Time Overview
Virtual Time greets employees with an easy-to-use dashboard. The dashboard offers a full month at a glance and shows submitted, unsubmitted, approved and unapproved time. Simply click on a week to enter or change timecard details.

Entering Time
Entering time is a snap with Virtual Time. Employees can quickly enter their hours by project and task (as applicable). Virtual Time streamlines this process by letting you control the projects, tasks and time types that each employee sees. Employees then save or submit time for approval with the click of the mouse. Key features:

• Intuitive, paperless design saves time
• Protect your client list by limiting what companies each individual employee can select from
• Reduce errors and data entry time by streamlining the list of companies, time types and tasks each individual employee can select from
• Use the memo field to capture internal notes or project details for automatic inclusion on invoices

Expense Overview
Entering expenses is fast and simple with Virtual Expense. Employees create new expense reports with a click and can check the status of their expense reports at a glance. Key features:

• Upload receipts by attaching an electronic copy of your receipt to the expense report
• Fax in your receipts and our fax service will automatically upload to your expense report
• Intuitive, paperless design saves time
• Create custom expense types and map them directly to your general ledger accounts
• Easily note expenses as billable to projects and pass them through for inclusion on client invoices

Manager Approval
Virtual Time+Expense automatically emails managers when timecards or expense reports arrive for their approval. Upon login, the manager is then presented with all of the work that is pending their approval. The approval screen is clean, easy to use and contains all of the tools required to manage the process. Key features:

• All types of approvers - Direct Managers, Project Managers and Clients – are supported
• Dashboard view of all pending items ensures work is never lost in the process
• Approvers can drill down to any timecard or expense report to view details prior to approving them
• Rejections send automatic email notifications and approver notes to the employee – expediting any changes that need to be made

Accounting Approval
Unlike most other systems, Virtual Time+Expense builds an accounting review step right into the process. This allows accounting to review, modify and follow up on all time and expense report data before export to the accounting system and/or payroll provider. Key features include:

• Easily view all employees, contractors and managers who have yet to submit or approve time
• Send email reminders with a single click – eliminating phone calls and manual emails to each employee
• Perform a detailed review by drilling down into individual transaction details
• Manage billing and payment cycles by individual, vendor and/or customer

Administrator Settings
The administrative controls give you everything you need to automate your processes, reduce the potential for costly calculation errors, and eliminate the costs associated with duplicate data entry:

• Calculate invoice amounts by specifying bill rates and overtime rules by individual, by project, by individual and project or by task
• Calculate gross payroll by specifying pay rates and overtime rules by individual, by project, by individual and project or by task
• Control what projects, tasks and time types that individuals can choose from

Invoicing
Imagine continuing to use your accounting software to invoice customers without having to manually calculate billing information or enter invoice data. Virtual Time+Expense gives you these benefits at the touch of a button:

• Replace error-prone data entry with automated calculations and seamless export to your accounting system
• Automatically populate invoices with line-item detail including employee name, timecard date ranges, memo entries, sales reps, etc.
• Easily manage multiple bill rates (by employee or project and with or without overtime)
• Track multiple billing cycles with ease (weekly, monthly, etc.)
• Accelerate cash flow by shortening invoice processing time
• Invoicing benefits are optional and can be enabled or disabled at anytime

Timecards
Virtual Time can automatically populate timecards in your accounting system. Hours by project and task (as applicable) are seamlessly exported to your accounting system and appear just as they would as if they had been hand-entered by an employee.

Payroll
Whether you’re paying employees or contractors, Virtual Time can calculate gross payroll and vendor payments for all hourly work:

• Easily control multiple pay rates per worker (by project or task)
• Calculate payroll/payables for W2 hourly employees
• Create checks or payables for 1099 contractors and Corp-to-Corp vendors
• Manage independent pay cycles for each vendor
• Export data seamlessly to programs such as QuickBooks, ADP, Paychex and SurePayroll
• Optionally pay contractors through payroll
• Payroll integration benefits are optional and can be enabled or disabled at anytime

Expense Reimbursements
Virtual Expense makes reimbursing employee expenses a breeze:

• Automatically generate employee reimbursement checks in the accounting system
• For contractors, reimbursements can be either checks to be printed or bills to be paid

Reporting
Virtual Time+Expense includes a suite of reports that yield powerful business insights and time savings at the touch of a button:

• Generate profitability reports by client, project or individual
• Run trend reports for selected time periods
• Improve customer satisfaction and eliminate phone calls to your accounting department by granting your customers access to see their invoices and invoice details online

Rapid Implementation
Virtual Time+Expense is a fully-hosted solution that eliminates hardware purchase, setup and maintenance requirements. Next, VTSync, our proprietary data transfer engine, eliminates redundant data entry and improves accuracy by importing data directly from QuickBooks, Peachtree and other systems. This combination ensures a fast, accurate implementation while minimizing cost.