1. Time tracking and setting up the leave/sick leave request process

Tracking employees’ work hours plays a key role in the system, so we will start our journey with this process.

Here’s how to set up the reporting policy.

First check:

1. Check if manual time tracking is disabled in the system (if you have set up integration for transferring time tracking from other systems).
2. Verify the minimum comment length set in the reporting policy.
3. Determine who will approve leave and sick leave requests. For more details on system logic and request policy, refer to the relevant section.
4. Decide who will have access to the Open Reporting section and be able to open it for previous periods if employees fail to report on time (we recommend granting this access to Project Managers and team leaders).
5. Identify who will have access to manage overtime approvals.
6. Check if the Tracking Approvals option is enabled and decide if you want to use it.

To help you effectively start using the system, we have prepared instructions for:

• Engineers 

• Project Managers

2. Test payroll calculation

A test payroll calculation helps verify that the data migration and time reporting processes have been correctly completed.

In the Payrolls section, select a test period, run payroll, and check the calculation. If the data is incorrect, this indicates that details were missed in previous steps. You can always reach out to us for assistance in identifying the source of inaccurate data.

Several factors that could affect the calculation of employee compensation include:

• Different types of salaries and the differences in how they are calculated.

• Vacation reimbursements and the methods used to calculate these reimbursements.

• Adding commissions and bonuses.

Setting up HRM Functionality

HR managers usually participate in the data import stage, and their first introduction to ITFin often begins with employee profiles.

To make full use of the HRM functionality, we suggest the following steps:

• Check each employee’s profile and the start date of their employment with the company. If you have imported historical data and records of former employees, make sure that the termination date is correctly set in the profile of any former employee.

• Verify that the contract types are correctly entered and complete the employee profiles with personal information where necessary.

• Review the reports on vacation and sick leave accruals to ensure the data is entered correctly. If you have any questions about the balance of days or the amounts accrued, check the detailed information in the payroll calculator for the specific employee.
• Enable synchronization with Google Calendar through Community Apps.
• Schedule an employee appraisal through the Appraisals section.
• Prepare surveys in the Surveys section that align with your business needs.
• Schedule a 1:1 meeting

Now you are ready to conduct performance reviews in ITFin.

4. Setting Up Recruitment Functionality

The recruitment team can start using ITFin independently of other processes. To ensure a smooth start, a few basic settings need to be configured:

• Install the recruiter extension. Setup instructions can be found in the lower-left corner of the ITFin website

• Set up the stages of the candidate selection process
• Configure the labels you will use

And that’s it — the recruitment functionality is ready! Start adding job openings and hiring the best employees.

5. Issuing invoices to clients

First, we recommend familiarizing yourself with the interface description of the Invoices section. Then, proceed with the following steps:

1. Set up invoice templates in the Company > Settings > Templates section.
2. Create the necessary number of business units (if you have different legal entities or individual entrepreneurs) from which the invoices will be issued, and specify the invoice templates for them in Company > Settings > Business Units.
3. Specify the billing accounts for each client, the business unit from which the invoice will be issued, the invoice currency, and other details. If invoices are issued to a client from two different business units or in different currencies, you should create two billing accounts to ensure the system accurately processes financial calculations.
4. Before creating an invoice, check the time reporting. We recommend using the Tracking Summary report for this purpose.
5. Create invoices in the Invoicing section. You can also download the Tracking Report and include it in the email to the client along with the invoice.

Congratulations! You have set up the processes that require the most involvement from your team, so the most challenging steps are behind you. The next steps in mastering ITFin will focus on managing the financial aspects of your business.