Frequently Asked Questions

Yes, any individual can sign up for a free account. Try the features, see how it works for you. Individual consultants and contractors can benefit from using TimeCatchApp. And if you decide that the paid capabilities are beneficial, you can add those features on later. Cancel at any time.

Professional accounts allow the full use of the system. Client accounts are free accounts to get access to task information, including documents and invoices that are stored securely on the system, but do not allow for entering time onto tasks.

Yes, you can delete your account at any time. Note that doing so will also delete all data, personal and time data, that you have entered. Time data and documents entered into projects other than yours will remain.

There is a person search feature you can use. Enter the name you are looking for, and a list of candidates will be presented.

All files are stored in a secure, cloud environment. Software is written with security in mind to ensure that non-authorized users do not get access to the data.

The data are backed up weekly to Google cloud in the unlikely event of a catastrophic event of the servers.

The files are deleted from the system, and cannot be retrieved. So be careful to delete files. In an emergency, the backup does provide an option to retrieve the file (additional charges may be requested).

Yes, we follow are EU regulations on storage of personal information. For the free account, no personally identifiable information is required to create or use an account outside of an email address. For paid accounts, payment information is required.

Click on the “Forgot password” link. A process similar to many other websites will be followed to create another password.

No, it is used to authentication only. No outside organization has access to any of the data on the TimeCatchApp system.

Do you feel like your current method takes too much time? Does not allow you track what you were working on? Does not allow you to take notes? Does not integrate with your billing? Does not integrate the outputs of your work with the time? Can your tool help you manage your team when you need to expand your team with additional talent? Does your tool help you manage the project finances and keep you on track? TimeCatchApp solves all of these problems and more. Individual consultants and contractors and small teams can greatly benefit from using TimeCatchApp. Research has shown that tracking time can use a surprising large amount of it, over an hour a week typically, and this tool reduces that to just a few minutes in total. Furthermore, the outputs of your work are attached to their associated task so that you and your clients can always find it easily and quickly. And with notes, you can answer client questions on what you were doing by looking at the time report.
For small businesses, you can integrate your team onto TimeCatchApp acts as the one source of truth so that everyone from the project manager to the newly hired consultant knows the status of the project, the financial condition, and the timelines, and you have better communication with less work. Consultants will always know how much time they have for their task, and how much has been utilized to date.

Individuals can enter their out of office dates, and everyone can see it, PM, individual contributors, managers: All have access to the same information to help resource projects effectively.

Do you need to track your projects to ensure compliance with budgets? Do you want to have time reporting that is always up to the minute? Do you want to simplify your tech stack while servicing your customers better and more efficiently? Do you want a system that is easy to learn, and you can start to deploy today? If so, you should try TimeCatchApp today. You can get an always-free account to start, and upgrade after you see the benefits. You can start some of your team, and see how it works, and expand from there.

TimeCatchApp was created by consultants who were frustrated with time tracking. One of our founders needed to track time for our customers to the minute but needed a system that was easy to use and flexible. Hence, she wrote her own prototype for our consulting experience. When other people in the organization started asking to get access to it, we knew we had to bring this option to more individuals. The founding team expanded to include an experienced executive who ran a large consulting organization for a S&P 500 company with more than 1000 individuals in his group. He knows what is needed to effectively run consulting as a business, and how this software can support that.

TimeCatchApp is a private company. At this stage, only accredited investors can invest. If you are accredited and would like to explore investing, feel free to reach out via the contact page.

The dashboard is the main view of the app, the home position. From the dashboard, you can see all of your tasks that are assigned to you, all of the projects on which you can work, and other functionality, such as company information and account information. Most functionality can be most easily accessed via the dashboard. The founders frequently keep the dashboard up during the day, as all of the clock in and clock out buttons are located there, and with that screen changing the clock from one task to another requires just one click.

Minimal number of steps: Create a project by clicking on the red + button. Enter the name of the project. Click on the “Create Project” button at the bottom of the popup window. A task of the same name as the project is now created, and you can now click on the clock in button to start the timing. The whole process can take 15 seconds.

Click on the Clock in button. Note that if you are not assigned to the task, you click in button will be grayed out. If that happens, you can ask the task owner to assign you to the task.

Go to the time report, and find the time entry. Click on the action menu on the right, select Edit, and provide the time that you meant to clock out.

Yes. If you have been clocked-in to a task for a certain length of time, you will get an email reminder that you are still clocked in. The default number of hours is 8 before you get the reminder. If you would like to change the time for the reminder, go to the account information, look at the options tab, and change the number of hours to get reminders.

Clock in now. Then go to time report, and edit the start time of the clock to the hour when you actually started working on the task.

Go to time report. On the action menu for the time slice you need to move, select Move, and follow the popup windows to select the task to move the time entry to.

Tasks with specific budget should have the budget entered when the task is created (example below). The time report will track the number of hours used on the project and is accessible at any time. The time report will be accurate to the minute, so you do not need to wait overnight to see where you are with the budget. The proportion of hours used will be shown in the time report.

Yes, just click on the Add User button to add anyone else to the project.

No, only the user can change the timesheet.

No, the database is always current. No need to send emails to everyone on your team to enter the time, no more concern about timesheet compliance, no more missed revenue because the time did not get entered.

Yes. Click on the project time report to get up-to-the-minute information on the time spent on the project, broken down by week, months, quarter, task.

Minimal number of steps: Create a project by clicking on the red + button. Enter the name of the project. Click on the “Create Project” button at the bottom of the popup window. A task of the same name as the project is now created, and you can now click on the clock in button to start the timing. The whole process can take 15 seconds.

Click on the red + button on the task pane. Click on the “Create Task” button at the bottom of the task edit window. Task is now created.

Only those assigned to the project. Everyone assigned to the project can see project documents. Documents can also be shared with others by clicking on the document Share button.

Only those assigned to the task. Everyone assigned to the task can see task documents. Documents can also be shared with others by clicking on the document Share button.

Word, Excel, PDF, PNG, text files.

Yes, and any other document that can be linked via URL. These are treated as documents and can be found in the Documents page.

Yes, just include the Zoom call in the notes or in the document section.

Go to the account options tab.

By default, TimeCatchApp will remind you when the task is scheduled to start and 3 days before a deadline is approaching, by sending you an email. If you would like to change the amount of time for the warning, go to the options tab to change the time window.

Yes. The last task will have a schedule time to completion.

Yes. Use the Successor task feature to include QC reviews or client reviews.

Yes, assuming the QC review is a successor task. If there are QC findings, you can send the work back by clicking on the “Send back” menu item for the task. Note that this task will then return to you when the original task is again marked Complete.

Unlimited. Size of individual files and number of projects may be limited based on your plan.

No. You can create the invoicing structure at any point, but you cannot invoice through the system until you do that. If you do want to invoice through the system, you need to set up the accounts in a 3 step process:

• Set up in the invoicing
• Assign tasks to invoiceable deliverables
• According to your contract, create invoices, either periodically or at the end of the contract.

Details on how to do this are available in the blogs sections.

Yes, you can have TimeCatchApp generate invoices on a fixed schedule (e.g., monthly). You will then review to ensure accuracy and to share with the client.

TimeCatchApp supports time-and-materials (T&M), deliverables, and unit-based contracts. To simplify your process and those of your clients, all three of these can appear on the same invoice and in the same project. T&M is used when you bill time, and is best used when scope of work is uncertain or unclear. Deliverables is when you bill for a specific deliverable or set of deliverables. Deliverables is best used when a specific process is followed to achieve an outcome that is then provided to the client. Unit-based is when you charge for an uncertain number of deliverables, but each of those is fairly standard in your process.

Yes, see above. Having more than one billing mode or types of billing activities simplifies the contracting process and the invoicing, saving both you and your client time and reducing confusion.

No, once you set a currency and charge the customer, the currency will be fixed. To charge under another currency, you will need to set up another project.

There is a time report where you can review who has charged time to the project. If someone not on the project has charged time, ask the user to move the time to the correct project.

Edit the task that is linked to a deliverable. Select the appropriate invoicing type, and then click on the Invoicing Options link to specify the delivery type. After that, TimeCatchApp tracks everything itself, so that you can spend your time providing great service to your clients.

When you send an invoice to a client, that invoice will be locked. You can then record the payment (time and amount) by clicking on the action menu and opening the Payments menu item.

When you generate an invoice, you can add additional fees (e.g., pass-throughs) or provide discounts. For pass-throughs, an option to add receipts is also available, and the receipts will be attached to the invoice automatically.

Generate an invoice. Review to ensure it is correct. On the Generate Invoice dialog, click on the Share Invoice button. Or go to the invoice documents page, click the invoice you want to send, and from the action menu at the right select Send Invoice. Verify that the email is correct, enter the email if it is not, and click the Send button. The system will track the invoice was sent.

No, but if they do the communication is more secure.

Yes. Client accounts are always free for all customer types.

Yes. You can create your own accounts for each person, or you can have them sign up and you can then attach their accounts to your company. If you have many people in your company, you can use the batch upload to create accounts in batch.

Yes. Clients are attached to the company, and many projects can then be assigned to any given client.

Yes. Company policy can limit the search to the company or to every findable individual. Note that individuals can limit their own searchability.

Yes. On the company page, you can attach users in three ways: Manual create new users that will be attached to the company, batch upload if you have multiple users (template available for download) who will all be attached to the company, and attach existing users to your company.

Project owners can look at individual times for their projects, and company owners can look at individual times for their company. Everyone else can see only their own time records.

Definitely not! Time is always 100% current. If you want to know where the project time is at 1pm today, and then check again at 4pm, you can with TimeCatchApp!