Utilisation Rate Tracking

Q: How does the system know which hours are billable versus internal?

The categorisation agent learns from project tags and task descriptions already in your time tracking system, and it flags ambiguous entries for the manager to review and clarify.

Q: Can we use this with our existing time tracking tool?

Yes, the automation works with mainstream time tracking systems and connects to your existing spreadsheet and communication tools without requiring new software.

Q: What if the automated categorisation makes a mistake?

All flagged or ambiguous entries are held for manager review before the report is finalised, and the system learns from corrections to improve future categorisations.

Q: How quickly will we see the utilisation report after timesheets are submitted?

Reports are generated automatically within minutes of the data collection window closing, giving leadership real-time visibility instead of waiting until the following week.

Tracking chargeable versus non-chargeable time per person to spot under-use early.

50 hrs

Manual time identified

Companies have mapped

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About This Automation

Utilisation rate tracking measures how much of a team's time is spent on billable work versus internal tasks. Manual collection, categorisation, and calculation of these rates consumes significant manager time each week and introduces errors.

Automated utilisation tracking pulls timesheet data directly from time tracking systems, categorises hours automatically based on project tags, and generates accurate reports in minutes. Leadership gets real-time visibility into team productivity and resource allocation.

Key features:

Automatically collect and aggregate timesheet data from time tracking systems

Classify hours as billable, internal, or admin based on project tags and task descriptions

Calculate utilisation rates and percentages without manual formulas

Flag ambiguous or incomplete entries for manager review

Generate summary reports and charts ready for leadership distribution

Maintain audit trail of all categorisations and calculations

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Late timesheet submissions Twenty to thirty percent of team members submit timesheets late, requiring manager follow-up and delaying report completion.	80%
2	Manual hour categorisation Manager must manually review and sort each team member's hours into billable, internal, and admin categories against project codes.	67%
3	Formula errors and data gaps Spreadsheet formulas are prone to errors and missing data requires manual investigation and correction.	53%
4	Report formatting overhead Manager must create summary tables and charts manually, then copy them into presentations or emails for distribution.	40%
5	Stale reporting data Reports are typically five days old by the time leadership receives them, limiting real-time decision-making.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.0/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

6.5/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Weekly Schedule Firestrigger

Every Monday at 8 AM, the automation wakes up and checks for new time data for the previous week.

2. Fetch Time Data

The automation pulls all logged hours for the previous seven days, including project tags, task descriptions, and team member names.

3. Categorise Hours by Project

The automation reviews project tags and task descriptions to automatically sort hours into billable projects, internal tasks, and admin work. Known project codes are matched instantly.

4. Calculate Utilisation Rates

The automation computes billable hours divided by total hours for each team member and stores the result in a database.

5. Update Dashboard

Utilisation rates and billable hours are written so managers can view live dashboards without opening spreadsheets.

6. Send Notification

A summary message is posted with top-line utilisation rates and any team members below target, prompting immediate action.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

112 hrsIdentified

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Employee Onboarding

Get every new hire through paperwork, system access, and day-one prep without HR chasing anyone.

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a team member forgets to submit their timesheet?

The automation flags incomplete timesheets and can send automatic reminders to team members before the reporting deadline, reducing the need for manager follow-up.

How does the system know which hours are billable versus internal?

Can we use this with our existing time tracking tool?

What if the automated categorisation makes a mistake?

How quickly will we see the utilisation report after timesheets are submitted?

View more FAQs

Process pain:8.0/10

Mapped by:5 Companies

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Page updated 10 August 2026