Utilisation & Chargeability Tracking

Q: Can the automation handle different types of hours, such as billable, non-billable, and internal?

Yes, the automation categorizes and calculates all hour types separately, ensuring utilisation metrics and billing records reflect the correct breakdown.

Q: Will the automation work with our existing timesheet tool and project management system?

The automation integrates with mainstream timesheet and project management tools; your current systems can be connected during setup.

Q: What happens to historical timesheet data when the automation starts?

Historical data can be imported and validated during the launch phase; the automation then processes all new submissions going forward.

Q: How often are utilisation reports generated and shared?

Reports are generated automatically on a schedule you define, such as daily or weekly, and can be shared to leadership via email or dashboard access.

Tracking chargeable versus overhead time by person and team.

96 hrs

Manual time identified

Companies have mapped

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About This Automation

Utilisation tracking requires manual collection, verification, and calculation of engineer hours across projects each week or month. Manual spreadsheet work, late submissions, and data entry errors delay reporting and create billing gaps.

Automation validates timesheets against project assignments in real time, flags misallocations instantly, and calculates utilisation metrics automatically. Reports and billing records update without manual intervention.

Key features:

Validate timesheet entries against project assignments and engineer roles automatically

Flag misallocated hours, inactive projects, and suspicious patterns for review

Calculate billable, non-billable, and utilisation percentages in real time

Sync utilisation data and billable hours directly to accounting software

Generate utilisation reports by engineer, project, and team on demand

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	Manual validation delays Manager must manually cross-check each timesheet entry against project assignments and active projects.	80%
2	Late timesheet submissions Stragglers delay the entire cycle, requiring follow-up emails and extending reporting timelines.	67%
3	Spreadsheet calculation errors Manual formulas for utilisation percentages and billable hour totals introduce data entry mistakes.	53%
4	Duplicate data entry Utilisation metrics must be re-entered into accounting software, creating rework and sync gaps.	40%
5	Limited reporting frequency Weekly or monthly reports mean real-time visibility into utilisation and billing issues is unavailable.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

6.9/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Timesheet Period Closestrigger

At the end of the reporting period, the automation is triggered by a schedule or manual signal. It pulls all submitted timesheets.

2. Fetch Timesheets

The automation retrieves all timesheet entries for the period, including engineer name, hours, project code, and task description.

3. Validate Against Projects

The automation cross-references each project code against the active project list and checks engineer assignments. Mismatches are flagged.

4. Calculate Utilisation Metrics

The automation sums billable and non-billable hours per engineer, calculates utilisation percentage, and identifies underutilised staff or budget overruns.

5. Generate Utilisation Report

The automation creates a formatted utilisation report with per-engineer metrics, project summaries, and exception flags, stored.

6. Notify Manager

The automation sends a summary message to the manager with key metrics and a link to the full report. Exceptions are highlighted.

7. Sync Billable Hours

The automation pushes billable hours and project allocations so finance can invoice accurately without manual re-entry.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% 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

832 hrsIdentified

26Mapped

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Employee Onboarding

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

112 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if an engineer submits a timesheet with hours logged to a project they are not assigned to?

The automation flags the entry as a potential misallocation and holds it for manager review before it is included in utilisation calculations or sent to accounting software.

Can the automation handle different types of hours, such as billable, non-billable, and internal?

Will the automation work with our existing timesheet tool and project management system?

What happens to historical timesheet data when the automation starts?

How often are utilisation reports generated and shared?

View more FAQs

Process pain:9.4/10

Mapped by:6 Companies

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Page updated 10 August 2026