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Time & Expense Tracking

Time and expense tracking, connected to every project

PSOhub reads your calendar and assigns meetings to the right contract line automatically. You review and confirm your timesheet. Prefer to log time yourself? Use a timer, phone, or weekly timesheet.

PSOhub reads your calendar and assigns meetings to the right contract line automatically. You review and confirm your timesheet. Prefer to log time yourself? Use a timer, phone, or weekly timesheet.

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Rated by services teams on G2

  • G2 Momentum Leader, Professional Services Automation
  • G2 High Performer, Project Cost Management
  • G2 Best Estimated ROI, Mid-Market
Want a closer look? ·
“Before PSOhub, tracking time spent on different security projects and managing project-related expenses was fragmented and manual. PSOhub solved this by centralizing time tracking and expense submissions into a single, structured platform. It saves significant administrative time and ensures full accountability for client-facing security projects.”
Haevah, ITSEC Asia
The Problem

The work is done.
The hours are missing.

Time tracking often gets left until later, and that leads to mistakes. When hours sit in a separate tool, they come in late, land on the wrong project or never get logged at all. Every missing hour eats away on your profit margin.

  • Invoicing and reporting wait

    Hours get logged late or not at all when they live in a separate tool, so invoices and reports have to wait.

  • Every new hire logs time differently

    When the team grows, new people don’t know which project or line to book on, so hours land in the wrong place and reports stop adding up.

  • Managers end up chasing timesheets

    Project managers spend time fixing late or wrong hours instead of running their projects.

  • AI can't help with hours it can't see

    With hours in a separate tool, Agentic AI can't fill in your timesheet or warn you about an overrun in time.

Features

Time & Expense features

  • self driving time tracking

    Self-Driving Time Tracking

    Connect Outlook or Google Calendar and your meetings land on the right project. Agentic AI prepares the rest, and you just confirm.

  • weekly timesheets

    Weekly Timesheets

    Log your whole week on one screen, with a row per project. Start from the hours that were planned for you, or from last week's entries.

  • track time anywhere

    Track Time Anywhere

    Start a timer in your browser or on a task, or log hours from your phone. Every entry lands on the right project.

  • timesheet reminders

    Timesheet Reminders

    See at a glance who hasn't completed their timesheet for the week. Send a reminder in one click, or let reminders go out automatically.

  • timesheet approval

    Timesheet Approval

    Review hours before they're billed. Approve the ones that fit the budget all at once, or send wrong entries back with a reason.

  • expense management

    Expense Management

    Book expenses on the right project from your desk or phone, with receipts attached. Every cost is ready to add to the invoice.

How It Works

Getting every hour counted, step by step

This is time tracking in PSOhub in practice: five steps that take you from the first meeting of the week to hours that are approved and ready to bill.

  1. Step 1

    Let your calendar fill your timesheet.

    Link Outlook or Google Calendar once. Your meetings appear in your timesheet every day, and PSOhub books each one on the right project, or suggests one when it isn't sure.

    What you do

    • Connect Outlook or Google Calendar
    • Switch on the smart calendar to match meetings to projects
    • Assign meetings it didn't recognize to a project, internal activity, absence or holiday

    What you get

    Your meetings fill your timesheet on their own, and PSOhub gets better at matching them every week.

    • Outlook & Google sync
    • Timesheet fills itself
  2. Step 2

    Log work that isn't in your calendar.

    Not all work happens in a meeting. Log everything else wherever you are, and it still lands on the right project and rate.

    What you do

    • Fill in your week in the weekly timesheet or pull in your planned hours
    • Start a timer from a task or your browser
    • Log hours and expenses from your phone, with the receipt attached

    What you get

    All your billable work gets billed, not just your meetings.

    • Timer & planned hours
    • Weekly timesheet
  3. Step 3

    Approve hours before billing.

    Project managers and team leads review hours before they're billed, so mistakes are fixed before a client sees them.

    What you do

    • Approve all hours within budget at once, or entry by entry
    • Reject an entry with a reason, so it comes back corrected
    • Send reminders to anyone whose timesheet isn't complete

    What you get

    You only bill hours that have been checked, and you spot overruns before they grow.

    • Timesheet reminders
    • Checked before billing
  4. Step 4

    Turn hours into invoices and reports.

    Approved time and expenses flow straight into your project budgets, invoices and reports.

    What you do

    • See actual costs and margin update on every project as hours are booked
    • Add hours and expenses to the invoice when you bill
    • Run hours and expense reports across your projects

    What you get

    Invoices go out on time, and every project's real margin is visible as the hours come in.

    • Invoice-ready hours
    • Hours & expense reports
Agentic AI

One source of truth,
Agentic AI that never misses an hour

Because hours, expenses, projects and invoices share one data model, AI sees every hour in context: which project it belongs to, what’s been billed and what’s still open.

  • search-ai

    Agentic AI Insights: Know where the hours went.

    Ask in plain language with Claude or ChatGPT how many hours went into a project, how utilization looks per team, or which logged time hasn’t been invoiced yet. Get the answer as a chart, table or summary, plus alerts when a budget is running out.

  • lightbulb-ai

    Agentic AI Actions: Log time with one prompt.

    Log hours, expenses, holidays or sick leave by simply telling Agentic AI what you did. It prepares each entry and waits for your approval, so timesheets stay complete and planning and invoicing stay accurate.

Seamless CRM Integration

Time tracking that starts from the deal

Connect HubSpot, Salesforce, Microsoft Dynamics 365 or Pipedrive, and every project starts from the deal your sales team is working on. The client, the team and the contract are already in place, so every hour logged lands on what was sold.

  • Log time from day one

    Create the project from the deal, with the client, contacts and team already in place, so your team can start logging time right away.

  • Sales and delivery in sync

    Every project stays linked to the deal it came from, so sales and delivery always work from the same customer.

  • Track time on HubSpot Tickets

    Set up a service project once per client. Time logged on its HubSpot tickets lands there, ready to bill monthly or whenever you choose.

The result of tracking time this way

Less time spent on timesheets, and more hours you can rely on for billing and planning.

+137

more billable hours per consultant each year. When every hour is logged on the right project, less work goes unrecorded and unbilled.

-20%

non-billable hours at top-performing firms. Logging time in seconds on the project it belongs to, means less admin and more time for client work.

Zero

hours re-entered between timesheets and invoices. Approved time flows straight into invoices, so billing starts from what was logged.

Connects to the rest of your stack

Connect your Outlook or Google Calendar, and your meetings show up in your timesheet, ready to log. Approved hours flow on to invoices in accounting tools such as QuickBooks Online, Xero and Exact Online, and PSOhub connects to your CRM, AI and collaboration tools too.

See all integrations
Google
Pipedrive
sap-white-50px
Microsoft Dynamics 365
Salesforce
Claude
Xero
QuickBooks
Exact
ChatGPT
Microsoft Teams
HubSpot
FAQ

Frequently asked questions about time and expense tracking

Does PSOhub change anything in my calendar?

No. PSOhub only reads your calendar. Private and all-day appointments are left out, and changes you make in PSOhub aren't written back. If you delete an appointment, its time entry stays in PSOhub until you remove it.

Can my team book holidays and absence in PSOhub?

Yes. Absences, holidays, and public holidays are booked in My Scheduler, and project managers and team leads see them when they plan. It isn't an HR leave approval system, though. Another option is to integrate with your HR system and load availability, PTO, etc., automatically into PSOhub.

Can we bring in hours from our old time tracking tool?

Yes. You can import historical hours and expenses from an Excel file, so past work is in PSOhub from day one.

We already use an expense system. Does that work with PSOhub?
Yes, you can connect your expense system to PSOhub through our API, so expenses end up on the right project without retyping them. That way, project costst and margins in PSOhub include your expenses, not just hours. Prefer to keep it simple? You can log expenses directly in PSOhub, next to your time entries.

Can my team log time on the go?
Yes. Time can be logged in the mobile app for iOS and Android, with the browser extension, or straight from the timesheet, whichever suits the moment. 

Can managers check hours before they’re used?
Yes. Timesheets can be reviewed and approved in PSOhub, so project managers stay in control of the hours their team books. 

Can expenses be billed on to the client?
Yes. Each expense can be billable or non-billable. Billable expenses are invoiced to the client, and both kinds count towards the project’s costs. 

Can we stop time being booked once a budget is used up?
Yes. Any contract line can lock automatically once its budget is reached, so nobody books more time without a deliberate decision.