Outlook Timesheet

Your team already tracks their work in Outlook…

Why are they still filling in timesheets manually?

Outlook Timesheet

OutlookTime® works seamlessly inside Outlook and Teams, automatically turning employee appointments and meetings into draft timesheet entries — highlighted in orange. Simply add customer / project details to log time, or let our AI assistant to learn and automate time tracking.

Instantly accessible from the Outlook menu
Prefills timesheets
No duplicate entry
AI time tracking
Support Outlook Categories
Automated time tracking
Also supports traditional time tracking
Timesheets created in advance
More accurate – based on real appointments
Saves employees several hours a month
Optional manager approval

OutlookTime® saves employees several hours a month, and works with all versions of Outlook on PC, Mac, Web and mobile. Think what can your employees and your organization can achieve with the extra time OutlookTime® saves employees.

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Outlook and Teams Time Tracking and AI Time Tracking

Timewatch’s calendar timesheet runs within Outlook and Teams, turning tools staff already use every day into a seamless time capture solution.

As users create meetings and appointments Timewatch automatically generates draft timesheet entries (Orange).

AI Analytics saves time by grouping similar events for bulk allocation, and trains AI for auto allocation.

Events are colored Blue when they have a customer / project and are already added to the timesheet.

Orange events are Outlook appointments / meetings that are available to add to the timesheet. Just add a customer / project.

Orange represents the value of appointments that COULD be added to the timesheet.

Blue represents timesheet progress so far – add the orange time to see what the total time COULD be.

Works everywhere Outlook works! This plugin is available for PC, Mac, iPhone, iPad and Android.

OutlookTime is accessible from the Outlook and Teams menu! There’s nothing new for users to open, learn, or log into, no disruption, no context switching, and no resistance to adoption.

Using Microsoft Single Sign-On (SSO), users can securely access the system with their existing Microsoft credentials, eliminating password fatigue and simplifying user management.

AI Time Tracking

OutlookTime® AI transforms time tracking from a manual task into an intelligent, automated process. By automatically identifying and grouping related appointments, users can quickly allocate multiple meetings and appointments at once instead of handling each event individually.

With every action, the AI learns user behavior to deliver increasingly automated and accurate time tracking—saving time, improving efficiency, and reducing administrative burden.

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Using Categories

Outlook Categories are a familiar, powerful way to organize your calendar—but with OutlookTime®, they make time tracking effortless.

OutlookTime® learns how you use Categories, letting you map each one to the right customer and project. From then on, it automatically applies those mappings to your appointments and adds them straight to your timesheet.

No extra steps. No manual entry. Just a completely seamless way to turn your calendar into accurate, ready-to-submit timesheets.

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OutlookTime enhances Outlook with two powerful add-ins that transform how time is captured:

The appointment add-in lets users add customer/project details to meetings and automatically builds a live timesheet as they work. This saves time, improves accuracy and removes the need for manual entry later.

A second provides instant access to the full timesheet from the Outlook menu, and is where managers can approve time. Together, they eliminate admin, duplication of effort, and keep timesheets more up to date with zero disruption —working seamlessly across Outlook on PC, Mac, and mobile..

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Reporting & Analytics

Analytics and reporting with Timewatch is extensive and highly configurable. The system provides a range of standard, off the shelf reporting tools and with customizable reporting tools.

Traditional print preview reports
Report ‘Gallery’
Configurable reports menu
Configurable reports security
Digital dashboards
Interactive drill-down reporting
Data exports in industry standard formats
Alerts and notifications
Custom report writer
Custom dashboard designer
Custom report writing service

No matter how simple or complex your Outlook reporting and analytic requirements, OutlookTime® has your back – there’s even a custom report writer.

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The Home Tab provides access to various digital dashboards of management key performance indicators (KPIs) and critical data points.

Drill Downs are advanced, interactive reporting tools that allow users to drill down on individual fields to the underlying summary levels all the way down to the underlying transactions. Drill Downs are available with the more advanced editions of OutlookTime(r).

The Reports tab provides access to the core reporting features.

Areas provide a handy way to filter reports by type, to focus the list of reports to choose from to a specific area of the system.

Reports are displayed in 3 styles. Each user can choose their preferred style: in a Gallery where each report is previewed and allows users to flick through reports quickly, a thumbnail list that shows details of each report and a list of reports.

Reports can be ‘organized’ into various menus and groups, placed on Ribbon buttons and their details, previews and thumbnails altered.

Administrators can arrange for reports to be made available to different users via the reports button on each Tab. Reports can be set by user security group, so they can control exactly which reports each user has access to.

The reports menu shows the report that has been accessed and, as you drill down from one report to the next, lists the sub reports as well.

In gallery mode, users are shown a preview of each report so that can quickly and easily see what report they are running. User can swipe or click to go to the next or previous report.

As users flick through reports in the Gallery View, the title and a short description of each report is displayed.

Thumnails of each report allow users quickly locate the report they are looking for.

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“
Everybody had said that it would be great if they could just right-click their calendar appointments and turn that into a timesheet.
That is exactly what OutlookTime® does!
A dream come true for timesheet users

“
I like the option to use the web application, my phone or Outlook in order to submit my timesheet

“
Our technology team said OutlookTime® would make time tracking faster and help us with reports. Both have been proven true.
What OutlookTime® achieves

“
The application looks exactly like a Microsoft Office product, we really like that.

“
I really like the online catalog of help articles and documents

“
Being able to export all of the reports into any format we like is great

“
Amazed at how simple, easy, and fast turning Outlook appointments into timesheets is.
On the speed of using OutlookTime®

“
The inbuilt services desk is a nice touch so we do not have get routed through a call center

“
I really like how I can customize the security to enable or disable any feature.

“
Staff struggled to get their timesheet in at the end of the month, but they are very diligent about calendars.
OutlookTime® has made it possible for employees to go from their calendars to their timesheet with a few clicks.
On the ease of using OutlookTime®

“
We asked - why can't we just track our time in Outlook and pull it out of the calendar? Now we can.
Another dream come true

“
OutlookTime® has given us efficiencies that we didn’t have before.
It has helped us track time and it is now also great to know how much time is being spent on a client so that we can bill for the right amount of time.
How OutlookTime® helps

“
I looked at a few trials. I looked at Harvest and few other timekeeping platforms like that but most of them didn’t facilitate projects the way Timewatch could.
How OutlookTime® can facilitate any project structure

“
Yes. It definitely does save time. Compared to our old system, we save at least two hours per week per person using OutlookTime ®
On the time saved with OutlookTime®

“
What impressed our team was the ability to tie in the categories we already use.
That was the ah-ha moment! We just use categories as we already do, and OutlookTime® automatically charges it.
With the click of a button, our timesheet is done.
On using Outlook categories

“
Our business model is simple: we get paid for helping clients, not doing timesheets
How OutlookTime® saves time and increases chargeability

“
OutlookTime® gives us a timesheet system driven by Outlook with ZERO duplication of labor, which saves everyone hours each week.
How OutlookTime® saves employees hours each week

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Dig a little deeper...

OutlookTime® is a dream come true for Outlook users. It turns Outlook appointments into timesheets, it’s fast, easy to use, and does not affect the way you use Outlook. OutlookTime® is ideal for any organization that uses Outlook and needs time tracking. Click on each item to learn more.

Outlook Time Tracking

It just makes sense

Outlook has almost all of the information needed for a timesheet. Appointments just need customer / project information to be able to be a timesheet

OutlookTime® uses the appointment data already in Outlook, and allows users to attach customer / project information to appointments to create timesheets. This saves time by eliminating duplication of effort, and increases timesheet accuracy.

OutlookTime® seamlessly integrates with all current versions of Outlook on all devices, whether on Office 365 or Exchange.

There is also a classic spreadsheet timesheet for users to add non appointment relating time lines.

No Hassle

Easy to setup and easy to use.

Super easy.

There’s nothing to download, install or maintain - just login, link to Outlook and start turning Outlook appointments into timesheets.

Whether you use PC, Mac, phone or tablet, any appointments you make can be posted to your timesheet. OutlookTime® saves users 2-4 hours a week.

Devices

Supports all devices

OutlookTime® supports all versions of Outlook on any device

Whether you use Outlook on a PC, Mac Chrome Book, Android or iOS device, you can convert appointments into timesheets with OutlookTime®.

Reporting

No Compromise Reporting

Timewatch provides a range of analytics and reporting tools to allow our customers to access their data in whichever way suits them best.

Standard 'print preview' style reports are commonplace, but with Timewatch you can pick and choose from a library of standard reports and just choose the ones you want. You can configure menus, implement reports security, attach specific reports to various areas of the system and ever write new reports.

In addition to classic reporting we also provide drill down reporting tool to access and drill down level by level to underlying transactions.

There are also static and dynamic dashboard reports and charts, and auto email alerts.

No matter what your reporting needs, Timewatch can deliver.

Integration

Link with anything. Anything.

We provide a perfect environment for developers to create efficient, real-time integration with Timewatch® systems.

API’s include both read and write functionality, and we automatically provide only new or changed items to make interface development simpler. If data originates in a Timewatch®, rather than polling to see if anything has changed, we can notify your code there are updates to process. We can even create an App so we post in real time to your system and you post in real time to us, which is an extremely efficient interface topology.

Return on Investment

It pays to use OutlookTime®

OutlookTime® turns existing Outlook appointments into timesheets. In any other system all that data needs to be entered again. OutlookTime® saves real time and real money.

No timesheet system can match OutlookTime® for speed of timesheet entry or effective price. In real terms, any system would need cost less than OutlookTime® minus the value of the 6 hours per person per month it saves‡.

Additionally, OutlookTime® makes timesheet entry faster and easier, increases timesheet accuracy and punctuality, improves employee work-life balance, makes people happier, and increases staff retention.

Some Statistics
At just 50% of national average salary and recharge rate for professional services staff (UK & US), OutlookTime® pays for itself by saving just 6 minutes a month. On average, it saves 6 hours a month†.

Even using minimum wage and a recharge rate of 2 times minimum wage (US & UK) a saving of just 30 minutes a month over any other system, the supplier of that system would need to pay you to use their product, and OutlookTime® saves a lot more than 30 minutes a month, and professional services organizations pay and charge more than minimum wage†.

^{† Customers report an average saving of 6 hours a month when compared to their previous system. The highest reported customer savings has been 20 hours. 2½ days a month!}
^{‡ Comparative costs : At minimum wage and Zero recharge rate, other suppliers would need to pay you $35/£44 per person per month to use their system. At average employment costs, they would need to pay you $250/£160 /p/m, including average recharge rates, this increases to $1,300/£900. It really does pay to use OutlookTime®}

Pricing

5 Editions = Flexibility

OutlookTime® is highly scalable and configurable.

To suit the widest possible audience, we provide 4 ‘off the shelf’ bundles and a configurable Enterprise edition which is designed and configured to perfectly each customer's specific needs.

The pre-configured bundles include the simple Express and Essentials editions, the advanced Pro edition and the powerful, scalable and adaptable Corporate edition.

The ‘Enterprise’ edition allows customers to build their own system. Working with our system implementors to craft the perfect configuration for their organization. Customers pay for the features included in their design, which is ideal if the configuration various bundled editions.

OutlookTime® Editions

OutlookTime® is available in 5 editions that range in price, features & scability

Frequently Asked Questions

How easy does Timewatch make time tracking in Outlook?

Very easy, no matter which method employees use. OutlookTime® does not change the way Outlook works, it enhances Outlook by letting users allocate customers/projects to appointments, and then add them to their timesheet.

How does OutlookTime® work?

OutlookTime® works in three ways:

From the 'classic' spreadsheet timesheet users can see a list of Outlook appointments and can add a Customer / Project (or whatever timesheet fields you use) to the appointment and add it to their timesheet. It takes users seconds and saves employees hours each week.
From our 'Calendar' timesheet users are presented with a timesheet that looks like an Outlook calendar. It shows time they have entered into the timesheet as well as Outlook appointments, which are colored red and have an Outlook icon in them. Users can add a customer / project to the appointment and it is automatically added to the timesheet. The calendar timesheet is faster and easier to use than the classic spreadsheet timesheet because Outlook appointments can be displayed in the timesheet itself.
Via our Outlook Plugin. Our Outlook plugin enhances Outlook with timesheet functionality. Users can add customer / project information to appointments inside Outlook and the plugin automatically adds the time to their timesheet and keeps the time in sync should the appointment move or be extended or shortened. The plugin saves even more time as users end up entering their timesheet as they use their calendar.

How long does it take to enter a timesheet?

This depends on how many appointments users create in their calendar each week, but as it takes less time to choose a customer / project from a lookup field than it is to type, compared to a traditional timesheet it takes no time as users create timesheet entries as they use Outlook and there is no duplication of effort.

How does OutlookTime® save hours each week compared to other systems?

In a traditional timesheet system, users need to enter the date, the customer/project, start time, end time, hours spent and perhaps some notes. In OutlookTime® the only thing employees need to enter is the customer/project and Outlook appointments have all the information needed for a timesheet. So OutlookTime® saves all the time users would normally spend tracking time manually.

Can it track PTO?

Yes. You'd just need to create a code for PTO for people to track time to, you could even create a Category in Outlook called PTO and have people map this to the PTO code, then, when they create a PTO appointment in their calendar it is automatically in their timesheet.

Do I have to post appointments individually?

You can can add appointments individually, in bulk or automatically as they are created in Outlook.

Do we need to install any software?

No, you don't need to install any software. OutlookTime® is a cloud application that syncs with Outlook, allowing users to allocate Customer / Project information to appointments directly from our Web App. Appointments created in any device are available to users to turn into timesheets from OutlookTime®. Users that want to use Outlook plugin just need to be enabled by your Microsoft 365 administrator, but they do not need to download or install anything. Once enabled, the plugin is automatically made available to them.

Is OutlookTime® scalable?

Yes. We have customers ranging from as few as five to over 1,000 employees.

What reporting is available?

OutlookTime® provides a range of reporting tools, from standard reports and dashboards to drill-down reporting system, charts/graphs/dashboards/KPI’s and alerts.

We use categories as customers. Does OutlookTime® support categories?

Yes. You can allocate a customer/project to categories, which saves even more time! Categories that have a valid customer / project mapping can be added to timesheets automatically.

Is OutlookTime® available for single users

No, sorry, OutlookTime® is a teams based system and the smallest system is an Express system for 5 employees.

Can we export timesheet data?

Yes. Data can be exported in various formats including Word, Excel & CSV. There are also APIs available to access data directly.

Who uses OutlookTime®?

OutlookTime® is ideal for any organization that uses Outlook and needs to track time. We have incredibly broad customer range covering almost all of the alphabet: Architects, Banks, Charities, Consultancies, Defense, Education & Engineering, Finance, Government, Healthcare, Insurance, Lawyers, Lobbyists & Local Government, Medical & Mining, Non-profits, Oil & Gas, Payroll, Pharmaceuticals, Power Utilities, Quality Control, Railroads, Real Estate, Sports Institutes, Steel, Telecoms, Transportation, Universities, Venture Capital, Water Boards, Yacht making. For a full list, click here.

Is there manager approval of timesheets?

Yes, there is a comprehensive manager approval system with notifications to managers, rejection notes and the ability for managers to edit others timesheets where needed.

Can you set rules for hours in a day?

Yes, timesheet rules can be set by employee daily or weekly. For example you can set it so that a user must enter a minimum number of hours per day Monday through Friday, or any combination.

Can we stop users entering time in the past, as this impacts reporting and invoicing?

Yes, with timesheet approval, you can stop users entering or editing time once it has been submitted. You allow administrators to edit posted time, and any changes they make are highlighted in a different color, and a record of the change is maintained for auditing.

How many projects can be setup?

There is no limit to the number of projects that can be setup.

Can a project have chargeable & non-chargeable time?

Yes, this is definable by project.

Is there a way you can help us chase late timesheets?

Yes, you can, but you may not need to as our plugin acts as a reminder to employees of their timesheet completion and most people natually complete their timesheet as they manage their calendar. You may find late timesheets disappear, but the feature is there if you need it.

Can Outlook timesheets be linked with an Accounting System?

Yes, there are a number of standard integrations available. We also provide API’s and examples to integrate with any modern system that supports dynamic integration.

I use Outlook as my personal calendar as well, does OutlookTime® interfere my personal appointments?

No, not at all. OutlookTime® does not change the way you use Outlook, and you can set it up in 'My Timesheet Preferences' to ignore personal private appointments.

Is training available?

OutlookTime® is so easy to use it doesn't require any end user training. We provide implementation assistance for administrators and those responsible for setting up the system initially, but training and implementation assistance is available if you need it.

What reporting tools are available?

There are 4 main tools: the classic 'print preview' style Reports that everyone is used to, Drill Down reporting, Dashboards and Alerts.

Does the system come with standard reports?

Yes, there are many standard reports, we can also work with you to create custom reports if you have specific requirements.

What are Drill Downs?

Drill Downs provide are a real-time, interactive, data interrogation tool. Drill downs start with a spreadsheet like summary of core data by project, customer or employee. By double clicking on any data cell, you 'drill down' to the underlying data, level by level down to the underlying transactions. Administrators and managers often tell us that the Drill Downs are their favorite reporting tool as it quick, easy and helps them find the data they are looking for in seconds.

What Dashboards are available?

Dashboards are available at a high level on all key areas including: scheduling, timesheets, billing etc. There are also 'zonal' dashboards for each customer, project & employee.

Can I export to Excel?

Yes. Although with the multitude of reporting tools, you probably won't not need to.

Can we stop certain users seeing certain reports?

Yes, the security system allows you to specify which reports each security level has access to.

Can I write my own reports?

Yes, the corporate system includes a SQL Report Designer. We also offer a cost effective report writing service, and even customers that have the report writer often have us create reports for them.

What Report Writer technology is used?

Time&Space® uses Microsoft SQL Server Reporting Services.

How configurable is reporting?

Very. Administrators can setup: which reporting tools users have access to, the reports and dashboards that are active in your system, which reports and dashboards various users can see, even write or have custom reports written specifically for you.

How do Auto Alerts work?

Alerts can test for certain situations, then email designated people if true. For example, you could have the system test at 11:00am Monday morning whether there are outstanding timesheets and email the people concerned a message that you define. You could have a follow up alert with a different message later in the day. Common tests for alerts are late timesheets, unposted expenses, managers with timesheets or expenses to approve, late changes to a schedule. The system also supports custom eventualities. If you can define an event to test, we can create a trigger for you for you to attach an alert.

Questions?

Ask an Outlook Time Tracking Expert.

Our product specialists know our products inside-out and can answer any questions you may have. They can even show you the system live if it helps to answer your questions.

Contact us today, we’ll be happy to help.

Ask a Product Specialist Book a Personal Demo

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