Question 1

What is TimeSubmit?

Accepted Answer

TimeSubmit is a comprehensive SaaS platform designed for consultancies to manage their entire workflow - from client organizations and projects to consultant timesheets, approval workflows, and invoice generation. It streamlines the process of tracking billable hours, getting approvals from clients, and generating professional invoices. The platform supports multiple user roles including consultancy admins, consultants, and external timesheet approvers.

Question 2

Who is TimeSubmit designed for?

Accepted Answer

TimeSubmit is built specifically for consultancies that provide services to multiple client organizations. Whether you're a small consultancy with a few consultants or a large firm managing dozens of projects across multiple clients, TimeSubmit scales with your needs. The platform is designed for consultancy admins who manage operations, consultants who track their time, and client approvers who review and approve submitted work.

Question 3

How do I get started with TimeSubmit?

Accepted Answer

Getting started is simple: sign up for a free account (no credit card required), complete your consultancy profile during onboarding, and immediately start creating client organizations and projects. Once set up, you can invite consultants via email who will receive a magic link to complete their profiles. You can also invite external timesheet approvers from your client organizations to approve consultant work before invoice generation.

Question 4

What's the difference between Organizations and Projects?

Accepted Answer

Organizations represent your client companies - the businesses you provide services to. Projects are specific work engagements under those organizations. For example, if "Acme Corp" is your client (organization), you might have multiple projects like "Website Redesign" and "Marketing Consulting" under Acme Corp. Each project can have different consultants assigned, different rates, and different approval workflows.

Question 5

How does the timesheet approval workflow work?

Accepted Answer

Consultants create weekly or monthly timesheets logging their hours per project with detailed descriptions and billable/non-billable tracking. Once submitted, the assigned timesheet approver (typically from the client organization) receives a notification to review the work. Approvers can either approve the timesheet or reject it with comments. Once approved, consultants can generate invoices from the approved hours. Consultancy admins can also manually override approvals if needed.

Question 6

Can consultants work on multiple projects simultaneously?

Accepted Answer

Yes! Consultants can be assigned to multiple projects across different client organizations. In a single timesheet, consultants can log time entries for different projects on different days. For example, Monday could be 8 hours on Project A, Tuesday could be 4 hours on Project A and 4 hours on Project B. The system tracks billable hours per project automatically.

Question 7

What invoice features does TimeSubmit offer?

Accepted Answer

TimeSubmit generates professional invoices automatically from approved timesheets. Consultants can customize invoice templates with their own logo, custom terms & conditions, footer text, and bank details. Invoices show itemized time entries with dates, descriptions, hours, and amounts. The system tracks invoice status (Draft, Sent, Paid, Overdue) and integrates with Stripe for payment processing. You can download invoices as PDFs and send them directly to client organizations.

Question 8

Does TimeSubmit support different billing rates?

Accepted Answer

Absolutely! Each project can have its own hourly rate, and you can configure consultant rates individually (daily or hourly). When assigning a consultant to a project, you can specify a custom rate for that engagement. The system automatically calculates invoice amounts based on the project rate and approved hours. This flexibility allows you to have different pricing for different clients or project types.

Question 9

What reporting and analytics are available?

Accepted Answer

TimeSubmit provides comprehensive reports including Consultant Hours Reports (utilization tracking), Project Status Reports (project health and completion), Invoice Summary Reports (revenue and payment status), and Timesheet Approval Reports (approval bottlenecks). The Analytics dashboard offers Project Performance, Consultant Performance, Financial Analytics, and Time Tracking Analytics with visual charts. All reports can be exported to CSV for further analysis in Excel or other tools.

Question 10

What subscription tiers does TimeSubmit offer?

Accepted Answer

We offer four tiers: Free (1 organization, 1 project, 2 consultants, 1GB storage - perfect for getting started), Starter at £49/month (1 organization, 3 projects, 5 consultants, 5GB storage - ideal for small consultancies), Professional at £99/month (5 organizations, 15 projects, 25 consultants, 25GB storage - for growing businesses), and Enterprise with unlimited organizations, projects, consultants, and 100GB storage. No credit card required for the free plan.

Question 11

Can I upgrade or downgrade my subscription plan?

Accepted Answer

Yes! You can upgrade or downgrade your subscription at any time from the Settings page. When you upgrade, the change takes effect immediately and you'll be charged a prorated amount for the remainder of the billing cycle. When you downgrade, the change takes effect at the end of your current billing period, so you continue to enjoy your current tier's features until then. The system will alert you if you're approaching the limits of your current tier.

Question 12

What happens if I exceed my subscription limits?

Accepted Answer

If you reach the limits of your subscription tier (e.g., maximum number of projects or consultants), the system will prevent you from adding more resources and prompt you to upgrade. You won't lose any existing data, and all current projects and consultants continue to function normally. You simply need to upgrade to a higher tier to add more. We'll also send you warning notifications as you approach your limits so you can plan accordingly.

Question 13

How secure is my data on TimeSubmit?

Accepted Answer

Security is our top priority. TimeSubmit uses enterprise-grade security with Supabase PostgreSQL and Row-Level Security (RLS) policies ensuring complete data isolation between consultancies. We enforce multi-tenant isolation at the database level with over 100 security policies. All data is encrypted in transit (HTTPS) and at rest. Authentication uses secure token revalidation (no cached sessions), and we implement role-based access control so users only see data they're authorized to access. Our infrastructure is hosted on Vercel and Supabase with industry-standard compliance.

Question 14

Who can access my consultancy's data?

Accepted Answer

Access is strictly controlled by role: Consultancy Admins have full access to their consultancy's organizations, projects, consultants, and financial data. Consultants can only see their own timesheets, assigned projects, and personal invoices - they cannot see other consultants' data. Timesheet Approvers have limited access to only the specific projects they're assigned to approve - they can't see financial details or other projects. System Admins (TimeSubmit staff) have access for platform maintenance but are bound by strict data privacy agreements.

Question 15

Does TimeSubmit integrate with other tools?

Accepted Answer

Currently, TimeSubmit integrates with Stripe for payment processing and subscription management, and SendGrid for transactional emails (invitations, notifications, invoice delivery). We use Supabase for database and authentication, which provides a robust API for future integrations. While direct integrations with accounting software (Xero, QuickBooks) and project management tools (Asana, Trello) are on our roadmap, you can currently export all data to CSV for manual import into other systems.

Question 16

How do I invite consultants and approvers to TimeSubmit?

Accepted Answer

From your dashboard, navigate to the Consultants section and click "Invite Consultant." Enter their email address, and they'll receive a magic link to complete their profile and set a password. For timesheet approvers, go to a specific project's detail page, click the "Timesheet Approvers" tab, and invite them via email. Approvers don't need full accounts - they get secure, limited access to review timesheets for only the projects they're assigned to. Both consultants and approvers complete a simple onboarding flow with visual guides.

Question 17

What are the different user roles in TimeSubmit?

Accepted Answer

TimeSubmit has four distinct roles: System Admin (TimeSubmit staff with platform-wide access), Consultancy Admin (your account owner who manages organizations, projects, consultants, and subscriptions), Consultant (team members who submit timesheets and generate invoices), and Timesheet Approver (external stakeholders, usually from client organizations, who approve submitted work). Each role has a custom dashboard tailored to their responsibilities and permissions.

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