Your 30-Day Roadmap to Successful Time & Expense Management
Phase 1: Planning & Setup
Days 1-7
Define Implementation Goals HIGH
Identify key objectives: improved billing accuracy, DCAA compliance, project profitability tracking, or payroll automation. Document specific metrics to measure success.
Select Implementation Team HIGH
Assign project owner, identify department champions, and designate IT support. Include representatives from Finance, HR, and Operations.
Audit Current Process MEDIUM
Document existing time tracking methods, identify pain points, calculate current time spent on manual processes. Survey employees about current challenges.
Choose Solution & Pricing Plan HIGH
Evaluate Minute7 for QuickBooks users or Hour Timesheet for DCAA compliance. Consider number of users, features needed, and integration requirements.
Set Up Account & Admin Access HIGH
Create company account, configure admin users, set up billing information. Enable two-factor authentication for security.
Phase 2: Configuration
Days 8-14
Connect QuickBooks Integration HIGH
Sync with QuickBooks Desktop or Online. Map customers, jobs, classes, and service items. Test data flow between systems.
Configure Projects & Cost Codes HIGH
Set up project hierarchy, create cost codes, establish billing rates. Import existing project list from QuickBooks.
Set Up Approval Workflows MEDIUM
Define approval hierarchy, configure automatic routing, set up reminder notifications. Establish escalation procedures.
Create User Accounts HIGH
Add all employees, assign roles and permissions, set up department groups. Configure mobile app access where needed.
Customize Settings & Policies LOW
Set time entry requirements (daily vs weekly), configure overtime rules, establish expense categories and limits.
Phase 3: Training & Pilot
Days 15-21
Develop Training Materials MEDIUM
Create quick reference guides, record video tutorials, prepare FAQs document. Customize for different user roles.
Train Admin Team HIGH
Deep-dive training for administrators on reporting, troubleshooting, and system maintenance. Cover integration management.
Pilot with Small Group HIGH
Select 5-10 power users for initial rollout. Gather feedback daily, refine processes, document issues and solutions.
Conduct User Training Sessions HIGH
Schedule department-specific training, cover basic time entry, expense submission, and mobile app usage. Record sessions for future reference.
Test Full Workflow HIGH
Complete end-to-end test: time entry → approval → sync to QuickBooks → payroll/billing. Verify all integrations work correctly.
Phase 4: Full Deployment
Days 22-30
Company-Wide Launch HIGH
Send launch announcement with clear instructions, deadlines, and support contacts. Emphasize benefits and address concerns.