How grandcentrix integrates with Timesheets by Tempo for easier billing

Working closely with customers and having a large team on engineers working on technical matters means understanding where time is being spent is critical to the success and functioning of grandcentrix. That is why all their engineers and software developers, 140 out of 200 employees, use Timesheets by Tempo to track their time.

Read on to discover why grandcentrix chose Timesheets, how it has enabled growth, and made their customers happier.

How grandcentrix’s ERP system is configured with Timesheets

The billing process at grandcentrix used to be tedious and not be as efficient as it could be. While they had seen major improvements from using Timesheets, project managers were exporting data into a word invoice that was slowing them down.

Luckily, there was a way to improve on this too through the power of Timesheets, or to be more precise, through an ERP system that helps with invoicing that integrates with Timesheets by Tempo data. All the data comes from time entries associated with Tempo Accounts, which is a system of organizing time tracked across multiple teams and multiple projects. The beauty of Tempo Accounts is the added layer of categorization that is possible when using the feature.

With Tempo Accounts, users can quickly filter and pivot data to understand which projects are taking the most time, support R&D grant applications, or accurately report on internal tasks. For the most part, grandcentrix’s accounts in Tempo are associated with Jira projects, so that developers can easily log time without having to worry about which account to select. 

“It’s quite important for us to make sure that people log time on the right accounts in Tempo,” Sebastian Irle, head of IT at grandcentrix, said. “Customers need to know that we don’t bill more than they have on their purchase order.”

Orders in grandcentrix’s ERP system are associated with development projects. Sometimes a project will correspond to an order for the whole year. In other cases, customers will want to do a long-term project with a series of orders at two-month intervals, until the budget for each order is used. Project managers can see when a particular budget has been exhausted by checking the ERP system. 

Project managers need to check when it’s time to close one account and open the next one. Once an account is closed in Timesheets, employees are not able to track time against that account. For grandcentrix, this is a key feature of Timesheets by Tempo, because it prevents time from being logged on a project that is already complete. Project managers occasionally use an API to migrate worklogs between accounts in Timesheets. 

Tracking internal issues and non-billable time for more transparency

Accounts for internal projects are not differentiated in grandcentrix’s Tempo instance, as what’s most crucial for them is billing. Time entries for a company-wide meeting such as a State of the Union will go under a comprehensive account where all internal issues go.

They also track non-billable time worked on orders. Irle said, “That’s really important for us, because we can show the hours to the customer and make it transparent to them how much we worked, but didn’t charge.”

In-depth reporting from Tempo and the ERP system

Standard invoices for grandcentrix are done from the ERP system. Sometimes customers want more details and that’s when project managers use Tempo reports. Customers may want to know how much work was done by developer or by component, for example. The project manager can easily build the report in Timesheets and generate the PDF the customer asked for. 

“That’s really important for us, being able to address these customer needs without doing it all in IT,” Irle said. “The project manager is able to work it out with the customer.”

The benefits of Timesheets

“Tempo is a really great integration for Jira,” Irle said. “There’s not a big overhead for developers or employees who use it, it’s built into the UI quite nicely so there’s nothing really new to learn.”

“For us, onboarding to Tempo never creates a problem,” he continued. “That’s a really good thing, because in the past I worked for other companies with other tools and it was often an issue. ‘Ah it’s too complicated’, people would say. It’s great that wherever you are in Jira, you can just push the W key and open Tempo.”

By using the data from Timesheets by Tempo for billing, grandcentrix ensures their customers get the transparency they need.