How to Find the Best Timesheet Apps for Your Project
Published: 23/04/2023
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The market for timesheet apps is vast. However, we recognise that project managers who landed on this article needed a solution yesterday. They have no time to sift through countless tools or sit through every demo. This is why we share advice on how to accelerate the process.
Digital timesheets make project management smoother and generally easier. Therefore, there’s little wonder they are rising in popularity. And, of course, demand creates supply, leading us to today’s problem - the market is now saturated. There are thousands of time tracking tools specifically aimed at project management, ranging from big enterprise-level names to smaller, hidden gem solutions. Naturally, this gives already busy project managers yet another headache - how to find the right tool quickly.
In this article, we will discuss three key phases of finding the right solution quickly and with minimal effort. The first is the preparation work to be done before starting the research. The second stage involves beginning to search for solutions based on your criteria. The third and final stage is concluding the search and making a decision. However, before beginning this process, it is worth noting what your research grounds are.
With so many solutions out there, Google isn't the best resource for finding a timesheet app. To speed up and simplify your search, consider these alternative channels instead:
Your current tools’ integration partners;
Software comparison sites;
Software review sites;
Industry-specific events and tradeshows.
While there will be fewer options available, they are likely to be more relevant to you overall. Additionally, all four suggested places make it easy to determine whether the solution meets your basic needs without even visiting the vendor’s site. Plus, the results won’t be affected by marketing efforts or paid advertisements.
It’s unwise to begin your search for timesheet apps without a plan. Even if you use more focused search methods than Google, the market remains large and easy to become overwhelmed. To find the truly best solution to suit your needs and help you grow, you will need to get quite specific. But don’t worry, we are here to guide you.
And by that, we don’t just mean creating a list of necessary features. Signing up for a tool subscription is a commitment and often a relationship, as more software companies are now focusing on customer success. Therefore, you must be a good fit in more ways than just functional requirements. Consider factors such as customer support - what level do you think you’ll truly need? And definitely budget - will you be able to upgrade in the future?
It’s also wise to choose a company that shares your business values. The market is fiercely competitive for software vendors. This means their relationship with the user cannot remain merely transactional if they want to succeed against rivals. This is why there has been a surge in customer success teams, dedicated account managers, and similar roles. Essentially, providers of digital tools are now prioritising personal bonds with their clients to better understand their individual challenges and serve them more effectively. When your values align, it makes it easier for both of you to collaborate successfully.
You won’t be the only person using the software. At times, you might not be the one using the new solution at all. And, most often, the stakeholders won’t be either. Therefore, it’s not very intuitive to decide what’s best for the team without their input. Simply put, you may have a different understanding of which features are necessary and which are excessive compared to the actual end users of the tool. Consequently, you should try to get the people who will use the software to attend demos with you if possible.
It's also a good idea to keep the team informed for a simple reason: people often dislike change. Unless they understand and agree with your reasoning, some workers may oppose the new approach and become quite resentful if it’s imposed on them. While it’s impossible to satisfy everyone and some will inevitably be unhappy with the change, explaining the reasoning can help make the transition smoother. Be open and transparent with your colleagues, explaining why the decision is being made and what the consequences might be if you don’t take it. This should help them warm to the idea.
Now that you are certain of what you’re looking for, it’s time to start analysing what is out there and how it will fit your criteria. The good thing about virtually endless options is that there’s a guaranteed solution for every business - no matter how unique the needs are. It might seem difficult to weed out the wrong ones, but there are some easy methods for that.
Your best way to determine whether a potential solution fits your business is by considering your existing tech stack. The main reason you're searching for a new tool is probably because there’s a gap. The thing is, filling that gap is straightforward - almost any solution with the basic functionality you need can do it. The real challenge is finding a solution that not only fills the gap but also allows you to improve its efficiency by working well with other tools you already own.
Of course, we are discussing integrations. You don’t want to invest in a solution that you won’t be able to use to create seamless workflows. And you certainly don’t want to replace your entire stack just because one tool doesn’t fit in. That said, you need to find a tool that supports compatibility with what you already have, and this is one of the main requirements. But don’t be discouraged if an otherwise perfect fit doesn’t connect with your other tools. Instead, contact the vendor and see if they are willing to collaborate. Many software companies are open to expanding their product’s capabilities and may be interested in developing a custom API.
Don’t mistake this as an invitation to be rude. What we mean is that in any scenario, you will choose just one tool, inevitably rejecting all the others. From our experience, this understanding seems to trigger a sort of FOMO. What if the other solution is actually better for your business than the one you are going with? The best way to relieve these worries is to either book a demo with the specialist or experience the tool yourself through a trial. But, of course, you don’t have the time to do this with every solution you’re interested in.
That’s when it’s time to be ruthless. Unapologetically discard solutions you have the smallest doubts about from your shortlist. You should end up with a maximum of 2-4 tools you have identified as most suitable for your needs. During the demo, don’t be shy - ask questions, raise concerns, and gather as much information as you can. Most of all, don’t feel obliged to choose one of the vendors from your shortlist. If neither of them meets your expectations, you can always revisit the long list and select other potential candidates. It’s okay to be selfish, as in the end, you will be paying for the service. You want to ensure it’s worth it.
The final step, after reviewing the shortlisted candidates, is to make a decision. However, no matter how close you are to adopting a new tool, don’t rush just yet. This remains part of the process, and this phase still requires effort and careful consideration. In other words, you aren't quite finished yet.
Once your mind is made up, however, don’t rush into signing contracts and transferring money. As we have discussed previously, it’s important to maintain transparency with the vendor, and part of that is understanding the next steps. Specifically, you need to know what happens after you purchase the solution. While it’s becoming increasingly uncommon for the developer to leave the user to figure things out on their own, it still occurs. This may not be an issue for some, but if you have never used a similar solution, setting up the tool yourself can be very daunting. That’s why it’s important to discuss implementation details before committing. Essentially, you need to find out if the company will assist with setting up the tool, how it will be handled, and whether there will be an additional cost.
Similarly, especially if your team has never used a similar tool or if it is very complex, it is worth asking the same questions regarding training. Finally, find out about the level of support you will receive, when and how it can be requested, and what the guaranteed turnaround times are. At Timesheet Portal, we typically assign a specialist to set up your tool in real time, ensuring all your needs are met through the correct configurations. During this process, we also show you how to access and use the features you have requested. The duration of implementation varies from client to client, but you can always contact the specialist between sessions with additional questions. Once you start using the platform, our customer support is easily accessible via email or through an integrated ticket system.
While the market for timesheet apps can appear daunting for project managers with limited time, there are ways to navigate it easily. First, avoid searching for potential candidates via Google and instead focus on smaller channels. There will be fewer options, but they will be more relevant.
Secondly, don’t skip the preparatory work. Get very detailed in outlining your needs, going beyond features and technical specifications. Also, don’t try to do it alone—your team will have valuable insights into what will meet their needs most effectively. When beginning to explore your options, use your existing software as a guide. Remember also that you are not obliged to choose a vendor’s tools solely because they offer them. If there’s even the slightest doubt that cannot be dismissed, move on to the next solution. Finally, don’t make a hasty decision just because you’ve found what seems to be a perfect fit. Not until you understand what the next steps are. And there you have it. With this framework, you’ll find the tool you need faster than you expect.
Are we one of your shortlisted timesheet apps? It's time to schedule a demo.