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iPhone Time and Expenses

Free iPhone Time and Expense App

Track time and expenses while on the road with your iPhone or iPad!  If you're a consultant who collects time and expenses for client billing... or you're an employee that needs quick access to your time and expense records... this app is for you!  Just tap the "+" symbol to add a new time log or expense, then enter the relevant information, and you're done!  It's really that simple.  Now all your records can be uploaded to Standard Time or QuickBooks for billing or project tracking.  See the screenshots below for more details. 

 

apple store

 

 


Got the Windows Edition?  Click Get Started to download it!

                      

The iPhone app is free but the most benefit comes from sending your time and expense records to the Standard Time Windows Edition or Web Edition.  You can download it here.  When you do, those records can be billed to clients or used for project tracking.  There is extensive analytics and reporting.  And you can share data in your corporate database.


 

iPhone App Screenshots

iOS App Home Page

HOME PAGE

This is the main page you see when the app launches.  Tap the 'Time' and 'Expenses' buttons to view time and expense records.  The menu icon in the upper-right corner lets you start the timer or create a new expense

Tap the Tasks button to start the timer with a task.  New Quick Tasks are created each time the timer is started.  They record your client, project, and category so you can quickly start another timer based on previous selections.

The Barcode button opens a window that lets you start the timer with barcode labels of your client, project, and category.

You can export your time and expenses with email, but synchronizing with the Windows or Web Edition is more efficient  Synchronization brings down all your work and sends it automatically.  There is no need to export when using synchronization.

The Summary button displays a table of time and expense summarization.

Press the Sync button to pull down the latest clients, projects, categories, time logs, and expenses.  But first, you must enter URL and login information into the Settings page.

Press the Settings button to enter login creditials for sync and export.

 

 

 

Timelog List

TIME LOG List

Press the Time button on the Home page to display this list.  All your time logs are listed here, sorted by the start date.  Tap any item to edit it. 

Touch the tab at the bottom to switch to the expenses list.

 

 

Edit Timelog Page

EDIT TIME LOG PAGE

Touching any item on the Time Log list causes this page to slide in.  You can edit the selected time log here. Slide the page down to see all the fields. You can edit the start and stop dates, time log duration, and notes. Your own clients, projects, and categories can be assigned to each time log.  Create new ones while editing. Time logs can also be billable, and marked as billed. At the bottom of the form you can use the 'Text' fields for any purpose you like. Every time and expense record you create on the iPhone app can be emailed to the main database or sent to QuickBooks for client billing.

 

 

Start Timer

START TIMER

Touch the menu icon in the upper left corner to show the main menu.  When you choose 'Start Timer' an Edit page will appear where you can edit the new time log.

Time logs that are running are displayed in the list like this.  A triangle signifies that the timer is running.

When the timer is running the Stop and Hours fields are disabled.  You can edit all the remaining fields just like every other time log record.

When your task is finished, tap the menu icon again and choose 'Stop Timer'.  This same page will reappear for further editing.

 

 

Expense List

EXPENSE LIST

Tapping the Expenses button on the Home page displays this list.  This list is similar to the time log list shown earlier.  Touch any item to edit it.  Both expenses and mileage are dislayed here.

 

 

Edit Expense Records

EDIT EXPENSE PAGE

You can edit expenses just like you edit time logs.  Just tap the 'Expenses' icon in the tab bar at the bottom of the page and then touch an item. Expenses have the same 'Start' and 'Stop' fields as time logs, but also allow you to edit mileage and the 'Amount' field.

Touch the mileage area to display vehicle and odometer values.  You can create as many vehicles as you like.  The app will remember the odometer readings for each one.

 

 

Expense Mileage Settings

MILEAGE

Mileage records are a variation of expenses.  Tap the automobile icon to display this page.  You can choose a vehicle that represents the mileage record, and then enter odometer readings.

The expense amount is calculated from the distance times rate.

 

 

Start Timer With Quick Tasks

QUICK TASKS

Press the Tasks button on the Home page to show the Quick Tasks.  Use Quick Tasks to start the timer with one tap, and then stop the timer with another.

Each time you start the timer, a new Quick Task may be created from your client, project, and category choices. Those recent choices are displayed here for convenience.

 

 

Start Timer With Barcode Scan

BARCODE

You can quickly start the timer by scanning barcode labels representing your client, projects, and categories.  Scan a label with the word 'STOP' to stop the timer.

Barcode scanning is usually done in manufacturing settings, or where repeatitive tasks are performed.

 

 

Export Time and Expenses

EXPORT TO WINDOWS EDITION

Use this to export a CSV file to the main Windows Edition database. CSV files contain all the data you collected for each time and expense record.  This function lets you send them all in one email attachment so they can be imported by the Windows Edition. On the Windows Edition, choose File, Import.  Select the 'Time Log' option.  Find this file in the Windows Explorer and click Open.

The synchronization feature is much simpler than export.  With synchronization, you pull down all your work, and send it automatically.  There is no need to manually import CSV files.

 

 

Export Time and Expenses to QB

EXPORT TO QUICKBOOKS

You can export your time and expense records to QuickBooks in an IIF file. The selected records will be compiled into an IIF (Intuit Interchange File) file that can be imported directly into QB. To import, choose File, Utilities, Import, Timer Activities.  The records can then be found in the employee timesheet where you can add them to invoices or pay employees.  In QB, choose 'Employee Center' to view timesheets.

 

 

Time and Expense Summary

SUMMARY PAGE

Check the Time and Expenses Summary page to view hours and amounts for recent days, weeks, and months. The values you see here come from the 'Time' and 'Expenses' lists.  Any records you create there will be displayed here.

By default, all time and expenses for all projects is displayed.  Choose a project from the list at the top. That will display only those records for the selected project.
 

 

 

Sync with the Cloud

SYNC

Press the Sync button on the Home page to begin synchronizing with the Windows or Web Editions  All your work will come down to the device, and be sent up.

Synchronization include clients, projects, categories, time logs, and expenses.

Before you can sync you must enter a URL and login credentials into the Settings page.

If you are syncing with the Web Edition, the URL will be found on the browser.

If you are syncing with the Windows Edition, choose File, Options, Sync to find the URL.  This will normally be the IP address of your workstation

The iOS app will automatically sync every 15 minutes once it is set up.

 

 

Settings Page

SETTINGS PAGE

The settings displayed here are required for sending records to the Windows Edition or to QuickBooks.  You can open this page by touching the Settings button on the Home page. When sharing time and expense records in a corporate database, you must identify your records by a username. QuickBooks requires an employee name when exporting to an IIF file. You will also need a company name and identifier value before an IIF file can be created.  These values can be obtained from a QB IIF Timer Activity file.  Just export one from QB and open it in Notepad.  The values are inside that file The iPhone app will send data with an email, as an attachment.  Enter email addresses here.

Synchronization with the Windows or Web Edition requires a URL and login credentials.

If you are syncing with the Web Edition, the URL will be found on the browser.

If you are syncing with the Windows Edition, choose File, Options, Sync to find the URL.  This will normally be the IP address of your workstation.

 

 

About Page

ABOUT PAGE

Use this page to view the version and contact information.  Feel free to contact us for any questions or issues you may have.

 

 

 

Also works on Android phones and tablets

                                  

apple store

Apple App Store
 

 

 

Android Time and Expenses

Free Android Time Tracking App

Android now makes time tracking easy and convenient!  With just a few screen taps you can start a timer or enter a complete time log record that will contribute to your weekly timesheet.  All your records stay in your phone until you are ready to send them to the main database or QuickBooks.  You don't have to be connected to the internet or WiFi.  Just touch the screen to begin.  Check out the screenshots below for more information.



 

Got the Windows Edition?  Click Get Started to download it!

                      

The Android app is free and intended to be used with the Desktop Windows Edition.  In other words, you collect your hours in the field with the Android app and then send them to the Windows app using email or other synchronization mechanisms.  Ultimately, the time logs are stored on your desktop database so you can bill clients, pay employees, or track projects.  You can use the app stand-alone, but the most benefit comes from the reporting and client tracking you get with the Windows Edition.


Android Time Tracking Screenshots

Android App Home Page

HOME PAGE

This is the main Android home page.  Tap the 'Time' button to view a list of time logs, and the 'Expenses' button to view the list of expenses.

Quick tasks are automatically generated when you start the timer.  They may also be sync'd from the Windows or Web Edition.  Tap the Tasks button to see a list of tasks you start with a single tap

Tap the Barcode button to start the scanner with a barcode representing your client, project, and category.

Export Time using email.  You can import those files into the Windows Edition.  But you should consisider synchronizing instead.

Tap the Summary button for a condensed summarization of time and expenses.

You can sync with the Windows or Web Editions by tapping the Sync button.  But first you must tap Settings to enter your server URL and login credentials  The app will sync every 15 minutes.

 

 

List of Timelogs

TIME LOGS

This page is displayed when you tap the 'Time' button on the Home page.  It lists the time records, sorted by date  Tap any item to edit it.  Or long-tap an item for a context menu.

Press the menu button to start the timer.

 

 

Edit Timelog

EDIT TIME LOG

Just touch any item in the Time list and you will see this Edit Time Log page.

You may need to scroll the page down to see all the fields shown here. Each time log has a start and stop date, and duration in hours.  You can enter notes for the work you do. After entering notes, you can optionally choose a client, project, and category.  Create or edit these with the dropdown menu. Each time log can be marked as billable and billed. Text fields can be used for any purpose, although the 'Text 3' field doubles as the QuickBooks 'Class' field, in case you need it.

Time and expense records can be synchronized with the Windows or Web versions of the product.  Or, they can be exported using email so you can import them.  Export works the same way to QuickBooks.

 

 

Start Timer

START TIMER

When you start the timer using the menu, a new time log is created.  A special icon is displayed for the record being timed.  Press the menu button to stop the timer.

 

 

List of Expenses

EXPENSE LIST

Editing expenses is similar to time logs.  The list is also similar, and can be reached by using the tabs at the top of the page.

Just choose 'New Expense' from the menu to create a new expense.  Enter the date, amount, and description for each expense.  The rest of the fields are similar to time logs.

Touch the automobile icon to enter mileage and mileage rate.  If an expense has mileage, it will display it here on the expenses list.

 

 

 

Edit Expense

EDIT EXPENSE

Editing expenses is similar to time logs.  Just choose 'New Expense' from the menu.  The page will look like this. Enter the date, amount, and description for each expense.  The rest of the fields are similar to time logs.

Touch the automobile icon to enter mileage and mileage rate.  If an expense has mileage, it will display it here and on the expenses list.

 

 

 

Vehicle and Mileage

MILEAGE

Mileage is a special type of expense.  When creating an expense that is actually for mileage, just tap the automobile icon.  This page appears.  Choose a vehicle and optionally enter the odometer values.  The expense amount is calculated from the distance multiplied by the rate.

 

 

Start and Stop Timer

QUICK TASKS

Quick Tasks are automatically created when you start the timer.  The client, project, and category are memorized for a new task.  Now you can start and stop the timer with a single tap.

 

 

 

Start Timer with Barcode Label

BARCODE

You can start and stop the timer by scanning barcode labels.  Simply scan a client name, then a project name, and finally a category.  The timer will start, and will run until you scan a 'STOP' label.

The barcode interface is most commonly used for factory automation or common repetetive tasks.

 

 

Export to Windows Edition

EXPORT TO WINDOWS EDITION

If you're not synchronizing with the Windows or Web Editions, you'll probably want to export your time and expenses in CSV format.  Exporting with CSV lets you see your time logs in the main timesheet on the Windows or Web Editions.  Once there, you can bill clients, run time log reports, pay employees, export to QuickBooks, etc.Download Windows Edition The exported data will be sent as a CSV file attachment*, which you can import into the ST Windows Edition. To import, choose File, Import.  Choose the 'Time Log' option.  Navigate to this file and click Open.

*Some phones require an external removable SD card to send email attachments.

 

 

Export To QB

EXPORT TO QUICKBOOKS

If you use QuickBooks you may also want to export directly to it. The exported data will be sent as an IIF file attachment*, which you can import into the QB Windows app. To import into QB, choose File, Utilities, Import, Timer Activities.  The records will go directly to the employee timesheets where you can bill clients or pay employees.  Choose the Employee Center to view employee timesheets.

*Some phones require an external removable SD card to send email attachments.

 

 

Summarize Time and Expenses

TIME AND EXPENSE SUMMARY

The Time and Expense Summary is a convenient way to check your hours and expenses.  It shows time and expenses for the last seven days, the last two weeks, and the last two months. The hours are based on the time logs and expenses in the main list.  Simply enter new records and the hours and amounts will update.

Optionally choose a project from the dropdown at the top of the page.  You'll only see time and expenses for that project.
 

 

 

Sync with Cloud

SYNCHRONIZATION

Synchronizing with the Windows or Web Editions makes sharing time and expenses easy.  The Sync button sends all your time and expenses to the Windows or Web Edition, and then gets all clients, projects, categories, time logs, expenses and other related records back down on the Android phone.

Your Android will have all the same records you see on the Windows or web version.  It just takes one tap.

In fact, once this is set up and working, the Android app will automatically sync every 15 minutes.

Watch Android Synchronization Video

 

 

Android Settings

SETTINGS

Before sending hours to the desktop database or QuickBooks, you should choose the 'Settings' command from the Home page. The Username is required to email hours to the main Windows Edition database.  This field identifies your records from other employees.  You'll see this username in the Windows Edition.

The QuickBooks Employee is required when emailing an IIF file. QB also requires a Company Name and Number.  You can obtain this by exporting a Timer List File from QB.  Inside that IIF text file will be the values you need here. Fill in the email addresses to allow the Android app to send file attachments which you can import.

When synchronizing with the Windows or Web Editions, you'll need a username and password to authenticate with, and finally a web address to sync with.  Enter the URL you use to access the Web Edition.

If you are syncing with the Windows Edition, choose File, Options, Sync to find the URL to enter here  That URL will be the IP address of your computer.

 

 

About The App

ABOUT THE APP

Finally, here is the Android About box.  It shows the current version and contact information.
 

 

 

Also works on iPhone and iPad
Works with iPhone

 

                                  

Google Play Store
This is the recommended download link.
The most up-to-date versions are available at the Google Play Store.
google play

 

Glossary: Terms and Definitions

A

Actual cost: Costs associated with actual work that has been applied to a task.

Actual work: Actual employee hours applied to a task.  Normally logged with a timesheet or automated timer.

ASP: Application Service Provider.  An organization offering a web-based application that is accessible to users in many locations.

B

Baseline: A copy of a task or entire project plan.  Used to compare with the current plan.

Billing rates: Monetary amounts used to bill clients.  Each project, user, or category may have different billable rates.

Burn down chart: A line chart showing remaining work for a project, presumably burning down to zero.  A scrum chart.

C

Client receivables: Monies you have earned from services performed.

Cost variance: Cost minus baseline cost.  The difference between original cost estimates and current estimates.

Cost fields: Client and salary costs for project tasks.  Costs your client is expected to pay for work performed.

Critical path: A series of tasks that extend a project to its longest finish date.  Tasks that depend upon previous tasks, causing a project to finish at the latest time.

D

Duration: Task duration or estimate.  The number or hours or days a task is expected to take.

E

Earned value: The amount of money a project has already earned, based on percent complete.

Enterprise project management: A system like Standard Time® that displays all projects and tasks for all the workgroups of an organization.

F

Finish date: The date when a task is expected to be finished.

G

Gantt chart: Graphical representation of tasks on a timeline.  Invented by Henry L. Gantt.

H

I

J 

K

L

Linking tasks: Placing tasks in sequence, such that each start date coincides with the finish date of the previous task.  This represents the scenarios where tasks depend upon the completion of earlier work.

M

Microsoft Project: Software product for planning and scheduling projects.  Works with timesheet to track employee time.

MPP file: File format used by Microsoft Project to store tasks, resources, calendars, and other project related items.

N

O

Outline level: The hierarchy number indicating the level of indenting of project tasks.

P

Percent complete: A measure of task completion used for project status.  Leads to remaining work and remaining cost values.

PERT: Program Evaluation and Review Technique.  A model for viewing and analyzing project tasks.

Project management: Techniques used to plan and execute projects, typically employed to increase efficiency and lower costs.

Project plan: A sequence of tasks illustrating how a project will be completed.

Project scope: The size of a project, normally in terms of hours or cost.

Project Server: A product of Microsoft, used to publish project tasks to web pages.

Project task: Single entity representing the starting and finish dates for a planned activity.  Normally assigned to resources or groups for completion at the scheduled time.

Project template: A series of tasks intended for duplication to begin a new project.  Tasks are arranged and assigned in a common format for new projects to start from.

Q

Quick task: Project task specifically marked for quick input or to start and stop a timer.

R

Remaining cost: The client or salary cost still remaining in an uncompleted task.

Remaining duration: The amount of time still left in an uncompleted task.

Remaining work: The number of hours or days still left in an uncompleted task.

Resource: An employee assigned to a project task.

Resource allocation: Project time assigned to an employee.  Represents the amount of employee time that has been allocated to project work.

Resource assignment: An employee assigned to work on project tasks.

RBS: Resource Breakdown Structure.  A numerical representation of workgroups and employees under them.

Resource breakdown structure: A numerical representation of workgroups and employees under them.

Resource calendar: Calendar of working hours for a project plan.

Resource pool: A group of employees that may be assigned to projects and tasks.

Resource leveling: The act of moving project tasks so that an employee has steady work for the duration of a project.

S

Scrum chart: A line chart showing remaining work for a project, presumably burning down to zero.  A burn-down chart.

Standard Issue®: Software product by Scoutwest, Inc. used for tracking issues and defect management.

Standard Time®: Software product by Scoutwest, Inc. used for time tracking and project management.

Start date: The date a project task is scheduled to begin.

Subproject: Smaller project that is included by a master project.  A project breakdown or subsystem.

Summary task: A project task representing the head of a series of lower tasks.  Represents the subtasks by showing aggregated start, stop, and work hours.

T

Task: A project activity, normally assigned to employees and schedule to start and finish at a certain time.

Task dependencies: Project tasks that depend upon an earlier task to compete before they may be started.  Links to successor tasks.

Task duration: The amount of time a tasks is expected to take.  May differ from “task work” if resources work less than 100% of their time of the task.

Task linking: The act of connecting tasks in a series, such that one task is performed only after its predecessor is completed.

Task predecessor: The project task that must be completed before another may start.  A task that is linked into another, and is shown before another.

Task successor: The project task that may begin when another is completed.  A task that is linked to another, and is shown after.

Time tracking: Recording the time spent working on a project task.  Normally done with a timesheet or automated timer.

Timesheet: Grid-style software allowing time entry for days of the week.   timesheet.  Projects and tasks are shown in a grid, allowing employees to enter hours worked.

Timesheet approval: The act of reviewing and signing off on employee hours.  Normally performed by a manager.

U

V

Variance: The difference between a current plan and a baseline.  Used to determine the accuracy of a task prediction.

W

WBS: Work Breakdown Structure.  A numerical representation of a task hierarchy.  Sequence of numbers representing tasks in a project.

Work breakdown structure: A numerical representation of a task hierarchy.  Sequence of numbers representing tasks in a project.

Work variance: The difference between task hours and the baseline number of hours.  Used to compare a current plan with the original estimate.

X

Y

Z

Resource Allocation For Future Task Availability

Standard Time® is primarily a time tracking product for client billing and project management, but it also has a complete resource allocation feature.  And it also offers full employee availability for future tasks assigned to team members.  You can search by skill-set, and assign tasks to under-allocated employees.  Watch the resource allocation video.

Here is a resource allocation chart produced by our product.  In this example, you can see that the resource is running out of hours, and may be a candidate for assignment to future projects.  (Choose View, Project Resource Allocation to see the full chart.)

 

Resource Allocation Report
Hours assigned to resources into the future

 

In the app, project tasks have the following fields that affect resource allocation.  Download a copy now!

    - Resource assignment (users and groups)
    - Start and due dates
    - Remaining duration

 

Resources (users in the program) are allocated to tasks in the Project Task view.  There, you can manage all the tasks and their assignments.  After building a series of tasks for each project, choose View, Project Resource Allocation to view the resource allocation dialog.  You will see a graphical bar chart that represents the time allocated to each resource.  You can quickly see if a task is over-allocated, under-allocated, or correctly allocated.

Blue bars represent correctly allocated time, while red and yellow bars represent over and under allocated time periods.  Time periods are adjustable for Day, Week, Month, and Quarter.  A single bar represents each time period.

 

Resource Allocation Dialog

 

In addition to the bar chart, the resource allocation dialog provides two grid views.  You can see time allocated in a task hierarchy, and time allocated to users in a resource hierarchy.  The same information is presented, but in textual form.

Features:
    - Resource allocation
    - Resource planning
    - Resource scheduling
    - Employee availability
    - Over allocation
    - Under allocation
    - Resource utilization
    - Effective billing rates


               

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