Best DATEV Time Tracking Solutions & Integrations Reviewed

Recording employee hours is a legal requirement as well as a means to optimize utilization, recover billable time, and improve resource planning in organizations with many projects and clients.

In industries such as tax consulting, legal, or auditing, employee time is not only valuable but also expensive. That’s why tracking and reporting on hours worked becomes a daily task for many professionals in these fields, especially if they charge clients by the hour.

If you work with DATEV software and need to log your hours for payroll, you know it can be challenging to document all of your work time while not losing any time (or patience). Hour logging in DATEV is straightforward but it can take a while if you need to do it multiple times per day. That’s why there are many integrations out there that make this task easier and faster.

In this article, we take a deep dive into the time tracking process in DATEV and then review third-party integrations built for efficiency and accuracy. By the end of this, you’ll have a better understanding of your options for time tracking in DATEV beyond the default tools.

Without further ado, let’s get to it.

How time tracking works in DATEV

DATEV is a vast ecosystem of solutions and products developed for all kinds of organizations, from accounting and legal to public sector. Within this ecosystem, there exist multiple solutions that have time tracking as part of their offering. To name a few:

• DATEV LODAS
• DATEV Kostentechtung classic
• DATEV Lohn und Gehalt
• DATEV Eigenorganisation

If you use any of these products, you have the option to log your work hours into the system. Unlike many similar software solutions, the time tracking process in DATEV does not include a start/stop timer or a stopwatch, which has its pros and cons.

Example of time tracking in DATEV

Let’s now see what the default time tracking looks like in DATEV and why it’s called retrospective. We’ll use DATEV Eigenorganisation comfort aka EO Comfort as an example to demonstrate the interface and the process of adding time entries into the system.

In all of DATEV solutions that support time tracking, it is a fully manual process. Time is logged retrospectively on each order or service, i.e. after the work is done.

From your active clients, you need to select orders/services, and then suborders. They each have the date when the work begins, a date when the work is finished, as well as a date when the work is invoiced. To initiate the process of creating a new time entry, you need to open the suborder view.

In the new window, you’ll see the fields that need to be filled out in order to log time on the order or service. Besides the number of hours, you’re asked to specify the date, name of the client, name of the employee, order size, etc. In addition to the obligatory fields, there’s also the field for text comments.

This is the extent of time tracking in DATEV Eigenorganisation comfort used as an example. Based on this preview, we can now see the challenges of timekeeping in DATEV.

DATEV timekeeping challenges

DATEV users report two challenges they struggle with the most when logging time retrospectively.

1. Time-consuming process

As we’ve noted earlier in this article, it takes about 5 minutes to add a time entry in DATEV. For payroll and attendance management, logging an 8-hour shift with a single time entry is nothing to be concerned about. It only takes 5 minutes after all, and you only do it once per day.

But if a busy professional such as a lawyer or tax consultant works with multiple clients throughout the day, they need to spend 5 extra minutes on top of each task to add it to the system and document their client work.

Most lawyers and consultants are simply too busy to add time entries in DATEV as they go about their day. Instead, they wait until the end of the day or even week to add their time entries into the system. While it may be more beneficial to block 30 minutes at the end of the day rather than interrupt your day 5 minutes at a time, this strategy has its drawbacks.

2. Subpar accuracy of data

When the task of preserving accuracy is left to the user and their ability to remember, the quality of data inevitably suffers. The longer you wait to log time, the less you are able to remember. We know from research that up to 75% of time entries are assigned to the wrong projects.

Again, if you only need to log your attendance for the whole shift at once, there’s no such issue as the accuracy of data. But if you’re an hourly worker in industries such as consulting, accounting, or legal, it’s crucial for you to record your hours precisely to be able to invoice your clients fairly and not undercharge them.

While the so called guesstimates are rarely completely off, rounding up hours results in underestimating work and subsequently undercharging clients. Professionals who bill for the hours worked can easily miss out on earnings because they forget about all the small tasks that add up throughout the day or week.

How to automate time tracking for DATEV

Luckily, manual retrospective time tracking in DATEV is not the only way. In fact, it’s possible to automate your timekeeping process and eliminate both the issue of low accuracy and high investment of time.

Automation in DATEV can be done with the help of third-party software. When it comes to time tracking, the easiest way to streamline the process is to connect a dedicated time tracking app and let it do the heavy lifting for you. Let’s look at an example of such an app using DATEV EO Comfort for reference once again.

Automatic time tracking integration for DATEV

Memtime is a desktop app that you install on your Windows device – just like you do with DATEV. Except you don’t need to keep it open or even launch it at the beginning of your workday. Once installed, Memtime will keep running on your computer quietly in the background and capture everything you do during the day.

Memtime arranges your activity and time in all programs in a chronological timeline. This helps you retrace your day and reconstruct your work minute by minute. The level of detail can be adjusted from 1 to 60 minutes depending on how much precision you require for your work time tracking.

By adding Memtime to DATEV EO Comfort, you essentially replace the time logging process in DATEV and do it in Memtime instead. You don’t need to dedicate any effort to remembering your work on different tasks because Memtime records this for you. You simply check on it from time to time and transform your captured activities into time entries.

Because the integration offers a 2-way sync between DATEV Eigenorganisation comfort and Memtime, your clients, orders, and past time entries are imported into Memtime. When you create a time entry in Memtime, which takes seconds compared to the 5 minutes in DATEV, and assign it to a DATEV order, it appears in DATEV EO Comfort automatically. You don’t need to log your time manually in DATEV ever again.

Let’s recap the steps to automate time tracking for DATEV EO Comfort.

Memtime is used by lawyers, accountants, and consultants who need to track their hours and invoice clients. It guarantees privacy because it stores all activity data offline on your computer. It also guarantees you never lose a minute of billable time because of its superhuman precision in recording your work hours.

And this is how you can automate the time recording process in DATEV Eigenorganisation comfort. By doing so, you minimize the time it takes to log your work hours and improve the quality of your data thanks to eliminating human error. Download Memtime now and use it together with DATEV EO Comfort for 14 days for free, no credit card required.

10 more time tracking integrations for DATEV

Memtime is not the only time tracking integration for DATEV, especially seeing how there are many other DATEV solutions besides Eigenorganisation. Let’s now briefly review the best of them.

1. ATOSS Time Control – for project time tracking

ATOSS is a workforce management tool with solutions for time recording, workforce scheduling, resource planning, and attendance management. Its Time Control module is compatible with DATEV Kostenrechnung classic, LODAS, and Lohn und Gehalt.

Below are some examples of what you can do with ATOSS digital working time management.

• Compare target vs actual work time down to the minute.
• Monitor and manage overtime.
• Monitor holidays and sick leaves.
• Evaluate profitability of projects and orders.

ATOSS Time Control is built for managers who need to maintain control of their workforce while adhering to all legal requirements and regulations. Its digital working time management tools help organizations stay compliant with working time laws even internationally and on a flexible schedule.

2. ISGUS ZEUS® – for attendance management with terminals

ZEUS® is a time and attendance management software that also integrates with DATEV Kostenrechnung classic, LODAS, and Lohn und Gehalt. It offers ISGUS terminals for time recording and other operational data capture in industries such as retail, banks, logistics, and professional services.

Similar to ATOSS Time Control, ZEUS® supports organizations in managing flexible working times and ensuring compliance with all legal requirements. Below are the types of data that can be captured with an ISGUS terminal.

• In/out bookings.
• Absences in real-time.
• Start and end times for orders.
• Quantities, operations, etc.

3. tisoware.ZEIT – for personnel scheduling

tisoware.ZEIT covers both attendance management and project time tracking for efficient controlling. To ensure compliance with legal requirements, this software helps organizations manage absences, overtime, and other time-related matters in the workplace.

For project time tracking, on the other hand, tisoware offers solutions that help companies avoid budget overruns, i.e. overservicing and undercharging. You can monitor utilization of resources and see progress reports based on the times entered into the system.

To recap, here’s what you’re getting when you integrate tisoware.ZEIT with DATEV.

• Payroll accounting.
• Vacation and absence management.
• Personnel deployment planning.
• Travel expense management.
• Project time recording and controlling.

4. timeCard Zeiterfassung – for mobile time recording

timeCard Zeiterfassung is best fitted to the needs of small and mid-sized businesses looking for streamlined solutions for payroll accounting and project time controlling. For employee time recording, timeCard Zeiterfassung offers a monthly, annual, as well as employee-specific overview.

To help businesses manage a remote workforce, there’s a timeCard app available both for Android and iOS. This is a great solution for allowing employees to log their flexible hours and absences anywhere on the go. Below is a list of features you can expect when connecting DATEV to timeCard Zeiterfassung.

• Extended payroll management (Sundays, breaks, public holidays, etc.)
• Flexible working and project time tracking.
• Shift and absence planner for vacations.
• timeCard app for mobile time recording.
• Reports with multi-client capability.

5. Crewmeister – for terminals and mobile solutions

Crewmeister builds tools for employees to record their time digitally via mobile apps, PC or Crewmester terminals. Managers get all this data from employees in real-time, so that payroll accounting in DATEV can be streamlined for maximum efficiency.

In terms of standalone features you can expect, there’s the following.

• Offline time tracking without an active internet connection.
• GPS location tracking.
• Automatic calculation of overtime.
• Multiple break models.
• Evaluations and reports.

Crewmeister is built for smaller companies – that is why you can test it for free with no obligation and decide if it’s worth the investment before you commit.

6. geoCapture – for driver & vehicle time tracking

geoCapture is a unique solution designed for companies managing fleets of vehicles. Whether it’s cars, trucks, or heavy machinery, geoCapture offers tools for documenting work time of drivers and operators in the field.

The GPS technology allows you to document distance and working time to then send this information over for payroll in DATEV. Apart from working time tracking, geoCapture facilitates route planning, theft protection, and driver’s license check. Any logistics operation would enhance their experience with DATEV using geoCapture technology.

7. ZMI - Time – for cross-device time tracking

ZMI - Time offers time tracking from anywhere, including physical terminals, web browsers, and mobile apps. In addition to attendance you can monitor project and order times, which helps you optimize your utilization and improve resource planning.

Below are some of the standalone features you can expect in ZMI - Time.

• Employee self-service.
• Digital personnel files.
• Electronic sick notes.
• Access control.

ZMI - Time’s modular structure allows you to customize the software by adding individual modules and building the kind of solution that fits your needs. Unlike some of the tools on this list, ZMI - Time can be hosted in the cloud so you don’t have to invest in extra hardware or worry about its maintenance.

8. GFOS.Workforce Management – for HR metrics & evaluation

GFOS.Workforce Management is a comprehensive workforce management solution that streamlines time recording for better admin. In addition to hour logging, this tool also offers HR metrics meant to improve employee motivation and ensure transparency.

Similar to ZMI - Time, GFOS.Workforce Management has a modular structure that allows you to customize your solution according to your specific needs. It also offers different modes of time tracking, including terminals, web, and mobile. Here’s what you can expect.

• Time recording for different billing models.
• Demand-oriented workforce planning.
• Project time tracking.
• Dashboards and HR metrics.

9. AIDA – for paperless & virtual HR offices

AIDA offers software and hardware for virtual personnel time management. Its paperless system for applications and approvals helps organizations from many industries streamline their HR processes and manage workers remotely.

Employees can access a web portal via internet, intranet, or email. AIDA also offers mobile and web applications to empower companies of all sizes to improve personnel management across multiple locations and branches. Among AIDA’s features for employee time management are the following.

• Tariff model mapping.
• Virtual HR office.
• Administrator tool.
• Personal messenger.

10. clockin – for easy deployment at SMBs

clockin is a time management solution designed for small businesses. It’s easy to set up with little or no learning curve, which makes it a great fit for less tech-savvy employees. Time tracking can be done via mobile or stationary solutions based on your requirements. Below are some of the features you can expect when integrating DATEV and clockin.

• Project time recording for individual activities.
• Flexible, core, and maximum working hours.
• Digital project and employee files.
• Automatic & secure transfer to DATEV.

Similar to other tools on this list, clockin offers comprehensive solutions for payroll, including absence management, night shift bonuses, holidays, and vacations. Many SMBs will benefit from clockin tools and easy deployment.

Final thoughts

Employee time recording in DATEV is a core function and a legal requirement. Whether it’s for payroll and absence management or for intricate client and project time tracking, there are many solutions that can improve the default time logging process in DATEV solutions.

In this blog post, we reviewed the standard, manual, and automated ways of logging time in DATEV. All of the third-party integrations on this list help real businesses streamline their daily operations. The trick is to find the one integration that best suits your use case and makes your life easier as the manager while also simplifying the workflow for your employees.

Use this list as a starting point for your research and consideration. And if you’re ready to automate time tracking for DATEV EO Comfort, make sure you check out Memtime. It’s completely free to try for 14 days and you’ll be able to connect DATEV right away to experience all the benefits without taking any risks.