Both Worlds Software ‘ ImagineTime

MANAGEMENT FUNCTIONS – 4.5 Stars
ImagineTime supports an unlimited
number of clients and staff members
and allows for multiple rates determined
by task, employee or client. The
system’s due-date monitoring
feature provides a method of keeping
up with tax and other deadlines,
and its task management capabilities
help create task templates that
can be used for recurring monthly,
quarterly, semi-annual or annual
tasks. And the system will automatically
generate the appropriate number
of events and include them on the
calendaring function. The system
allows setup of task groups and
associating tasks with specific
work codes. This feature can also
be used to monitor budget and compare
it to actual hours, helping to better
manage client activity.

Optional calendar scheduling and
contact management modules provide
scheduling functions that give side-by-side
staff calendars for single time
periods as well as multiple time
period calendars for individual
staff members. Activities already
in the calendar can be quickly converted
to a time sheet, usually in one
or two mouse clicks. Without the
module, the system offers some integration
with Outlook for scheduling functions.
ImagineTime also comes with modules
for remote time and expense entry
for Palm-based PDAs.

BILLING & REPORTING FEATURES – 5 Stars
ImagineTime includes a strong selection
of customizable reports, invoices
and customer letters, including
summary and detail billing, receivables
and WIP reports. Additionally, productivity
analysis reports are available that
can break down productivity by staff
member, client, task and project.
The system allows a variety of invoice
styles, including detailed time
sheet, progress, fixed fee or combination
invoices, all of which can be tailored
to present specific information.
The system integrates with Microsoft
Word, Excel and Outlook for word
processing, spreadsheet and contact
functions, including e-mail capabilities.
It also allows the placement of
firm logos and other information
on billings, reports and client
letters.

INTEGRATION – 4 Stars
ImagineTime can export data directly
to QuickBooks, as well as to Excel
and Lotus spreadsheets. As noted
above, it also works with Outlook,
Word and Excel for e-mail reporting
and client letters.

SUPPORT/HELP – 4 Stars
ImagineTime includes a friendly
help utility as well as additional
content on the company’s web
site, including FAQs and access
to the user manual. The program
can be updated online, and the company
offers several training options
as well as free demonstration versions
of the product. Support packages
are optional, starting at $95.

RELATIVE VALUE – 4.5 Stars
ImagineTime is very easy to use
and provides strong billing functions,
analysis tools and customization
options, including well-designed
reports that are easily tailored
in Word. At $295 for one user and
$595 and up for multi-user packages,
the program is very attractively
priced. Support is not included,
so users should consider the additional
cost when estimating an investment.

2004 OVERALL RATING: 4.5 Stars

The programs reviewed here all provide
basic time management functions,
allow for tracking of expenses,
and offer invoicing and a variety
of managerial reporting. They differ
in their approaches to these functions
and some offer additional tools
such as contact management, scheduling
applications and communications
tools. After consulting with professional
accountants and vendors, we scored
the software in this review in each
of the following areas:

Ease of Use ‘ The most challenging part of implementing a time and billing

regimen is ensuring that staff members use the system
properly, whether by operating in-progress
timers or entering time after-the-fact.
If the system isn’t easy to
use, with intuitive navigation,
staff won’t be as reliable
in their use of the program, and
time or expenses may get lost.

Management Features ‘ This section identifies how the program handles time

and flat-rate billing, the number of clients and timekeepers supported, multi-currency

capabilities, calendaring tools, contact management functions and whether the program allows

remote entry of time, client, and expense data by PDA or web-based interface.

Billing & Reporting Features ‘ The billing capabilities of these programs

obviously affect their overall value to a
firm. This section looks at AR functions,
as well as aging, rates and code
structures, split/partial/interim
billing, markups on expenses and
invoice options. As well, the reporting
functions of the programs are examined,
specifically with regard to standard
reports, productivity analysis reports,
customization options and final
output.

Integration ‘ This section looks at the ability of a program to share data

with GL, payroll or other accounting programs, as well as with office productivity

applications such as Microsoft Outlook, Word and Excel.

Support/Help ‘ Here we assess a program’s built-in help utilities, online
support options, availability of
training and whether support options
are included or available for an
added cost.

Relative Value ‘ This section provides the reviewer’s subjective opinion of

what the user gets for the price. There is some variance in the pricing of the programs in

this review, but it is not very wide. Value, of course, is not exclusively related to cost.

However, sometimes the best deal is not the cheapest, and sometimes the most expensive

option does not provide the best function.