Allocate’s AI-Powered Time Tracking

Before Allocate, time was tracked in a number of ways:

with pen and paper, start-stop timers, spreadsheets,

and manual timesheet software.

Despite best efforts, none of the above approaches

have really solved the problem of time tracking in a

meaningful way. Why, you might ask?

The fundamental problem with time tracking is that

logging time is hard. And, it’s not your fault - interfaces

are clunky and poorly designed for the modern day

multi-tasker, and recalling what was done and how long

it took is hard. As a result, the following problems arise:

In essence, time tracking with the “other” solutions can

lead to something like the illustration below.

The Problem with Other Time Tracking Solutions

Timesheet data is inaccurate

Timesheets are not filled in on time

Timesheets are despised

Managers can spend precious time and effort chasing people down to get their timesheets completed

To make matters worse, inaccurate and untimely

timesheets lead to many problems downstream of

the timesheets themselves:

Under-Billing / Trimming of Billable Hours

A Lexis Nexis study in the legal industry found that 33%

of a lawyer’s time goes unbilled. A study in Harvard

Business Review found that un-captured time causes

revenue leakage of up to $50k / year per professional in

the professional services industry.

Over-Servicing of Clients

Inaccurate and/or untimely timesheets means that you

simply don’t know if you’reover-servicing your clients -

leading to time spent that often cannot be billed.

Poor Understanding of Project Profitability and

Project Margin

Around 90% of a professional services firm’s cost is

peoples’ time. Therefore, if you don’t have an accurate

understanding of time spent, then you will have a poor

understanding of project profitability and margin.

Little Insight into Utilization Rates

Timely and accurate timesheet data is what drives

utilization rates. Without either, you’ll have little real-

time visibility into the availability of your team.

No Reliable Way to Improve Project Cost

Estimations and Resource Plans

Project cost over-runs are driven by a phenomenon

called the planning fallacy. The problem? An inaccurate

understanding of how much time it took the first time

to deliver for a client.

This document explains the problems with how time tracking is currently done, why Allocate

is the solution, and the benefits that Allocate will bring to your organization.

Website: http://www.allocate.ai Phone: 415.496.6870Email: sales@allocate.ai

Allocate’s AI-powered time tracking will help you solve

these problems - read on to learn how.

Website: http://www.allocate.ai Phone: 415.496.6870Email: sales@allocate.ai

How it WorksAllocate seamlessly integrates with the tools that you

use at work - your calendar, email, and computer

activity - to help you easily and accurately log your

time. It’s a simple 3 step process:

1. Sync Your Data Sources

In order for Allocate to help you log your time, you can

sync different data sources that help give Allocate an

understanding of what you worked on during your day.

The data sources are your calendar, email, and

computer activity. (For more information on data

sources, please see page 3.)

2. Allocate’s AI Privately and Securely Processes

Your Data

Once you’ve successfully synced your data, don’t worry

about anything else. Just work as usual, and Allocate

gets to work while you work, processing your activity

and predicting entries to your timesheet.

3. Review and Submit Your Timesheet

Whenever you are ready to submit your timesheet,

simply review that predictions are correct, allocate any

remaining (un-predicted) time, and submit. You have

the final say as to what you submit, but we make getting

there easy, without letting time slip through the cracks.

The illustration below visually describes this process.

Allocate’s AI-powered time tracking is beneficial, not

only to the operational and financial health of your

organization, but also, to your team who need to

complete their timesheet. We’ll explain both below.

Your organization can benefit from AI-powered time

tracking in the following ways:

Bill More Hours (Increase Revenue)

If you’re billing for your time, Allocate will allow your

team to capture time that otherwise might slip through

the cracks. This allows you to justifiably bill more time.

In addition, you’ll spend less time tracking time, and

more time billing.

Prevent Over-Servicing

No longer wait for 2 weeks to get all timesheets in.

Instead, know in more real-time if you are getting close

to your budget, and course correct accordingly.

Understand Project Profitability and Margin

Accurate data is the foundation upon which you can

begin to truly understand project profitability and

margin. With Allocate, don’t remain content with high -

level firm profitability - understand it on a project basis.

Understand Team Utilization

More accurate and more real-time timesheet data will

inform you of how utilized your team is. As a service

based business, if you can do more with less, without

over-burdening your employees, then you’re on your

way to margin expansion.

How it IntegratesAllocate is skilled at building custom integrations so

that timesheet data can flow seamlessly into your

existing software - whether it’s SAP, Netsuite,

Workday, or another provider.

Allocate’s AI-Powered Time Tracking

The Benefits of AI-Powered Time Tracking

What’s in it for Your Organization

Removes the Headache of Tracking Time

Rather than diligently taking notes, using timers, or

making a best-guess estimate at the end of the week,

Allocate keeps a log of this and puts the information in

front of people when they need it. No need to

rememeber what was worked on or how long it took.

Focus on the Work You Love

Thinking about time entry and actually filling in

timesheets are distractions from the work that your

team wakes up every morning to do. Making this

process effortless allows your team to focus less on

administrative work and more on the work they love.

The Best, Most Modern Solution

Finally, Allocate is the most modern, well-designed, and

most intelligent system available. The user experience

is intuitive and the design is beautiful, simple, and

powerful. Mobile? Check. Desktop? Check. Whether on

the go or at work, logging time is effortless.

Improve Project Plans and Project Cost Estimations

Remember the problem of the planning fallacy? This is

the antidote. Use accurate data about past projects to

improve how you plan for future projects. It’s called

reference class forecasting - a Nobel Prize was won for

this work - and Allocate is built to help you take

advantage of it.

That leads us to our last topic - the privacy of user data

It’s critical that your team understands that all data

collected by Allocate is only used to help them log their

time and is only visible be each individual person. No

manager or colleague will ever have access to their

data.

Further, all timesheet entries in Allocate must be

reviewed and approved by each team member before

they’re seen by anyone else at the company. Only

timesheets (time logged along with any comments) are

submitted to managers.

In addition, all data collected is encrypted at rest and in

transit with industry standard encryption technology.

Allocate allows your organization to break free from

the confines of your legacy software solution, and as a

result, become happier, more productive, and more

profitable.

We look forward to helping you get your team onboard

with Allocate!

Questions? Please contact sales@allocate.ai

Phone number: 415.496.6870

Website: http://www.allocate.ai Phone: 415.496.6870Email: sales@allocate.ai

Next, Tell Your Team What’s in it for Them