Case study 03 · Professional services
AI-maintained timesheets and utilisation dashboards
Capturing the work staff actually did, matching it to the right client, and giving partners a clear view of where time goes.
The problem
Staff were not consistently recording which clients they were working on, what work they were doing or how much time they were spending. This left gaps in timesheets and made it difficult to accurately track work across the business.
As a result, billable work could be missed, clients could be undercharged, or time could be incorrectly allocated and billed to the wrong client. Incomplete records also limited the partners' visibility of staff utilisation and how time was being spent across the business.
Nobody wants to reconstruct their day from memory at 5pm. So the timesheet was always incomplete.
What we did
- Connect to where the work happensA series of connected tools integrate with staff email and the other software systems they use, capturing day-to-day work activity as it occurs.
- AI interprets the activityAI identifies the relevant client and the work being performed for each activity, distinguishing internal work from client work.
- Maintain the timesheet for reviewThe tools keep a timesheet for each staff member to check and correct, rather than requiring them to record every activity manually.
- Dashboards for partnersBuilt on top of the utilisation data, giving partners a clear, accessible view of how staff time is spent across clients and internal activities.
How it addresses the problem
The solution reduces the effort involved in keeping timesheets and helps capture work that might otherwise go unrecorded. Linking activities to the relevant client and distinguishing client work from internal tasks improves the accuracy of time allocation, while staff review provides an opportunity to check the records before they are used for billing.
More complete timesheets help the business bill the correct client for the work performed and reduce missed billable time. The dashboards turn that data into a clear management overview, helping partners understand staff utilisation, identify where time is going and make better-informed decisions about workloads and resourcing.
Outcome
- More complete timesheets with less effort from staff
- Work billed to the correct client, with less missed billable time
- Partners can see utilisation and workload across the business without chasing records
Timesheets full of gaps?
Bring us the systems your team already works in. We'll show what can be captured from them.