Time is one of a firm’s most valuable resources and one of the hardest to control. For architecture and engineering teams juggling multiple projects, clients, and deadlines, tracking time should be simple. But too often, it’s a mess of spreadsheets, guesswork, and chasing staff for updates.
That kind of inefficiency can drain billable hours, eroding profitability. The solution isn’t just to record time, but to capture it in a way that fuels better planning, stronger billing, and smarter resourcing.
Time tracking software built for A&E firms makes this possible by connecting time entries to every stage of the project lifecycle. With the right features, it can make admin easier and turn hours into revenue you might otherwise miss.
1. Intuitive Timesheet Interface with Task-Specific Recording
If staff avoid filling out timesheets, it’s usually because the process is clunky. A clean, intuitive interface makes all the difference. The best time tracking software allows users to log hours against specific tasks in just a few clicks. With a task-level breakdown, it’s easy to see where time is being spent—whether it’s drafting, design development, or stakeholder meetings. For managers, this means more accurate tracking. For team members, it means less time spent on admin and more on actual work.
2. Cross-Device Timer Synchronisation and Mobile Accessibility
Time tracking shouldn’t be tied to a desk. Whether you’re on-site, in transit, or working from home, timers that sync across devices let you track time without interruption. Mobile access is essential for today’s A&E teams who move between locations and tools. Having a timer that follows you from desktop to tablet to phone keeps records accurate and removes the need to backtrack or estimate hours at the end of the day.
3. Integrated Gantt Charts for Visual Project Planning
Seeing time in the context of project progress is key. Integrated Gantt charts let you visualise how time entries line up with scheduled tasks and milestones. This is helpful for staying on top of timelines and enables project leads to adjust workloads in real time. When time tracking lives alongside scheduling, it becomes part of the planning process, not just a report at the end.
4. Project-Stage-Task Hierarchical Time Allocation
Architecture and engineering projects follow a layered structure, so should your time tracking. Software that supports project-stage-task hierarchies helps teams log time with clarity. This level of detail feeds into more accurate billing, more meaningful reports, and clearer performance insights.
5. Automated Deadline and Milestone Management
Deadlines matter. When time tracking software is tied to project milestones, you can monitor progress without extra manual steps. Automated alerts help flag when phases are at risk of running over. Milestone-based tracking keeps everyone accountable and aligned with client expectations, reducing surprises and the need for rushed fixes later in the project.
6. Billable vs. Non-Billable Hour Classification and Tracking
Not all time is equal. Separating billable from non-billable hours is critical for financial clarity. Good time tracking software makes it easy to assign classifications as you log time, without extra steps. It improves invoicing accuracy and lets you evaluate how much time is going to work that generates revenue, and how much isn’t.
7. Real-Time Team Utilisation and Resource Insights
How busy is your team, really? Without real-time data, you’re guessing. With it, you can see who’s overbooked, underused, or approaching burnout. Time tracking that feeds into live utilisation reports helps you allocate resources smarter, manage capacity, and avoid delays due to overextended staff.
8. Comprehensive Timesheet History and Audit Capabilities
For firms working on long-term or public-sector projects, audit trails are essential. A comprehensive timesheet history lets you trace every hour back to its source. Edits are logged. Notes are preserved. If a client questions an invoice or your firm is subject to review, your records stand up without scrambling.
9. Integrated Expense Tracking Within Time Entries
Time isn’t the only resource that needs tracking. Integrated expense tracking lets users record travel, materials, and other costs right alongside time entries. This keeps project data centralised and gives managers a full picture of resource use. It also simplifies reimbursement and billing processes without the need for separate systems.
10. Project Profitability Analysis Through Time Data
A big part of time tracking is about outcomes. When time data feeds into profitability analysis, you can see exactly how each project is performing. Are you making a profit on that hospital renovation? Are certain stages eating into margins? With real-time insights, you can take action before costs spiral out of control.
11. Flexible Time Capture With Later Project Assignment
Work doesn’t always follow a clean schedule. Sometimes you’re deep into a task before assigning it to a specific project. Flexible time capture lets users log time first and assign it later, ensuring hours don’t fall through the cracks. It also helps when managing multiple overlapping jobs or waiting for task codes to be finalised.
12. Streamlined Workflow Integration Across All Project Elements
Time tracking is more powerful when it’s connected to the rest of your workflow. The right software integrates seamlessly with project management, billing, and resourcing tools. This creates a closed loop where time informs planning, planning informs staffing, and everything flows toward a clear financial picture. No double entry. No data silos.
Navigate Time Tracking with Total Synergy
Architectural and engineering practices deserve software built around the realities of project-based work. Total Synergy’s time tracking solution is purpose-built for A&E firms and backed by over 25 years of industry insight. Every feature is designed to support how you actually work across projects, stages, and teams. We simplify time tracking so you can focus on design, delivery, and profitability. Book a demo to see how Total Synergy can help you take control of your time.
