Talk to us about your time registration.
A free half-hour introductory call. We listen to your workflow, ask about rate rules and integrations, and give direction you can use, even if that advice is simply "just go with TimeChimp".
Service · Web development
Custom time tracking software development.
Custom time tracking as part of your project, budget and invoicing flow. Not just logging hours, but linking them to client project budgets, rate structures and payroll or invoice exports. For consultancy, IT contracting, legal services, installation and care.
Hours are more than time – they are budget, rate and invoice.
The question we hear most often sounds simple: "can you help us with time registration?" In practice there is almost always something behind it that a standard tool such as TimeChimp, Toggl or Clockify does not solve. A rate that differs per client, per employee, per project phase or even per time of day. A budget that needs monitoring per phase. A payroll run that distinguishes productive hours from administration. An invoice that must land directly in Exact, Twinfield or AFAS – with the correct VAT zone, the correct cost centre and the correct project reference.
We build time-tracking systems that handle this entire flow as one. That way you avoid information being copied between three tools, budgets only becoming visible at the end of the month, and managers constantly chasing the facts. Not a throwaway timesheet hanging loose somewhere, but a backbone beneath your operation: from entry on the engineer's or consultant's phone, through approval by team lead and optionally client, to posting into payroll and accounting.
This applies to consultancy and advisory (hours to client project budget to invoice), to IT contracting (hours to client hourly rate to payroll export), to construction and installation (hours to job sheet to client invoice), to legal and accountancy practices (hours to client matter to fee note), to manufacturing (hours to product cost price to labour costs), and to care and welfare (hours to client record to claim to the municipality or health insurer). Each of those worlds has its own rules, and that is precisely where off-the-shelf packages get stuck.
Three flavours of time tracking.
Not every organisation needs a fully custom system. In the first conversation, we advise which approach suits your operation, and when a standard package is perfectly adequate.
Project and client integration with an existing package
You already use TimeChimp, Yuki hours, AFAS time tracking or Exact time tracking and want to add a layer around it: real-time budget monitoring per phase, your own rate logic that does not fit in the standard tool, or a dashboard showing where hours go per project and client. We build that layer on top of existing systems via their API. You keep your time-entry tool, but gain the reporting and control you are missing now.
API layerBudget dashboardRate overlayReporting
Custom timesheet app with payroll and invoice export
A custom web and mobile app for hours entry, with your own rate rules, project budgets and approval workflow underneath. On the back end: direct export to Loket, Nmbrs, Visma or AFAS for payroll, and to Exact, Twinfield or Yuki for invoicing. Suited to organisations running multiple collective labour agreements or contract types, or where the rate structure differs per client contract and can no longer be managed in a spreadsheet.
Mobile entryRate engineApproval flowPayroll and invoice export
Full industry platform with collective agreement and claims logic
Mission-critical time tracking for sectors where the rules weigh heaviest: construction with job sheet integration, legal services with client matter billing and confidentiality of files, care with municipal claim codes and health insurer flows, contracting with collective labour agreement supplements per time slot. Includes collective labour agreement rules, Working Hours Decree checks, geofencing for automatic check-in and multi-entity administration for groups with several BVs under one roof.
Collective labour agreement rulesClaim codesJob sheet integrationGeofencing
What your time-tracking system delivers.
Not just a tool for keying in hours, but a set of modules that together keep your hours-to-budget-to-invoice flow running. We only switch on the modules you need.
- Hours entry for web and mobileFast entry via favourite projects, offline mode on site, geofencing for automatic check-in at the client. One tap on the phone, no unnecessary fields.
- Project, client and task structureA hierarchy from client to project to phase to task. Each level has its own budget, its own rate and its own reporting. Includes integration with your existing CRM data.
- Rule-based rate engineRates per client, per employee, per project phase or per time of day. Distinguishes billable from non-billable time, time-and-materials from fixed-price contracts, standard from overtime, and VAT zone per engagement.
- Real-time budget trackingLive insight into hours logged against budget per phase. Dashboards that show managers and clients exactly how far a project has progressed, not at the end of the month, but right now.
- Manager and client approvalApproval steps by team leads and, optionally, by the client themselves, with an audit log for every change. Version history for timesheets, not a single overwrite.
- Payroll and invoicing exportDirect integration with Loket, Nmbrs, Visma and AFAS for payroll, and Exact, AFAS, Twinfield, Yuki, Snelstart or Mollie for invoicing. No more CSV juggling at the end of the month.
- Reporting and complianceBillability rates, productivity, budget utilisation and time allocation analyses. GDPR-compliant logging, WAB checks, Working Time Decree warnings and sector-specific collective agreement rules.
- Maintenance contract (optional)Monitoring, backups, security patches and ongoing development. A fixed monthly fee with agreed response times, rather than being left to fend for yourself after go-live.
Time-tracking software with support for different rate structures.
The difference between a simple hours tool and a genuine rate-structure engine is that the latter works with rules rather than columns. A consultancy firm often applies a standard hourly rate per employee, yet within a single assignment that rate may be lower for administrative time, higher for evening and weekend work, and different again for time-and-materials engagements versus fixed-cap contracts. An IT staffing agency has a client hourly rate and an internal cost rate; both need to be correct for invoicing and for measuring gross margin per consultant.
We build this logic as rules with validity periods. A rate applies from a given date and to a specific combination of client, employee, project phase and activity. Retroactive corrections, for example when a rate agreement has been raised after the fact, are handled cleanly by the system, with a full audit trail. That keeps rate administration manageable even when you serve dozens of clients, each with their own pricing arrangements.
For those who want the interplay with invoicing and payroll administration automated as well, for example a nightly sync in which today's hours are already in Exact by tomorrow, we build the corresponding integrations directly on top. See also our page on building web applications for the wider context.
Not yet sure about a large project?
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →When you are better off building custom software.
For tightly scoped work, a standard package such as Toggl, Harvest, Hubstaff or Clockify is perfectly fine, and we are the first to say so. Custom becomes interesting when at least one of these patterns applies.
Rate structures
Rates that don't fit into a single column
You work with different rate structures by client and by role: time-and-materials versus fixed-price, internal rate versus client rate, billable hours versus administrative time, VAT zones per assignment. Off-the-shelf time-tracking software usually supports only one rate per project. We build a rules engine that follows your actual logic.
Budget integration
You want hours linked to budget live
Systems that link billable hours to budget consumption are our speciality. Budgets per project phase, alert thresholds, automatic escalation when a phase reaches 80% of its budget, and a client dashboard showing the same data. No more monthly reports arriving too late.
Multi-system integration
Your time workflow runs across four systems
The client sits in a CRM, the project in a PSA tool, the hours in a time tracker, the invoice in Exact and payroll in Loket. We build the web application that joins them together through smart API integrations: a single source of truth for hours, with automated sync to accounting and payroll.
Sector requirements
You are subject to specific sector regulations
Construction and installation with work-order links to the client invoice, overlapping with our custom software for installation companies. Legal firms with client and case billing. Healthcare with municipal billing codes. Staffing with collective labour agreement (CAO) checks, often combined with custom staffing software. Manufacturing with labour costs per cost-price product. Off-the-shelf packages rarely cover all of this fully.
How a time-tracking project runs.
1
Introduction and pain-point assessment
A conversation to understand which processes your hours flow through: which rate rules apply, which approval steps, which payroll and accounting packages you use, and which compliance requirements are in play. We'll be honest if a standard tool is good enough.
2
Scope and architecture
A workshop with your project leads, controllers and a few end users. We map the time-tracking flow from entry through to invoicing and payroll, identify the integrations, and decide which modules come in which order. The outcome: a phased scope.
3
Building in sprints with live feedback
A working build at the end of every sprint. First time entry and the rate engine, then the approval flow, then the exports. Your people start testing as soon as the first version is ready, not only at handover. Short feedback loops and quick adjustments.
4
Rollout, training and maintenance
A phased rollout by team or by office, with training for key users and short videos for end users. This is followed by ongoing support for security patches, integration updates (Loket and AFAS change regularly) and further development.
Frequently asked questions.
What clients usually want to know before we start.
Do you replace TimeChimp, Toggl, Harvest, Hubstaff or Clockify?
Often not. For straightforward hour tracking, those packages are perfectly good and do the job well. Toggl and Clockify are light and simple, while TimeChimp and Harvest are fully featured for SMEs. We build custom software when the rate, budget or integration work doesn't fit a standard tool, or when you operate under sector-specific rules. Sometimes we build a layer around an existing package instead: we use the entry app of something like TimeChimp and build our own rate rules, budget monitoring, client dashboards and exports around it via their API. That way, your people don't have to get used to a new entry tool.
How do you handle complex rate structures?
With a rule engine rather than a single rate column. Rates are built up from rules per client, per employee, per project phase, per part of the day and per time slot, including contract versus time-and-materials work, productive versus admin hours, VAT zone and any overtime supplements. The engine stores the validity period of each rate, so retrospective corrections are applied correctly.
Which systems link billable hours to budget consumption?
This is exactly where we use custom software. Generic time-tracking tools show hours against a fixed budget, but hide what sits underneath. A rejected timesheet can quietly reduce a budget without the project manager noticing. We build budget tracking per project phase, with live dashboards that both your project managers and the client can view on the same screen. This includes thresholds, automatic escalations at 80% consumption, links to the original quote and to any change orders added later. A common extension is a client portal where the client can see real-time project usage, which avoids unexpected invoices and difficult conversations at the end of a phase.
Can you integrate with payroll and invoicing systems in the Netherlands?
Yes. We have experience with Loket, Nmbrs, Visma and AFAS for payroll, and with Exact, AFAS, Twinfield, Yuki, Snelstart and Mollie for invoicing. For the Peppol route and e-invoicing, we work with the standards commonly used in the Netherlands. For billing flows to municipalities or health insurers, we build the correct export formats, such as iWmo, iJw or health insurer billing standards. Each integration uses its own mapping layer, so you can switch packages later without having to reconfigure the entire time-tracking application.
What about GDPR, WAB and the Working Hours Decree?
GDPR-compliant logging is standard: all changes to timesheets and approvals are recorded, with access and deletion procedures for employees. For WAB and collective labour agreements (CAO), we build in the rules where relevant: contract types, chain-rule counters, and specific CAO allowances by sector or time of day. For the Working Hours Decree, we can show warnings when maximum working hours or minimum rest periods are exceeded, both for the employee at entry and for the manager at approval. This makes it demonstrable during audits that you are actively managing compliance, not just reporting afterwards.
Does the mobile app also work offline and on location?
Yes. The mobile entry supports an offline mode for fitters, consultants or healthcare workers who have no connection on site. Hours are stored locally and sync as soon as a network is available again. Geofencing can start a check-in automatically on arrival at a client site or construction site, which works well alongside our app for receipts and travel expenses.
What determines the cost of such a project?
Three things, mainly. The number of integrations: every payroll or accounting package is a separate piece of work, with its own authentication, data model and vulnerability to version updates. The complexity of your rate rules: one rate per project is a different matter from four rules per day part, client, phase and role. And whether you need sector-specific flows, such as municipal declaration codes, work-order integrations or collective labour agreement (CAO) supplements. We work with fixed sprint budgets, so you know what each sprint costs and can adjust the scope from one sprint to the next, rather than a single large fixed-price project with awkward change-request discussions afterwards.
How long before we can go live?
A first working version with hours entry, basic rate rules and one export integration is usually in place after a few sprints. For a full platform with multiple integrations, sector rules and a mobile app, we plan a project of several sprints, rolled out in phases. Each sprint delivers a working build, so you can start using parts productively before the whole system is finished.