Migration from old time tracking tool to Operating Hours

Step

Old system

Operating Hours

1

Everyone tracking time, invoices created based on time entry data here

Not yet in use, time entry data most likely imported (manually or with our integrations)

2

Review and list:

• tasks and task lists

• billing types

• rates

  • can be set up in many different ways, list all combinations

• invoicing schedules

• time off handling

• time balance (flex) handling

• payroll exports

• reports based on old system data in active use

Take this opportunity to let go of old tasks, labor-intensive reporting. Reduce complexity if possible.

Map the existing projects to Operating. We love to help with this and all following steps!

3

Copy settings from old system when applicable. Reduce complexity if possible.

Create

• tasks and task lists (if not already there via Harvest integration)

• projects (probably already there if you’re using the Timeline), and for each project:

  • set billing type

    • per hour (T&M)

    • fixed price

    • non-billable

  • set currency

  • set company

  • set rates

    • global default rate

    • shared rate cards

    • project-specific rate cards

    • position-specific rates

    • task-based rates

  • set budgets (if you wish)

  • set invoicing schedule

Most of these settings have sensibe default settings but manual review is recommended. You should probably share the effort among project owners.

4

Copy settings from old system when applicable. Reduce complexity if possible.

Configure company settings and invoicing settings (one or more companies sending out invoices).

• invoice numbering

• payment methods (with custom fields if necessary)

• invoice addresses

• custom footer on each invoice

• tax rates and billable item types (e.g. services, expenses)

Involve your finance team here! They love you when you get this stuff right.

Bonus

See if your plan is annual or monthly. Avoid paying for two time tracking apps.

Step

Old system

Operating Hours

5

Remove all future time entries for the pilot group users so that those won’t show up as duplicate.

Start tracking time in Operating – share the intro video to the pilot users, with your notes on the pilot schedule and deadlines

6

Pilot users should not track time in the old system during the testing period.

Non-pilot users’ time entries can be synced to Operating without issues

Encourage pilot users to share all comments and questions through the in-app chat. Track time using the list view, the timesheet view, on mobile, etc…

Track time, try locking timesheets, edit locked hours, consider adding approval flows if that makes sense.

7

Invoice non-pilot projects as before

⚠️ If you keep importing time entries to Operating, you are able to invoice them in Operating, but shouldn’t:

• the time entries will not be automatically marked as billed in the old system, and users may still edit them after the Operating invoice has been sent

Create invoices for the pilot projects in Operating.

You will now find out whether you got step #4 right.

Talk with our team to iron out the details, so that all necessary fields are in place.

8

Use the invoicing exports to see if all the relevant information is captured for you accounting. Involve your finance team!

9

Pull the payroll CSV exports from the time entries directory and see if all the required info is there. Involve your payroll manager!

10

Ask project managers and team leaders to have a look at the planned vs actuals reports (projects and people) and time tracking section on the project detail page.

11

Ask the pilot users to review their own time entries (and time balance, if you decided to use it) on their person detail page.

12

Any reports in use that you still don’t see in Operating? Let us know!

Gather findings from steps 8–11 and see if you should continue testing with a small group (perhaps add more people to get more exposure) or roll out to everyone.

Step

Old system

Operating Hours

13

Plan to retire the old system at a moment that makes sense. Typically, this is the last day of a month, so that your invoicing process runs with the old system one final time.

Communicate the retirement deadline in advance to everyone using the old tool.

Double-check that nothing major has changed since you completed steps 2, 3 and 4.

14

Run a few less common tests with a dummy project so that you’re ready when those cases happen in real life:

• Freeform invoice

• Expenses on invoice

• Credit note for an invoice that has already been sent

  • Handling situations where someone didn’t enter their hours, didn’t lock their timesheet, or the approval wasn’t done on time – you can work around all of these, but make sure you know how

15

Run a training session for employees and another one for everyone doing invoicing. Have your finance & HR teams attend the trainings because there will be questions that are not related to Operating only.

Record the sessions and provide links to watch later.

Write a YourCompany guide to time tracking & invoicing that has many links to the Operating Manual.

16

Make time for “office hours” to support people who are creating invoices for the first time. They will have questions when they’re actually doing the work in Operating.

Help them figure out how to use the “To be invoiced” screen – filter so that they see their own projects there, help them to save the view so that “Invoice owner is me”.

Make sure that the invoices are exported correctly to your accounting.

Share best practices and celebrate the launch of your new invoicing process!

17

Remember to cancel the plan when you feel comfortable, and export all historical data just to be safe.