TimeSuite

Simplicity is an accomplishment. An ERP with a comprehensive feature set that is simplistic is what we’ve found in TimeSuite.

In an industry built on blueprints, clipboards, and spreadsheets, the move to databases and 3D modeling systems is nothing short of a revolution.

Change may have been sluggish, but it’s here.

One of the biggest catalysts of change in the construction industry is ERP, enabling companies to digitize and centralize their core business processes. While it has been in use for some time, construction companies often have to go to great lengths to tailor conventional ERP systems to meet their nuanced requirements.

Many industry-specific workflows, which need greater visibility and control, can only be achieved through a construction industry-specific ERP system.

TimeSuite has developed the ERP software construction that companies have been waiting for. It has taken the best features of conventional ERP systems and optimized them for the modern construction sector.

“Our comprehensive platform is distinguished by simplicity. Perfected database and interface architectures pave the way for a comprehensive ERP that is simplistic, dynamic, and easy to learn and use. TimeSuite is an ERP that combines creativity and ingenuity to make the workflow of project managers and construction staff easy and seamless,” says Eric Malouff, CEO of TimeSuite.

TimeSuite’s grids, dialogs and facilities are dynamic. Menu Items, Grid View Fields, Dialog View fields, Dialog Tabs and other facilities can be turned on and off. The system features and workflow can be adjusted after the initial setup. Thus, TimeSuite eliminates the extensive pre-setup process old modular systems require.

Following a Trail of Innovation

TimeSuite’s origins can be traced back to the early 90s, when Malouff noticed significant deficiencies in the database architectures of Construction Specific Accounting Software applications. Malouff, a CPA specializing in doing audits and reviews of Construction Companies and an IT maven, had previous experience working as a programmer in a mainframe environment that utilized an advanced relational database. Malouff attributes arduous and inefficient processes of modular construction software to their deficient database and interface architectures.

To simplify accounting processes, he and his team developed TimeSuite with perfected database concepts. The platform followed relational architecture rules for transactional data, providing users with the simplicity they should expect. With a perfected database architecture, TimeSuite’s desktop application, “Toolbox,” distinguished itself among Construction Specific systems available.

“Early on, we delivered construction features such as automating the percentage of completion method of accounting that includes a full summary of contracts, and “Quickbook’s ease of use” features such as real time entries, an automated audit trail and the ability to drill down to transactions from grids and reports.” explains Malouff.

However, Malouff and his team also saw that the Core of the Interface side of the application could be perfected. So in 2009, The TimeSuite team decided to redefine the way they developed software. After seven years of development, they achieved a perfected interface core for the platform. Since then, TimeSuite has been delivering new web and mobile facilities and features to clients at an unprecedented pace.

With twenty-seven years under its belt, TimeSuite is currently one of the most advanced systems and the backbone of digitizing workflows.

A Relational Architecture for Greater Convenience

TimeSuite platform’s uniqueness lies in its relational architecture. Unlike modular architectures, where different functions are assigned to distinct modules, a relational architecture combines all the functions in a single nonmodular platform, enabling users to control multiple operations from a single place.

By centralizing workflow and information, everything is accessible from one location. All facilities can become dialog tabs within any other facility. For example: within a job dialog, users can turn on and off tabs for Transactions, Ledgers, RFIs, Submittals, Budgets, Schedule of Values, Estimates, POs and Subcontracts, Plans, Change Order logs, etc.

“TimeSuite is very different from other systems we’ve looked at” is common feedback from prospective customers.

Bringing Unparalleled Visibility and Ease of Use

A testament to the simplicity of TimeSuite’s interface is its ability to quickly develop grids and dialogs. The software utilizes several facilities within each menu selection. While on a screen, users can click on Facility icons, which will populate the retrieved data in the relevant facility. This process allows a single data collection to be rendered in optional Grid, Cards (Files, Pictures, Videos), Kanban Boards, Scheduling, Reporting, Text messaging, Knowledge Base, and email facilities.

The broad range of customization features offered include conditional color coding, custom fields, and calculations. Dynamic formula editors can drive data filtering, calculations, interface presentation, and data defaulting from related datasets.

Construction personnel leverage its robust “Managed Views” capabilities and “Resource Scheduling” to optimize workflows.

Filters and Facilities can be turned on and off depending on View definitions set for users. TimeSuite provides realtime, dynamic, drill-down capabilities for quick and clear visibility. Facilities quickly become a dashboard where users double click on a number that opens a dialog tab/grid that substantiates the number. For instance, on the project list, th e Contract Amount column will drill down to the Schedule of Values tab/grid, thus, substantiating the Contract Amount.

By default, this feature is applied to a significant number of columns such as budget, job status projections, commitments, and profitability. Grid column drill downs can dynamically be defined to drill down to any menu item in the system (rendered as a tab within a record’s dialog on the grid). While TimeSuite has default workflows, it does not dictate workflow and can conform to the workflows clients deem the most efficient. With dynamic workflows, persistent gains in efficiency are possible.

Concepts throughout the system are consistent. With a perfected core, shared controls and features extend to every area of construction workflow, including Geo Timecards, CRM, On-screen Takeoff/Estimating, RFIs, Submittals, Plans and Annotations, and Daily Logs to name a few.

Leveraging the capabilities of Google Cloud and Google Workspace, TimeSuite streamlines its content delivery and storage capabilities. A file folder system inside the system mimics file systems like Windows Explorer and Finder (Mac). File access can be set to “view”, “comment” or “edit/ collaborate” when sharing files.

A PDF viewer in the platform provides quick rendering of large plan sets, for annotations and for plan measurements. File links can be texted, emailed, placed on reports, landing pages, or portals.

A banking system integration allows users to log into their bank and credit card accounts to pull transactions during bank reconciliations. Transactions can be rapidly created if they are not already in the system.

When specific records are modified in the database, a socket service delivers this information to all opened interfaces so the specific records can be refreshed in real time.

Custom cash flow projection modeling utilizes is facilitated by a resource management Gantt that allows provides capabilities for simultaneously projecting dollars and timelines.

Despite these comprehensive features, TimeSuite is extremely simple to use. It does not require significant training, as opposed to most software in the industry.

Greater Flexibility with Percentage of Completion Accounting

TimeSuite software automates the mechanics of the percentage of completion method of accounting. Job status grids allow project managers to manage job projections. These projections are used when determining over/ under billings, and the projections are logged enabling accountability reporting. The system has a burdening facility that allows for allocating over/under allocated indirect costs. Automated labor accruals ensure thorough, perfect tie outs to the income statement. Automated presentations and automated Over/Under Billings accruals ensure controllers spend their time on ensuring the quality of financial information rather than monotonous processes.

Breaking Reporting Limitations with Built-in Report Writer

An in-built report-writing function enables the TimeSuite platform to overcome the limitations of third-party report writers. Users can access a broad range of reporting capabilities in the platform’s dialogs, grids, and other facilities. Additionally, the report writer is entwined into the system to bring report-writer capabilities to grids and other facilities. For example, the report writer Formula Editor is used to adjust grid presentation, filtering, and calculations.

Maintaining Security and Integrity with Security Roles

TimeSuite features predefined user roles for approvals, data filters and other security measures. Approval Roles can be turned on for Timecards, POs, Subcontracts, AP invoices, and other transaction types. Authorized users can change the visibility of information in the interface. Filter roles can be utilized to limit access to data associated with contacts, users, and jobs. Roles can be set to limit who can email to various system drop-zones (AP Invoice drop-zones for example).

Throughout the system, dynamic Views define the columns/fields that are visible, editable, drill-down capabilities, their presentation (color, font characteristics), their order, drill-down functionality, computations, conditional database routines and dropdown filtering. Dialog Views also can define visible tabs, Kanban Board filters and dropdown list occurrences. Grid Views can define icons that execute database routines, available report writer data collections, and dynamic data filters (jobs, contacts, users, and sprints).

Views are assigned scope, and can be assigned global, profile (groups of users) or user scope.

When a User with limited access receives record(s) from the database, only the columns/fields exposed in their View are delivered to the interface. The balance of the columns/fields on a record are not delivered to the interface.

“The automated audit trail for transactions and list records ensures every change done in the platform is tracked with a username, data changed, and date time stamp,” says Malouff.

These intricate levels of security show the attention to detail TimeSuite brings to its platform.

Pushing the Limits of Construction ERP Software

TimeSuite is intent on constantly enhancing the capabilities of its platform. Current projects being pursued by TimeSuite include expanded Plan Room capabilities, broader feature integrations with Microsoft Outlook / Calendar, broader feature integrations with Google Gmail/Calendar, property management, and a flow chart facility.

With its platform considered the first true ERP by some leaders in the construction industry, TimeSuite will keep bringing the best of digital technology and simplicity to workflows for its clients.