Why Is Time Tracking a Revenue Issue for IT Consulting Firms?

According to AffinityLive research, professional services firms lose billions annually to inaccurate time tracking. IT consultants specifically under-report hours spent on communication — Slack, email, meetings — at a rate that typically represents 10–15% of total billable time.

A Harvard Business Review study found that daily time tracking improves billing accuracy by up to 80% compared to weekly reporting, because it eliminates the cognitive load of reconstructing the week from memory.

What Is the Difference Between a Timelog and a Timesheet?

• Time logs — Granular entries where employees record specific hours against a project. In Velorona, timelogs include geolocation tracking, allowing approvers to verify where work occurred. Time logs are the raw data.
• Timesheets — A collection of timelogs over a defined pay period (weekly, bi-weekly). Must be submitted by the employee and approved by a designated approver to be valid for payroll or billing.
• 45-day retroactive window — In Velorona, a timesheet cannot be created for a period more than 45 days ago. This ensures data integrity and prevents backdated billing disputes. If a consultant missed a week, they have a 45-day window to generate and submit that timesheet.

How Does the Velorona Time Tracking Workflow Work?

Step 1: Create and Finalise the Schedule

A schedule acts as the container for work hours. In Velorona, go to Manage Schedule, select the company, and click Finalise. Employees cannot log time against a schedule until it is marked as finalised.

Step 2: Employee Timelog Entry

Employees log in via web or mobile app. They select the project and input hours. For remote IT consultants, the system captures GPS location to provide an additional verification layer for the client.

Step 3: Submission and Approval

Once the period ends, the employee submits. The designated approver receives a notification. Accepted hours move to Approved status and are ready for invoicing. Rejected entries return to the consultant with inline comments.

Step 4: Automated Invoice Generation and Portal Delivery

With Invoicing Mode set to Automatic, Velorona pulls the approved hours, applies the pre-set hourly rate for the project, and generates the invoice automatically. That invoice is delivered directly to the client portal — not as an email attachment.

The client is notified, can review, and can accept or reject with inline comments inside the platform. You see a timestamped record of when the invoice was opened, viewed, and approved. If a client has not opened the invoice within 72 hours, you know before the due date — not 30 days after.

For billing disputes: every billed hour is backed by a timestamped, approved timelog. A client disputes a rate or a line item — you pull the linked timelog and close the dispute in 30 seconds.

How Are C2C Sub-Vendor Consultants Tracked in Velorona?

When you invite a user to Velorona, select Corp-to-Corp as the employment type and link them to a sub-vendor. This creates a dual-approval layer:

1. The sub-vendor admin approves their consultants’ hours first inside the sub-vendor portal.
2. Your approver then reviews and approves the hours for client billing.
3. Every inbound sub-vendor invoice is auto-matched against those approved hours before payment. If the sub-vendor invoiced for 40 hours and the consultant logged 36, the mismatch is flagged before money leaves your account.

For IT staffing firms with $500K in sub-vendor spend, this typically catches $12–25K per year in billing errors that manual eyeballing misses.

Role-Based Access in the Velorona Time Tracking System

Frequently Asked Questions

Can I track time across multiple client projects simultaneously?

Yes. Users are assigned to multiple projects. When entering a time log, the employee selects the specific project from a dropdown to ensure time is billed to the correct client.

What if a client rejects an invoice due to a time discrepancy?

Because clients review and approve invoices within the portal, rejections happen in real time with inline comments. You immediately see which line item is disputed, review the linked timesheet, make corrections, and resubmit — without the back-and-forth of email attachments.

Can I manage multiple IT firms under one account?

Velorona supports multi-company management. You can switch between different companies under a single login, which is useful for owners of multiple consulting agencies.

What happens when a consultant forgets to submit a timesheet?

Velorona sends automated reminders to consultants with open or unsubmitted timesheets before the pay period cutoff. If the period has already closed, the consultant can generate a retroactive timesheet for any period within the past 45 days.

Start tracking billable hours accurately — try Velorona free for 30 days. No credit card required. Live in 5–14 days.