Time and expense management software & solutions
Streamline how your organization tracks, approves, and manages employee time and project expenses. Rand Group helps project-based businesses simplify time entry, expense reporting, and approval workflows while connecting employee activity with project accounting, billing, and financial management to reduce manual work and improve accuracy.
Simplify time and expense management across your projects
Managing employee time and project expenses can become complicated when teams rely on manual timesheets, disconnected expense reports, and inconsistent approval processes. Delayed submissions, data entry errors, and the need to transfer information between systems can create additional administrative work, slow down billing, and make it difficult to maintain accurate project costs.
Rand Group helps project-based organizations streamline time and expense management by connecting employee activity with project and financial processes. With more consistent data capture and approval workflows, businesses can reduce manual work, improve accuracy, and ensure project teams and finance have the information they need to manage costs and billing efficiently.
Reduce manual data entry
Simplify how employees submit time and expenses to minimize duplicate entry, reduce administrative work, and improve data accuracy.
Streamline approvals
Create more consistent review and approval processes to reduce delays, improve accountability, and keep project and financial workflows moving.
Improve project cost accuracy
Capture labor and expense activity more consistently to support accurate project costing, customer billing, and financial reporting.
The new system is night and day compared to before. We now have a single system containing all our data, which lets us run the business efficiently, make faster decisions, and improve overall visibility.
What can time and expense management software help you manage?
Time and expense management software helps organizations capture employee hours, track project-related expenses, and streamline the flow of information into accounting and billing. Rand Group evaluates your time tracking processes, expense reporting requirements, approval workflows, and existing technology to identify solutions that support your operational and financial needs.
Depending on the platform and configuration, time and expense management solutions can help you:
- Capture employee time across projects, tasks, customers, and other activities through digital timesheets and time entry tools.
- Track project expenses by recording billable and reimbursable costs, including travel, materials, and other project-related expenditures.
- Streamline approval workflows by routing timesheets and expense reports to the appropriate managers for review and approval.
- Enable mobile time and expense entry so employees can record hours, submit expenses, and attach receipts while working remotely or in the field.
- Connect time and expenses with project accounting to support accurate labor costing, expense allocation, and customer billing.
- Strengthen reporting and financial controls with consistent records, approval histories, and visibility into submitted, approved, and outstanding activity.
Find the right time and expense management software for your business
ERP and time & expense management software options
Microsoft Dynamics 365 Project Operations
Dynamics 365 Project Operations is designed for project-based professional services organizations that need to manage billable time and expenses throughout project delivery. Employees can submit timesheets and project expenses, while managers review and approve entries before they flow into project costing and billing processes. The solution is particularly relevant for consulting firms and other services businesses managing multiple client engagements, billable resources, and project contracts.
Microsoft Dynamics 365 Business Central
Dynamics 365 Business Central helps small and midsize businesses record employee time against projects, track resource costs, and connect project activity with accounting and customer invoicing. Its native project management capabilities support timesheets and resource-based costing, while integrated applications can add mobile time entry, receipt capture, expense reimbursement, and more advanced approval workflows. Business Central is a practical option for organizations seeking straightforward project time tracking within a broader ERP environment.
Microsoft Dynamics 365 Finance & Operations
Dynamics 365 Finance & Operations supports enterprise organizations managing employee expenses, travel policies, reimbursements, and project timesheets across departments and legal entities. Dynamics 365 Finance provides expense management capabilities for enforcing spending policies, routing approvals, and processing reimbursements, while project management and accounting functionality supports labor and expense allocation. It is particularly suited to businesses with complex financial controls, international operations, or extensive compliance and approval requirements.
Oracle NetSuite SuiteProjects
NetSuite SuiteProjects combines project time tracking, expense management, and project financial visibility for services organizations operating within NetSuite. Employees can record time and project-related expenses, while managers use this information to monitor billable activity and support project invoicing. Its connection to NetSuite’s broader financial management environment makes it especially relevant for organizations seeking to manage project delivery, resource utilization, and financial performance within a unified cloud ERP platform.
Sage Intacct
Sage Intacct is well suited to organizations that need stronger financial control and reporting over employee time, labor costs, and project-related expenses. Its project accounting capabilities, supported by applicable time and expense modules or integrations, help businesses allocate costs, manage billable activity, and analyze project profitability. It is particularly relevant for finance-focused organizations that prioritize accurate cost allocation, approval controls, and financial reporting over advanced resource scheduling.
Sage 100
Sage 100 supports job-based labor and expense costing for manufacturing, distribution, and service businesses that need to account for employee activity alongside materials and other job costs. Its Job Cost functionality helps organizations track costs against individual jobs, while compatible third-party applications can provide employee time entry, expense capture, and approval workflows. Sage 100 is particularly relevant for businesses looking to improve labor cost tracking within an established ERP environment.
Case Study
Modernizing project financials without disrupting the business
M&H Enterprises, an engineering and consulting firm, needed to replace an aging ERP environment while supporting the project accounting, time entry, invoicing, and reporting processes critical to its project-based business.
Rand Group helped M&H move to a modern cloud ERP, streamline project and financial processes, and maintain business continuity throughout the transition. Billing continued without disruption, and the team had its next month’s invoices out by the tenth.
Extend your time and expense management capabilities with apps and AI agents
Go beyond standard software capabilities with Rand Group’s specialized apps and AI agents. Designed to complement leading ERP and project management solutions, these solutions help simplify time entry, reduce manual processes, improve visibility into employee activity, and support more accurate project tracking.
Featured AI Agent
Sage Intacct Intelligent Time
Reduce manual timesheet entry with AI-powered time tracking that helps employees capture billable activity more accurately and spend less time on administrative tasks.
- Automatically capture time-related activity from connected applications.
- Use AI to generate suggested timesheet entries.
- Improve time entry accuracy and billable hour capture.
Moniroo Time Management
Simplify employee time tracking in Dynamics 365 Business Central with mobile timesheet entry, streamlined approvals, and dashboards that provide visibility into employee and project activity.
Project Oversight Agent
Use AI in Business Central to automate project updates, identify emerging risks, and apply historical insights to improve project planning and delivery.
Explore related project and professional services solutions
Effective time and expense management is closely connected to project accounting, resource planning, and financial performance. Explore additional solutions that help organizations connect employee activity with project operations, improve financial accuracy, and make more informed decisions.
Project accounting & billing
Connect employee time and project expenses with project budgets, cost tracking, and customer billing. Streamline financial processes and gain greater control over project costs and profitability.
Resource planning
Use time tracking and resource activity to understand employee workloads, monitor utilization, and make more informed staffing decisions. Align resource availability and capacity with project demand.
Project reporting & profitability
Bring together labor costs, project expenses, billing, and financial data to evaluate project performance, monitor margins, and identify opportunities to improve profitability.
Why partner with Rand Group?
Project accounting and financial expertise
Rand Group understands how employee time and project expenses affect labor costs, customer billing, and financial reporting. Our team helps organizations connect time and expense management with project accounting processes to improve accuracy, strengthen financial controls, and support project profitability.
Multi-platform ERP expertise
With expertise across Microsoft Dynamics 365, Oracle NetSuite, and Sage, Rand Group helps organizations evaluate time and expense management capabilities across leading ERP platforms. We identify solutions based on your time tracking, expense reporting, approval, and financial management requirements.
Solutions aligned with your processes
Your time and expense management solution should support how your employees and finance teams work. Rand Group helps configure timesheets, expense policies, approval workflows, and integrations around your business requirements to reduce manual work and improve process consistency.
Long-term partnership and support
Our relationship extends beyond implementation. Rand Group provides ongoing support, training, integration services, and system optimization to help your time and expense management processes evolve with your business. With a 90% client retention rate, we focus on building lasting partnerships.
Frequently Asked Questions (FAQs)
What should we look for when evaluating time and expense management software?
Look for software that supports your organization’s time entry requirements, expense policies, approval workflows, and financial processes. Important capabilities may include mobile timesheets, receipt capture, automated approvals, project cost allocation, reimbursement processing, and integration with accounting or ERP systems. Businesses with project-based billing should also evaluate how approved time and expenses flow into customer invoices.
Can time and expense management software support different billing rates and project requirements?
Yes. Many time and expense management solutions can track billable and nonbillable hours, assign time to specific projects or tasks, and support different billing rates. Depending on the platform, organizations may also be able to manage employee-specific rates, project-specific billing arrangements, and reimbursable expenses. Businesses with complex billing requirements should confirm how the software connects approved time and expenses with project accounting and invoicing.
Can we automate timesheet approvals and enforce employee expense policies?
Yes. Time and expense management software can automate approval routing, notify managers of pending submissions, and maintain records of completed reviews. Expense management capabilities may also support spending limits, policy validation, required receipts, and exception handling. Organizations should evaluate whether approval workflows can accommodate different departments, project managers, expense categories, and levels of authorization.
Can employees submit time and expenses from mobile devices or while working in the field?
Yes. Many solutions provide mobile applications or browser-based tools that allow employees to enter hours, submit expenses, attach receipts, and track approval status outside the office. These capabilities are particularly valuable for field service teams, consultants, and employees working across multiple locations. Buyers should confirm whether their preferred solution supports offline entry, mobile approvals, and the specific devices their employees use.
Can we improve time and expense management without replacing our existing ERP?
Yes. Organizations can often improve time tracking and expense management by configuring existing ERP capabilities or implementing integrated applications. For example, Dynamics 365 Business Central can be extended with specialized time and expense management apps, while other ERP platforms offer additional modules or integrations. The right approach depends on your current system, workflow requirements, and the level of automation needed.
Can time and expense management software integrate with payroll, project accounting, and billing?
Yes. Depending on the solution, approved employee hours and expenses can be transferred to payroll, project accounting, customer billing, and financial reporting systems. These connections can reduce duplicate entry, improve labor cost allocation, and help ensure billable activity is captured accurately. Organizations should verify which integrations are available, what information transfers between systems, and whether additional configuration or applications are required.
How can we reduce delays in employee time entry, expense reporting, and customer billing?
Automated reminders, mobile submissions, streamlined approvals, and connected billing workflows can help reduce processing delays. Organizations should prioritize solutions that make it easy for employees to submit accurate information and allow managers to identify outstanding approvals. Connecting approved time and expenses with project accounting can also help finance teams prepare invoices without waiting for manual data transfers.
How do we choose the right time and expense management solution for our business?
Start by identifying your biggest challenges, whether they involve late timesheets, manual expense reports, inconsistent approvals, inaccurate project costs, or billing delays. Compare solutions based on your employee workflows, project structures, financial controls, integration requirements, and existing ERP environment. Rand Group helps organizations evaluate Microsoft Dynamics 365, Oracle NetSuite, Sage, and complementary applications to identify solutions aligned with their operational and financial needs.
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