How Apollon automated time tracking and invoicing

Situation

Benjamin’s Professional Services organization is structured with four team leaders managing timesheets, salaries, profitability, and staffing. Evaluation of projects was only possible via Excel, while time recording was handled manually through a mix of legacy tools, toggl plan, PowerPoint, and several differently structured spreadsheets. Vacation and absence planning were disconnected from project planning, creating inefficiencies.

Challenge

Benjamin wanted a unified process flow and ideally one tool that could cover project evaluation, time recording, and vacation planning in a single place. Integration with billing was critical too—specifically with easybill and a Datev interface—something other vendors could not provide. Without such a system, reporting remained manual, slow, and error-prone, and team leaders spent hours per week managing timesheets and reconciling data.

As Benjamin noted, “We didn’t have visibility into project activities and status without constantly asking for updates and interrupting those doing the work.”

Impact

With Aerion, apollon transformed its Professional Services operations. Time tracking is now automated, including direct integration with Jira, saving team leaders two to four hours per week. Scheduling and budget evaluations can be tracked in real time without manual intervention, giving team leaders the ability to monitor KPIs such as monthly accomplishments and project profitability instantly.

The accounting department now benefits from automated invoice imports and one-click invoice creation, fully integrated with easybill and Datev. Thanks to close collaboration with Aerion’s team, implementation was quick and adoption smooth. Today, apollon’s project planning process is automated end-to-end, delivering greater visibility, efficiency, and confidence across the organization.

“With Aerion, everything is much clearer and easier to see.”

— Benjamin Steinbach, Director Professional Services