Projects, Time and Billing in One Flow

The Challenge

Hours logged late, so revenue went uninvoiced

Consultants jotted hours in personal spreadsheets and sent them to admin at month end. By then nobody remembered the small tasks, so real billable work never made it onto an invoice, and billing dragged for days while someone chased timesheets.

• Billable hours lost because time was logged days after the work.
• Invoices went out a week or more after a milestone.
• Managers could not see if a project was on budget until it was over.
• Utilisation was a guess, not a number anyone could pull up.

The Solution

Projects, time and invoices in one ERPNext flow

We set up ERPNext so consultants log time against the task they are on, and that time flows straight into the project budget and the client invoice.

• Timesheets log against live project tasks, on web or phone.
• Billable time turns into a draft invoice with one action.
• Project managers see budget against actuals in real time.
• Utilisation and margin reports update on their own.

How We Delivered

Built around how consultants actually work

We kept time logging fast, because a slow form is a form nobody fills in. Consultants start a timer or add a line in seconds from their phone. We piloted with one team, refined the project templates, then opened it to everyone.

The rollout ran eight weeks, including a month of side-by-side billing to check the numbers.

The Outcome

More hours captured, invoices out faster

Because time is logged the same day, billable hours rose by almost a fifth. Invoices now go out within a day or two of a milestone instead of a week, and managers catch a project going over budget while there is still time to act.