You’ve just been asked to “quickly change the agenda and resend.” You know the client expects it not to be billed. You know they think it will take a few minutes. The reality is different. It means opening the project, updating suppliers, checking budgets, and chasing sign-off. You know this. Still, billing the time is hard because hours are scattered in different tools, budgets and actuals don’t match, and there’s no simple way to show what “quick” really took.
This article is for busy meetings & events pros who don’t love timesheets. It explains the problem the industry if currebtly facing, and shows how Qondor time tracking helps you protect scope today and price smarter tomorrow.
Why time goes missing in meetings & events.
- “Could you just…” becomes hours. Micro tasks pile up across 4–7 live projects. Each one feels too small to bill on its own, yet together they erode margin.
- Disconnected tools. Hours in one system, proposals and budgets in another. Reconciling takes time, so it slips.
- Late logging = bad data. When time is logged at the end of the day, or the end of the week, people underestimate by 30–50% and errors spike.
- Client expectations. If you haven’t shown the work, clients assume it was tiny. You end up absorbing the cost.
The bottom line: losing “one hour per project” is a conservative assumption. Multiply that by project volume and you see why margins feel permanently squeezed.
The cost of status quo.
- Invisible hours become write-offs.
- Budgets drift from reality.
- Invoicing slows down and invites disputes.
- Next proposal repeats the same underestimates.
- Teams pick up extra work in evenings and weekends.
You don’t need another timer app. You need a simple way to show the work against the budget, inside the platform where your projects live.
Why Qondor time tracking is different.
Built for the way the industry really works. Not a generic time tool. Qondor connects proposals, budgets, suppliers, registration, invoicing and reporting. Time tracking sits in the same flow.
- Effortless in the flow. Log as you work in Qondor projects. no extra tools, no double entry.
- Evidence you can share. Client-friendly reports show what “quick” really took.
- Budget alerts. Get early warnings when you near the limit so scope is agreed before write-offs.
- Rates that match contracts. Role and seniority logic with client rate libraries.
- Invoice from reality. Create invoices based on tracked time and the live project budget.
- True profit. See what you pay your team vs what you charge your client, in one view.
- Governance built-in. GDPR, access controls and permissions to keep internal costs private.
How it fits your end-to-end workflow.
Request → budget & proposal → planning → registration → communications → invoicing & reconciliation → suppliers → sustainability → reporting.
Time tracking plugs into this sequence. Hours feed margin control during planning, keep acceptance honest during changes, and speed up invoicing at the end. Every project becomes a feedback loop for better pricing next time.
From “why pay now?” to “we see the value.”
When a client asks, “why pay for this now if it used to be included,” you can point to a clear record of the work and agree scope before extra time is spent. Predictable costs for them. Protected margin for you.
Suggested wording:
“We’re making the process clearer. This report shows the actual time that went into the change. in the past we absorbed a lot of this; now we’ll agree together when something is in-scope and when it isn’t, before extra time is spent. That keeps your costs predictable and the project on track.”
Quick ROI example.
- Save just 0.5 hour of admin per project by logging in Qondor, not a separate tool.
- 30 projects per project manager per year.
- Internal cost value €90/hour.
Value: 0.5 × 30 × €90 = €1,350 recovered per PM per year.
Indicative cost: ~€240/year per user.
net: €1,110 → ~462% ROI.
Scale to 1 hour on 40 projects at €120/hour and ROI exceeds 1,900%.
Implementation tips teams actually use.
- Start with live projects only. Don’t backfill. Momentum beats perfection.
- Keep categories simple: proposal work, supplier coordination, change requests, on-site.
- Use budget alerts to trigger a scope check before you overspend.
- Share a short, visual time report in weekly client updates. Teach value as you go.
- After the first month, use real data to tune future proposals.
Frequently asked questions.
Does time tracking just help me sell more hours?
It helps you show reality, which protects scope today and informs better pricing tomorrow. Whether you bill more immediately is up to your commercial model, but you will stop silent write-offs.
Will my team actually use it?
Yes, because it lives where the work lives. Logging takes seconds inside each Qondor project, not another app.
Won’t clients push back?
Clear records reduce pushback. You also get early warnings before budgets are blown, so conversations happen before the invoice.
We already use a free timer. why change?
Free timers sit outside your workflow. Qondor ties hours to budgets, rates, invoices and profit, with governance built in. fewer tools, less admin, clearer margins.
Ready to make the invisible visible?