday at 8 am a workflow collects the numbers from four lists. An agent writes the report, and leadership gets it in their channel.
Customer support

New requests get sorted. An agent drafts replies from your help articles, bugs go to engineering and complaints to a person.
Dunning

Every morning an agent checks open invoices, suggests the dunning level and writes the reminder. Accounting approves, and sales hears about late payers.
Sales proposals

When a deal is qualified, one agent writes the company profile and another drafts the proposal from your template. Sales approves it in the channel.
Onboarding

A new person in the list starts the onboarding: tasks, the first week's meetings, a welcome in the channel and an agent that answers questions from the handbook.