Zircon CRM / Projects & work
Runs in the browser · HU / EN / DETime tracking on the task, hours on the invoice
Zircon CRM time tracking is built into tasks: you start the timer from the task, the task list or the top bar, and you can log time afterwards too. Every entry knows who worked, on which task, from when to when. Billable hours become a project invoice or an invoice line.
Timers even without a taskRounding in 5–45 minute stepsTeam timesheet report
In short
How does time tracking work in Zircon CRM?
Time tracking is recording the time spent on work, for billing and planning. In Zircon CRM you measure time per task with a timer or a manual entry, each task is billable or not, and you set the rounding rule. Logged hours flow into the project's hours budget, the timesheet reports and the invoices. It is built for service businesses that bill by the hour.
Sound familiar?
The hour is gone, and it never made the invoice.
If any of these sound familiar, part of your team's time never turns into revenue.
- 01
The timer ran all weekend
Someone left a timer running on Friday afternoon, and on Monday the report shows two days of work on one task. Fixing it is manual work, if anyone notices.
- 02
The call went unrecorded
There was an hour-long call with the client, but no task for it, so nobody measured it. By month end nobody remembers exactly how long it was.
- 03
The work is done but never billed
The task was closed, but billing happens in another system in someone else's hands, and the hours fall through the gap.
- 04
Nobody can say where the team's time goes
In the management meeting, nobody can tell how much time went on a key client last month.
What it does
What Zircon CRM time tracking does.
Every time entry belongs to a task, so the project, the customer and the invoice all know where it came from.
Timers on the task
The task's assignee starts the timer from the task window, the task list row or the top-bar clock. When stopping it, they add a note about what was done. Several people can track time on the same task at once.
Timers without a task
If the work starts before the task exists, you start a timer without a task from the top bar. When you stop it, you pick the task it belongs to, or create one on the spot.
Manual entries
Log time afterwards with a start and end time, or just a duration: "2:30" is two and a half hours, ":15" is a quarter of an hour. You can add a note and a tag, such as "meeting" or "bugfix".
Hourly rates on three levels
An hour is priced at the project's rate or the task's rate; on a fixed-rate project, the project's total rate applies. The staff member's own rate is saved with every entry for internal cost reporting.
Rounding
You leave timer time unrounded, or round it up, down or to the nearest unit, in steps of 5–45 minutes. Rounding applies to the timesheet report and to invoicing.
Personal and team reports
Everyone has their own timesheet page with summary cards and a chart. The team timesheet report filters by staff member, customer and project, groups by task, and totals in hours and decimal hours.
Protection for billed time
Entries on completed tasks cannot be edited, entries on billed tasks cannot be deleted, and timers cannot be started on billed tasks.
How it works
A day with a timer, a month end with an invoice.
- 01
Tracking while working
A consultant starts the timer on their task. When they switch to another task, and that setting is on, the first timer stops by itself.
- 02
Logging afterwards
A meeting held without a timer is added later, with a duration and a tag.
- 03
Watching the project
The project manager checks logged against estimated hours on the project overview, along with billable and unbilled time on a weekly or monthly chart.
- 04
Billing
On the chosen weekdays, finance gets an e-mail listing completed tasks that have not been billed, and issues the invoice with Invoice Project. The tasks are marked billed and their time is locked.
Control
Who sees and corrects whose time.
Your own time or everyone's
Without extra permissions, everyone works with their own timers, entries and timesheet page. The team timesheet report needs its own report permission.
Editing and deleting
Separate permissions cover editing and deleting your own entries and everyone else's. With edit rights on the project, you can log time on behalf of another assignee.
Forgotten timers
Administrators can stop anyone's running timer. You can set timers to stop automatically after a number of hours; the end time is then the start plus those hours, so the report does not run away.
Works with
Where logged hours end up.
- Task managementevery timer and entry belongs to a task, and the task shows your own and the total logged time.
- Project managementproject hours feed the hours panel, the weekly and monthly chart and the project invoice.
- Invoicinghours on billable, unbilled tasks can be picked as invoice lines.
- Reportsthe team timesheet report is also in the reports menu, with export.
- MCP server for AI assistantsan AI assistant logs time on a task in hours or with start and end times and a note, with the staff member's permissions.
Honestly
Good to know before you start.
Time tracking is tied to tasks: every entry belongs to a task, and a timer started without a task is assigned to one when you stop it.
Only a task's assignees can start a timer on it. If someone is not on the task, add them first.
The automatic stop for forgotten timers and the e-mail about unbilled tasks need the scheduled job (cron) running on the server.
The amount calculated from a staff member's rate is internal cost data. The invoice uses the project's or the task's rate.
Before you write
Fair questions. Straight answers.
- 01
Can I log working time after the fact in Zircon CRM?
Yes. On the task you add an entry with a start and end time or just a duration, and on the project's Timesheets tab you pick the task there as well. If your own timer is currently running on that task, stop it first.
- 02
What happens to billed hours in Zircon CRM?
When the invoice is saved, the billed tasks are marked billed and completed, and their time is locked. Entries on completed tasks cannot be edited, and entries on billed tasks cannot be deleted. If you delete the invoice or the invoice line, the tasks become billable again.
- 03
What does Zircon CRM do with a timer someone forgot to stop?
You can set running timers to stop after a number of hours, with the end time capped at the start plus those hours. When someone logs out with a timer still running, the system asks first, and administrators can stop anyone's timer.
- 04
Can the customer see the hours spent?
Only if you allow it per project. Zircon CRM has three separate settings: the Timesheets tab, the time logged on tasks and milestones, and the finance overview. All three stay off until you switch them on for the project.
- 05
Can Zircon CRM show the internal cost of staff time?
Yes. The staff member's hourly rate is saved with every time entry, so their profile shows the logged time and the amount at their rate. That is internal data; the invoice uses the project's or the task's rate.
Let's talk.
The first call costs nothing
A human replies — not a bot
Bring one month of time records, even as a spreadsheet export. In the demo we show how it would look in the team timesheet report, and what would end up on the invoice.
- hello@zircon.hu
- Phone
- +36 30 487 7979
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- Weekdays 9–17
- Support
- support@zircon.hu (existing clients)