Realtime Visibility into Project Labor Costs

January 5, 2024
Josh Mullins

In project management, the key to maintaining budget control is accessing real-time financial and progress data. However, this is often hindered by delays in payroll processing, typically lagging 1-2 weeks behind actual work. To overcome this, integrating project management systems with time tracking tools is essential, providing instant insights into project status and enabling proactive budget management.

Advantages of Integration

Integrating project management with time tracking tools offers significant advantages:

  1. Immediate Data Access: Instant visibility into project progress and budget status.
  2. Proactive Budget Management: Quick identification and correction of potential budget overruns.
  3. Increased Efficiency: Streamlined data processing, saving time and enhancing project management.

Integration Process

Successfully integrating project management and time tracking involves several key steps:

  1. Mapping Data Flow: Outline how data will move between the project management system and the time tracking tool. Identify which data points are essential for real-time tracking and decision-making.
  2. Determining Sync Frequency: Decide how often data should be updated between systems. Frequent syncing (e.g., daily or hourly) ensures up-to-date information for accurate budget management.
  3. Handling Discrepancies: Develop a plan for reconciling differences between accounting data and real-time payroll information. Establish protocols for adjusting discrepancies to maintain accurate budget forecasts.
  4. Display and Reporting: Decide how and where the integrated data will be displayed and reported. This could be within the project management software or through a separate dashboard.
  5. Tool Selection: Choose integration tools like Make, Zapier, or Active Pieces that support seamless data synchronization between systems. Ensure these tools are compatible with your existing software and meet your project’s specific needs.

Selecting the Right Tools

It’s crucial to choose project management or time tracking tools with strong integration capabilities. Confirm the availability of an API through the software's sales representative to ensure compatibility and seamless integration.

Impact of Successful Integration

With effective integration, project managers receive daily updates, enabling timely interventions to prevent budget overruns. This proactive approach was exemplified in a construction project case study, where real-time labor hour tracking allowed for swift budget adjustments.

Best Practices for Effective Integration

  1. Ensure Tool Compatibility: Select tools that can seamlessly exchange data.
  2. Comprehensive Team Training: Train your team for accurate data entry and tracking.
  3. Regular Monitoring: Continuously verify data accuracy and adjust the project plan accordingly.


Integrating project management and time tracking systems is a strategic move towards proactive and effective project management. This integration allows managers to anticipate and address budget issues promptly, turning potential problems into manageable tasks. Automized specializes in helping businesses effectively leverage technology for precise and efficient project management. Contact Automized to explore how we can assist in integrating these vital tools for your project’s success.