Turn messy timesheets into clean client, project, and task insights before billing gets painful.
Let AI Agent run your time tracking
Track Billables
Log this week's hours per staff member by client, project, and task. Pull activity signals from Karbon work items, ledger sessions, email threads with client domains, and Harvest timer entries already started. Group time into the firm's standard billing categories: bookkeeping, advisory, tax prep, audit, internal admin. Pause before saving any entry above the per-task threshold without staffer review. Send a Slack confirmation to each staffer with the suggested hours by client. Ask me which billing categories the firm uses if I cannot find the standard list saved in Karbon.
Reconcile Timesheets
Reconcile this week's timesheets against real work signals in Toggl. For each staffer, compare logged hours to ledger sessions, calendar meetings tagged with client names, and Slack threads in client channels. Surface gaps both ways: hours logged with no work signal, work signals with no hours. Pause before adjusting any entry; the staffer reviews the proposed change. Post a Slack note per staffer with the gaps and the proposed reconciliation. Ask me to upload last week's reconciliation if you cannot find a baseline reconciliation pattern.
Review WIP
Build the weekly WIP review for the partner. In TaxDome, pull this week's hours by client, multiply by standard billing rates, and compare to the engagement's fee schedule and budget. Surface clients trending over budget, clients with unbilled WIP older than 30 days, and engagements where realization is dropping week over week. Pause before flagging any client to the partner; the engagement owner reviews first. Send the WIP pack to Slack as a thread tagged for the partner. Ask me which engagements the partner reviews directly versus delegates to the senior manager.
Flag Non-Billable
Flag non-billable drift this week per staff member. In Karbon, identify time logged against internal admin, training, and meetings without a client tag. Compare to the staffer's target billable ratio and the firm's overall non-billable budget. Pause before sending any drift alert to a staffer; the manager reviews the rollup first. Send a Slack digest to the manager with non-billable drift by staffer, week-over-week trend, and likely cause. Ask me what counts as drift versus a legitimate firm initiative if the categorization is ambiguous.
End the Friday Timesheet Crunch
When time logs itself in real time, Friday afternoon stops being a timesheet rebuild. The staffer confirms the agent's draft instead of reconstructing the week from memory, and the partner sees real utilization on Monday morning.
One View Across Karbon, TaxDome, Harvest, and Toggl
Most firms have a practice-management platform and a separate timer. The agent operates across Karbon, TaxDome, Harvest, and Toggl without forcing a migration, and writes time entries back into whichever surface owns billing.
Time Tracking That Learns Your Firm's Billing Categories
Generic timer apps ship default categories nobody uses verbatim. The agent learns the firm's billing categories, the partner's habits for what counts as billable, and the recurring exceptions per client. Per-firm category memory, scoped to the engagement.
How does Minded improve time tracking when staff enter time late?
Minded compares work activity from firm systems against draft time entries, then prompts staff to confirm client, project, task, and billable status. This reduces Friday guesswork and gives partners cleaner inputs for billing, utilization rate review, and realization analysis while keeping final approval with the team.
Can Minded work alongside time tracking software like Harvest or Toggl?
Yes. Minded can support workflows around tools such as Harvest and Toggl by reconciling entries against related activity, surfacing missing context, and preparing review-ready summaries. The goal is not to replace your time tracking software, but to make the data more complete, consistent, and usable.
How does this help a managing partner review billable hours?
Minded organizes billable hours by client, project, staff member, and task so the managing partner can review capacity and pricing signals with fewer manual exports. It highlights gaps, unusual patterns, and non-billable drift before WIP review, helping leadership separate delivery issues from data-entry noise.
Can Minded support WIP review and realization rate analysis?
Minded prepares WIP review inputs by connecting time entries to client work, engagement status, and billing context from systems like TaxDome or Karbon. This gives operators a clearer view of what was worked, what is billable, and where realization rate may be affected by scope creep or write-downs.
Does Minded keep an audit log for time tracking changes?
Minded can maintain an audit log of suggested changes, confirmations, and review actions tied to timesheet records. That helps firm leaders trace who adjusted client, task, or billable status fields and why, which is useful for internal controls, billing disputes, and process reviews.