Agency Time Tracking Software: All Features

01 · Projects

Project management

A complete hierarchy: projects hold milestones and milestones hold tasks. Every level can carry its own dates, status, estimated hours and pricing, so the structure follows the work instead of forcing the work into a flat list.

• Drag and drop to reorder anything, at any level
• Reusable project templates, imported when you create a project
• A service catalogue for recurring deliverables, imported as line items with their own pricing
• Cross-company teams: people from different entities on one project, each with their own permissions

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02 · Time

Time tracking with approval

Hours are logged against a milestone or task, never just “the project”. Entries move from draft to pending to approved, so nothing reaches an invoice before someone has looked at it.

• Billable and non-billable in the same log
• Bulk approve or reject, with a reason recorded on rejection
• Auto-approval for people you trust, marked as such in the audit trail
• Rates resolve through four levels (task, milestone, project, company), so an exception never means editing every entry

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03 · Project types

Seven kinds of project, one administration

Not every agreement bills the same way. A project type answers three questions at once: what pot the hours are set against, when an invoice arises, and whether hours are logged at all. Choose the type and the form drops the fields that do not belong to it, so a monthly fee can no longer sit on a one-off assignment.

• Retainer: a fixed amount per period, hours against a monthly budget, and what is left carried into the next month
• Support contract: the pot is in hours instead of euros, everything above the included hours goes at a second rate, and unused hours lapse
• Fixed price: one contract sum invoiced in terms, each tied to a date, a milestone or your say-so, with the margin next to what has been spent
• Prepaid bundle: hours bought up front and invoiced at purchase, drawn down oldest bundle first, so expired hours stay separate from used ones
• Time and materials: hours times rate per period, with an optional ceiling that warns instead of blocking
• Subscription: hosting, licences and other fixed amounts per period, the one type that takes no hours at all
• Internal work: hours for cost insight, never an invoice

Each type is a module of its own. Switch one off and it is no longer offered for new projects, while the projects already on it keep their fields and their figures.

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04 · Retainers

Periods that create themselves

A retainer is not one project, it is the same project every month. Mark one as recurring and the next period is created ahead of time, monthly, two-monthly or quarterly, so the hours on the first of the month have somewhere to go instead of landing in the report you already sent.

• The next period appears a set number of days in advance, seven by default
• It is built from the period that just ended rather than from a template: the milestones and tasks still open, the team with their permissions, the entities charging in, and the recurring costs
• Completed milestones and tasks stay behind, so a period starts with what is genuinely still running
• A line you deferred on last period’s invoice comes across to the new one, so work does not fall between two months
• Every period gets its own report and its own invoice, and they go in order: a period cannot be reported before the one before it is finalised
• Ending is a single action from any period in the series: stop after a given month and nothing new is created

If a nightly run is missed, a restart or a run that fails, the current period is created on the next pass instead of being skipped. A month never quietly goes missing.

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05 · Money

Budgets that roll over

Retainer work rarely lands exactly on budget. AdComPro tracks a monthly budget per project, subtracts logged hours and costs, and carries whatever is left into the next month, or shows the shortfall in red.

• Monthly snapshot per project: budget, rollover in, costs, budget left, rollover out
• Additional costs, one-off or recurring, marked either inside the fee or on top of it
• Cost categories for hosting, software, licences and services, with vendor and reference
• Budget history so you can see the pattern, not just this month

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06 · Invoicing

Invoices built from the work

An invoice is generated from approved time entries and costs, consolidated per milestone or task. Every line stays editable while the invoice is a draft; once finalised it locks, because an audit trail is worth more than a quick correction.

• Draft → finalised → sent → paid, with deletion only allowed on drafts
• Defer a line to next month without losing it
• A drag-and-drop template builder with seventeen content blocks, configurable per block
• Template priority: project overrides customer, customer overrides company
• VAT per line, discounts, and inter-company charging between your own entities
• Billing in another currency, at that month’s average exchange rate, fixed once the invoice month is closed

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07 · Clients

CRM with a memory

Customers, contacts and companies, with a contact able to belong to several companies at once and one marked as primary. Every change is logged with the old value, the new value, who made it and from which IP address.

• Full activity timeline per record, in chronological order
• Field-level change history: “updated email from x to y”, not “record updated”
• Company relations shown as badges, primary relation highlighted

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08 · AI assistant

Ask your administration a question

The questions you would otherwise answer by opening four screens and a spreadsheet, asked in plain language instead. The assistant reads your own projects, hours, budgets and invoices, and answers from the same numbers the rest of the platform uses.

• “Which projects are over budget this month?”: with the amount each one is over
• “How many billable hours are still uninvoiced?”: per project or per client
• “Where did the time on this project go?”: split by milestone and by person
• “What did Sanne work on last month?”: hours per project and per milestone
• “Which projects have gone quiet?”: active projects with no hours logged in 30 days
• “What needs my attention?”: a scan for under-reported hours, large deferrals and stalled work

It answers from your data only, and it reports rather than acts: nothing is changed, approved or invoiced on its say-so.

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09 · Bookkeeping

Permissions that shape themselves to your agency

Every agency divides the work differently. So you decide who may do what: create your own roles next to the standard ones, set per module and per function what each role sees and does, and give an individual colleague a little extra where needed — without handing out a heavier role right away. The administration adapts to your agency, not the other way around. Read how it works.

• Custom roles built on a standard role, for example a bookkeeper or freelancer
• A permission matrix per module and function group, with safe defaults out of the box
• Extra access per person on top of the role — never below it, so a role means what it says

A link with Exact

Invoices you generate here go through to Exact, so nobody retypes them into the bookkeeping. The invoice keeps its number, its lines and its client, and what your accountant sees matches what your client received.

• Sales invoices sent through to Exact Online, with their lines and their VAT treatment
• Exact Globe and Compact through an import file, because those run on your own computer and have no internet connection
• Clients matched to the ones already in your bookkeeping, so you keep one list
• No retyping and no month-end reconciliation between two systems

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10 · E-invoicing

E-invoicing via Peppol

Since 1 January 2026 Belgian businesses must exchange e-invoices with each other, and the rest of Europe is following. An e-invoice is not a PDF but a file your customer’s bookkeeping reads straight in.

• Invoices in Peppol BIS Billing 3.0, the European standard EN 16931
• Every invoice is checked before it goes out — one that does not add up is refused, because an Access Point would refuse it too
• A readiness check shows which details are still missing, per company and per customer
• Sending runs through your own Access Point subscription; without one you download the file and submit it yourself