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Project time tracking and invoice generation based on logged hours
Project management system
Create an MVP for project management that makes the development process transparent for the client.
Goal
The client is a European company specializing in IT consulting, SAP hosting, and IT integrations.
Project management processes were handled via email and Google Docs/Sheets. As the number of projects increased, spreadsheets became significantly more complex and no longer provided sufficient functionality.
At the same time, Redmine was being used for project operations. However, the solution lacked flexibility, as extensive time was required for customized configuration.
Project management processes were handled via email and Google Docs/Sheets. As the number of projects increased, spreadsheets became significantly more complex and no longer provided sufficient functionality.
At the same time, Redmine was being used for project operations. However, the solution lacked flexibility, as extensive time was required for customized configuration.
Client tasks
1
Refinement of the technical specification.
2
Creation of employee time reports across projects.
3
Automatic generation of project invoices.
Our solution
The technical specification was refined, with the technical requirements documented in detail.
An MVP was then developed. Its core functionality included client projects imported from Redmine, user accounts with employee data, time-tracking reports, and automatic invoice generation based on logged hours. Employees were assigned roles with access to the features relevant to their responsibilities. Staff enter their working hours, while the system automatically generates invoices based on time spent.
Functionality for managing employee time off, sick leave, and vacations was also implemented. Additional features included task visualization in a Kanban board format, project passports with access to code repositories, project diagrams, and automatically generated descriptions. Workload forecasting reports were introduced, along with multiple billing calculation models.
An automated task creation mechanism was added as well. For example, the system can automatically generate onboarding tasks such as creating software accounts for new employees. Automating parts of internal business processes accelerated development support and improved efficiency.
A knowledge base was also created, containing information about the company, clients, technologies in use, contractor contacts, and access to educational platforms and internal training materials.
An MVP was then developed. Its core functionality included client projects imported from Redmine, user accounts with employee data, time-tracking reports, and automatic invoice generation based on logged hours. Employees were assigned roles with access to the features relevant to their responsibilities. Staff enter their working hours, while the system automatically generates invoices based on time spent.
Functionality for managing employee time off, sick leave, and vacations was also implemented. Additional features included task visualization in a Kanban board format, project passports with access to code repositories, project diagrams, and automatically generated descriptions. Workload forecasting reports were introduced, along with multiple billing calculation models.
An automated task creation mechanism was added as well. For example, the system can automatically generate onboarding tasks such as creating software accounts for new employees. Automating parts of internal business processes accelerated development support and improved efficiency.
A knowledge base was also created, containing information about the company, clients, technologies in use, contractor contacts, and access to educational platforms and internal training materials.
- Automatic invoice generation based on logged time. The billing process is highly configurable and can be calculated according to hours worked, hourly rates, and other factors.
- Improved project communication. Clients can view tasks and related comments. If a developer has questions or encounters issues, they can communicate directly with the client within the task to resolve matters quickly. Clients can also interact directly with any team members involved in the project, including managers, developers, testers, and company leadership when needed.
- Flexible reporting. The client can quickly analyze KPIs and financial performance across projects.
Results
Timelines and Team
A team of 7 people
6 months
Technology stack
Hibernate
MS SQL
Java
Spring
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