ClickTime

Why Your “All-In-One” Nonprofit Software Can’t Track Time

I'm here today to tell you that "The One" doesn't exist.

Before you go into a panic, I should clarify: I'm talking about software.

In a previous life, I was a software advisor at business software review site Capterra. I spent much of my time in this role explaining why one piece of software wasn’t going to solve every problem for an organization — and why they shouldn’t want it to. Ultimately, the search for “the one” solution to unite them all can only end in disappointment.

That's because systems that market themselves as "all-in-one" typically mean they can tackle all of an organization's core functions. For a nonprofit, that likely means:

Keeping meticulous track of finances and funding sources.
Managing fundraising efforts.
Running programs efficiently and effectively.

All-in-one nonprofit software, therefore, is mainly built to tie together tools that manage accounting, grants, donors, and program spending. Tackling tasks beyond those main functions is often beyond the scope of these supposedly all-inclusive systems.

And tracking employee time is just one of those tasks that all-in-one systems don't typically manage well.

Why You Shouldn’t Rely on All-In-One Nonprofit Software for Time Tracking

Time tracking is connected to most of a nonprofit’s critical tasks. Using time tracking data, you can allocate functional expenses, run payroll, invoice grantors, pass audits, manage and request grant funds, and communicate transparently with donors. And most nonprofits that use time tracking to its full potential know that it’s critical to how they function.

However, most all-in-one systems don’t provide adequate tools for tracking employee time. They might provide a timesheet module or time tracking add-on, but they typically won’t add up to the functionality, ease of use, and possibly even the cost savings of dedicated time tracking software. Below are two of the main issues users of all-in-one nonprofit software experience with add-on tools.

dangerous

They Don’t Work Well

When systems try to do too much at once, they typically end up doing many of those things poorly. To meet so many nonprofits’ requirements, they add a feature here and there. Over time, an all-in-one software company ends up with their main system, plus a marketplace of add-ons.

Many of these add-ons are often watered down to appeal to more customers. The idea is that if a tool is simple, more people can use it. But timesheets can provide complex, useful data for nonprofits. Using a watered-down time tracking add-on means your nonprofit is missing out the valuable insights that data can provide.

In addition to providing only rudimentary functionality, many of these add-ons are often afterthoughts. They fall outside of the main purposes of nonprofit management software, so maintaining these add-ons isn’t always a main priority for all-in-one software companies. If that’s the case, these tools aren’t always updated or maintained well. That could mean that while the rest of your system functions well, these add-ons feel clunky or unusable.

Systems with more niche functionalities — such as payroll, HRIS, or project management software — suffer from similar time tracking add-on woes. Their systems just aren’t built to track time. While they create tools that can help you with rudimentary time tracking, they often won’t work well or be robust enough to give your nonprofit the functionality it needs.

shopping_cart

They’re Not Worth the Extra Expense

Once you go through the trouble of implementing such a complicated solution, software companies know you’re likely stuck working with their tools. When you’ve invested so much time and money in a system that’s supposed to be able to do everything, why would you look elsewhere?

While add-ons and modules for these types of systems might seem less expensive, they’ll actually cost your team more in time and effort than if you used a dedicated time tracking solution. While you might save a few bucks on seats or licenses, your poor employees will spend precious — and costly — time learning how to use a less-than-functional tool.

How a Dedicated Tool Can Make Nonprofit Time Tracking Easier

When you use a dedicated time tracking solution, you’re using a system that was built with time tracking front of mind, not as an afterthought. As a result, these tools are often easier to use and more customizable than add-ons or modules. And while your data won’t live in an all-in-one system, exporting it to your accounting or payroll tools is usually pretty straightforward.

Below, I’ll discuss why these characteristics of a dedicated timesheet solution actually make tracking time easier for your nonprofit.

accessibility_new

It’s Built With Your Employees in Mind

One of the hardest parts of tracking time is convincing your employees to turn in completed, accurate timesheets every pay period.

You’ll likely still need to explain the benefits of time tracking to resistant employees. But you can probably get more staff members to turn in timesheets when it’s easy for them to do so.

Instead of thinking of time tracking as an afterthought, these tools are built for the sole purpose of tracking employee time. As a result, they often try to make the process — from tracking time to timesheet approval — as easy as possible for employees.

Many systems will include tools like stopwatches or mobile functionality so employees can track time accurately, from anywhere. Managers can take advantage of features like automated reminders or timesheet completion reports to avoid tracking down employees who haven’t turned timesheets in yet. And for nonprofits, tools like ClickTime can seamlessly create an audit trail to prove your stellar financial stewardship.

construction

It Will Work the Way You Need It To

When your time tracking system is independent of other solutions you use, it doesn’t need to be configured according to the rest of the system’s needs. Instead, you can customize it so that it works for your employees and your organization.

Your nonprofit can track time by funding source, activity, and program — whatever makes sense for you. And with custom fields and notes for each task, you can add granular detail to your timesheet data. These details can help you communicate more transparently with funders, telling a complete story about how you’re using the money you’ve been given to further your mission.

cloud_upload

It Can Export Data to Your Payroll and Accounting Systems

An all-in-one solution might try to convince you to track time within their system so all of your data is in one place. But few time tracking solutions on the market today offer their own payroll or accounting tools. As a result, almost all time tracking systems allow you to export your time tracking data to one or both of these financial tools in a way that facilitates accurate data sharing and prevents data loss.

Exporting data is, of course, an extra step in your accounting and payroll processes. But it’s often as simple as downloading a .csv file and uploading it to another system. And nonprofits often have to access raw timesheet data to allocate wages to appropriate funding sources. So exporting this data is likely something your accountant will need you to do no matter what solution you’re using to track time.

Use a Tool That Was Built to Track Your Nonprofit’s Time

All-in-one nonprofit software likely wasn’t built to help you track employee time. And the modules they create to help you do so can be costly and difficult to use. A dedicated time tracking tool can simplify the timekeeping process and help your nonprofit access timesheet data in a way that works for you.

ClickTime makes nonprofit time tracking easy. With a web-based and mobile time clock, employees can fill out and submit timesheets with the click of a button. Managers can approve timesheets quickly and follow up with employees who haven’t turned in completed or accurate time cards. And accountants can create reports to show how employee time connects to funding and expenses.