Guesswork
Hours estimated at invoice time. Budgets are a feeling. Utilisation is a mystery.
Billable work given awayProjects priced on hope
TIME TRACKING / GOODOPS MODULE 03
Launching soon · early access open
Thursday
happened.
Nobody wrote
it down.
Timesheets filled in on Friday from memory. Client work that was never billed. Projects over budget that nobody saw coming. Time Tracking logs hours from the calendar, the meetings and the work itself, warns before a budget blows, and feeds the invoice without a Friday scramble.
Built for organizations that have outgrown "someone will sort it."
Built for agencies and service organizations that bill by the hour, the retainer or the project.
Where did Thursday go?
Client call, 9–10Acme · Google Meet
Design reviewInternal · 90 min
Site visitAfternoon · unlogged
Wednesday, 3:10 pm
FIG. 01 / UNLOGGED IS UNBILLED.
"How far over are we on Northwind?"
Eight percent, with two weeks left. Flagged Monday, scope call booked.
Illustrative. Your data stays yours.
Most teams we meet have a time tracker.
Half the hours never make it in.
Works with the tracker you have and the calendar you live in.
Harvest is our default for service organizations. Toggl or Clockify
when the team is already on them. We don't make anyone switch for fun.
HarvesttogglClockifyquickbooks timeasanaGoogle Calendar
NOT ANOTHER TIMESHEET REMINDER
You don't need
more discipline.
You need hours that log themselves.
Nobody forgets to track time because they're lazy. They forget because the tracker lives in another tab. When the calendar, the meeting and the task already know what happened, time tracking becomes confirming, not remembering.
THE TIME TRACKING WAY03 / 11
✓Log hours from what already happenedFirst
✓Warn before a budget blowsThen
✓Feed the invoice without a scrambleAlways
Billable hours,
actually billed.
Not surveillance. Hours are confirmed by the person, not watched.
WHERE ARE YOU TODAY?
Three stages.
Most organizations are stuck on two.
Having a tracker is the easy part. Getting the hours in, and acting on them before the month closes, is what's missing.
A tracker, but Friday from memory
Everyone has a login. Timesheets are filled in late, from memory, under protest.
Half the hours never make it inBudget overruns found at invoicingManagers chase, people resent
Hours that log themselves
Calendar, meetings and tasks pre-fill the day. People confirm in two minutes. Budgets warn at 80%.
Unbilled hours near zeroScope calls before the overrun, not afterInvoice drafts ready on the 1st
Time Tracking takes you from two to three in six weeks.
THREE STEPS. TWO MINUTES A DAY.
Pre-fill the day.
Warn early.
Bill everything.
We connect the tracker to the calendar, the meeting tool and the task list so most of the day is already logged, then set the budget rules and feed the invoice.
01
Pre-fill the day
Calendar events, meetings captured by Voice Memory, and tasks moved in Asana become draft time entries against the right client and project. People confirm or adjust in two minutes at the end of the day, on their phone if they like. Projects, rates and codes set up once, properly.
Which projects are at risk this month?
Ask it anything. Try it.
02
Warn early
Every project gets a budget in hours or dollars. At 80% the project lead hears about it; at 100% so does the account owner. Weekly utilisation by person, without turning it into a leaderboard. Retainers show hours used against hours sold, every day.
03
Bill everything
Approved hours flow to the invoice draft on the 1st, grouped the way the client expects. Unbilled time from the previous month is flagged, not forgotten. A monthly check that rates, projects and codes still match the contracts.
WHAT YOU GET
Not a timesheet.
A record you can bill from.
Measured, not promised. Every one of these is checked with you before we call it done.
Hours in, without
the Friday scramble.
Most of the day is pre-filled from the calendar and the work. Confirming takes two minutes. Timesheets complete by end of day, not end of week.
Budgets that warn
before they blow.
Project leads hear at 80%. Scope conversations happen with two weeks left, not after the invoice goes out. Retainers show hours used every day.
Invoices that
start themselves.
Approved hours become the invoice draft on the 1st, grouped the way each client expects. Unbilled time is flagged, not lost.
Pairs with Voice Memory and Invoicing.
Meetings become time entries automatically; confirmed hours become invoice drafts. Buy one, add the others when you're ready.
HOW WE KEEP IT FAIR
Tracking time without
watching people.
Time tracking goes wrong when it becomes surveillance. These rules keep it about billing and budgets, and they're agreed with the team in week one.
01
People confirm. Nothing is watched.
Drafts come from the calendar and the work. The person confirms them. No screenshots, no keystroke logging, ever.
02
Budgets, not leaderboards.
Utilisation is a planning number for leads, not a ranking shown to the room.
03
Internal time counts too.
Non-billable work is tracked so it can be seen and reduced, not hidden.
04
Rates live in one place.
Contract rates and project codes are set once and checked monthly, so the invoice is right the first time.
House rule
You own everything.
The prompts, the agents, the rules, the templates, the data and the accounts. Everything is set up in your tenant, in your name. Leave any time and take all of it; nothing GoodOps builds is a reason to stay.
Your tenantYour accountsNo lock-in
THE 30-MINUTE MINI-DIAGNOSTIC
Your rollout plan,
before you commit to anything.
Three questions: how do people track time today, where do the hours need to go (invoices, budgets, payroll), and which tools are already in use or already hated? Every tool lands in one of four states. That list is the plan.
Activate
You have it. It's off.
A tracker with logins nobody uses. We connect it and pre-fill the day.
e.g. Harvest, Toggl, QuickBooks TimeOptimize
It's on. Friday from memory.
People log late and nothing warns about budgets. We wire the calendar and the rules.
e.g. A tracker with no calendar or task linkMigrate
Three ways to track.
Spreadsheets, a tracker and a notebook. We move it all to one.
e.g. Timesheet spreadsheets, old app, paperGood to go
Already working.
Your calendar, task list and ledger. We plug in.
e.g. Google Calendar, Asana, QuickBooksWe run this on ourselves.
GoodOps tracks time the same way, pre-filled from our meetings and tasks. Our invoices start from it on the 1st.
6 WEEKS, THEN IT JUST RUNS
Clear steps.
A clear "done" for each.
You approve before we move to the next step. We start with one team or one cycle, prove it, then roll it out to everyone.
Weeks 1–2
Set up
Projects, rates and codes set up properly. Calendar, meetings and task list connected. Budgets agreed per project.
Weeks 3–4
First team live
One team confirms pre-filled days for two weeks. Budget alerts tested. First month's unbilled time measured.
Weeks 5–6
Everyone
Old spreadsheets retired, every project on a budget, invoice drafts flowing. Short training for leads on the utilisation view.
Ongoing
Looked after
Runs on your GoodOps retainer. Monthly check of rates and codes against contracts, new integrations switched on.
HOW IT'S SOLD
Typically CAD 6k–12k, fixed after the mini-diagnostic.
Then Time Tracking runs on your GoodOps fractional retainer. Tracker set-up and migration of your project history are part of the module, not an extra line.
The mini-diagnosticThirty minutes. Where the problem lives today, where it needs to go, and a four-state plan for every tool.
Free30 minutes
Set-up & rollout6 weeks. Fixed after the mini-diagnostic, based on your size and how many places the problem lives today.
CAD 6k–12ktypical, fixed after the call
Looked afterIncluded in your GoodOps retainer: checks, quality reviews, new features, a named contact.
Retainerno separate care fee
Software: Harvest, Toggl and Clockify run CAD 0–20 per person per month; most teams already pay for one.
FAIR QUESTIONS
Before you
say yes.
The things owners ask us on the first call.
We tried time tracking and the team hated it. Why would this be different?
Because nobody types the day in. The calendar, the meetings and the tasks pre-fill it; people confirm in two minutes. The thing teams hate is remembering Thursday on Friday. We remove that part.
Is this employee monitoring?
No. There are no screenshots, no activity tracking, nothing watched. Drafts come from the calendar and the work; the person confirms them. We write that into the rules with the team.
We bill retainers, not hours. Is this still useful?
Especially then. Retainers show hours used against hours sold every day, so you know when a client is quietly getting 140% of what they pay for, and when to have the conversation.
Which tracker do you recommend?
Harvest for most service organizations: clean, good invoicing, strong integrations. If you're already on Toggl or Clockify and the team uses it, we keep it and connect it. We don't make anyone switch for fun.
Can hours flow straight into our invoices?
Yes. Approved hours become the invoice draft on the 1st, grouped the way each client expects. With the Invoicing module they're sent after one approval, with reminders on autopilot.
What does it cost?
The 30-minute mini-diagnostic is free. From it you get a fixed price for the six-week set-up, typically CAD 6,000–12,000 depending on team size and how many projects need setting up. Once live, it runs on your GoodOps retainer.
BILLABLE HOURS, ACTUALLY BILLED.
Stop giving
Thursday away.
Book the 30-minute mini-diagnostic. We'll map how time gets tracked today, where the hours need to go, and give you a four-state plan for every tool.
A conversation about your organization.
Not a demo of software.