How to use Outlook (or Google) for your weekly timesheet, and increase timesheet efficiency

Fun fact: Outlook appointments already hold 90 percent of the information needed for weekly timesheet entry: the date, start and end time, duration, subject, location & notes.

How do you create a timesheet in Outlook? With Timewatch’s Outlook timesheet you don’t have to enter all that information again when you enter weekly timesheet details. Simply add your customer project details to Outlook appointments and post them to their weekly timesheet. It’s that easy.

OutlookTime® is really simple, really easy, really fast and users love it.

Why? Customers tell us their weekly timesheet entry is no longer a chore. Customers say OutlookTime® saves their employees around two hours a week and is more than ten times faster than their previous system.

As one customer explains, “we have over 40 clients and if somebody on our team doesn’t do their job properly by logging time on their timesheet, then the whole process doesn’t work,” says one customer, a Washington DC-based consultancy. “We have a technology team that finds problems within our firm and one issue was staff trying to push calendar reports out by the end of the month. The technology team suggested OutlookTime® would help us get faster at tracking time and also help us with reports. Both those suggestions have been proven true.”

OutlookTime® increases weekly timesheet accuracy

By using data already in Outlook, OutlookTime® saves employees time entering timesheet data manually. This increases timesheet accuracy, and time saved increases employee productivity, while using your existing Outlook applications.

OutlookTime® provides powerful consolidated weekly timesheet reporting, and – best of all – saves each employee one to two days a month when compared to a traditional timesheet.

If your organization uses Outlook and also enters timesheets then OutlookTime® is the simple, easy, and fast solution for you. Our Customers love it because it takes the chore out of timesheet entry.

Calendar timesheet template

The Outlook calendar timesheet template shows appointments from Outlook, allowing users to post Outlook appointments directly to their timesheet.

How does Outlook Timesheet Entry Work?

The Outlook timesheet can be viewed as a traditional spreadsheet, or as a calendar. The image above shows a calendar timesheet in Weekly format, which will be very familiar to Outlook users. The system supports a workweek timesheet format, a bi-weekly timesheet format, half monthly and four weekly timesheet formats.

The items in the Outlook timesheet are color coded. The green appointments are Outlook appointments that are ready to add to the timesheet. The red appointments are ones that need a customer/project to be allocated before they can be added to the timesheet, and the blue ones are the timesheet entries that have already been added to the timesheet. Users can see notes and start/end times for each timesheet entry on one screen.

“We previously used a web-based program but most of our staff didn’t care for it because of the amount of manual entry on the front end,” a current OutlookTime® user explains.

“I would say that 20 percent of our staff struggled to get their time in at the end of the month. Our staff, however, is very diligent about calendars and OutlookTime® has made it possible for employees to go from their calendars to their timesheet with a few clicks. It has made our employees’ lives better.”

Our Outlook time tracking solutions make everything old new again

When big tech companies discard or update platform applications we are there to help you and your business. Our OutlookTime® system combines timesheet data and Outlook/Teams data on one screen to create the perfect Office 365 time tracking app. This allows users to see their timesheet – and what is in their calendar at the same time – and turn Outlook appointments into timesheets at the click of a button. Our Outlook timesheet improves on Outlook journal technology, making it faster, more reliable, more secure, and more accurate.

Office 365 time tracking can now be super simple. Outlook appointments already have 90 percent of the information needed for a timesheet entry: the date, start and end time, duration, subject, location and notes. Rather than entering all this information multiple times, OutlookTime® users simply add customer or project details to their appointments and post to their timesheet.

No matter which version of Outlook you use, PC, Mac, Phone or Tablet, OutlookTime® can turn appointments into timesheets in seconds. There is even an Outlook plugin for Outlook for Windows desktop users that brings OutlookTime® functionality right into Outlook itself.

“What impressed our team about OutlookTime® was the ability to tie categories you already use to a project. That clicked a lightbulb for our team: we continue to use the categories we already have set up and the software automatically charges it,” explains another customer who works in the health care sector. “ At the end of the week we submit and are done. That was the ah-ha moment. OutlookTime® ties in so well with what we are already doing.”

If your organization uses Outlook and needs to track timesheets, OutlookTime® can save your users time, increase timesheet accuracy and reporting. If you are using timesheets for billing, OutlookTime® can also decrease delays in billing and increase cash flow.

Discuss your requirements

You know your business, we know our software. Working together we can save you valuable time. If you are interested in our solutions, let’s talk.

We provide free access to product specialists because we’ve found that by letting prospects speak directly with the people that implement our systems, they get the answers they need more quickly, and are more likely to become customers. Contact us today to book a free session with an implementation specialist.

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