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Getting Started with Hidma
Welcome to Hidma! This guide will help you get up and running with the platform.
What is Hidma?
Hidma is a comprehensive time tracking and billing application specifically designed for professional services firms like accounting practices, law firms, consulting agencies, and any business that bills clients based on time worked.
At its core, Hidma helps you track time efficiently across all your projects and clients, capturing every billable hour your team works throughout their day or week. This tracked time then flows seamlessly into professional invoice generation, where approved hours automatically convert into line items with correct rates applied. The system manages your complete billing workflow from draft creation through payment tracking, ensuring nothing falls through the cracks.
For teams, Hidma provides a structured timesheet approval process where managers review and validate entries before they can be billed, maintaining quality control over what gets invoiced to clients. The work in progress monitoring gives you real-time visibility into unbilled work - time you've completed but haven't yet converted into invoices - helping you understand cash flow and ensure prompt billing. And the integrated payment handling lets you record when clients pay, track outstanding balances, and reconcile your accounts receivable, giving you a complete financial picture from the moment work begins through final payment receipt.
Quick Start
New to Hidma? The fastest way to get productive is following this progression from orientation through your first real work.
Start by completing the onboarding process, which includes a comprehensive video walkthrough showing you every major feature and how they connect. This 26-minute investment gives you the mental model of how Hidma works and where to find things when you need them. Complete Onboarding
Once you understand the overall system, set up your personal profile with your details, contact information, and preferences. This profile information appears on timesheets and reports, and configuring your preferences ensures Hidma displays information the way you like to work - your preferred date formats, time zones, and notification settings.
With your profile configured, spend some time learning the interface by clicking through the main sections. Explore the Dashboard to see your performance metrics. Navigate to Clients and Projects to understand your assigned work. Check out Your Timesheet to see the time entry grid. This hands-on exploration, without the pressure of logging real work yet, helps you build confidence with where things live.
Finally, start tracking time on actual work. Log a few hours to a real project, save them, and see how they appear on your timesheet. This first entry is your breakthrough moment - once you've successfully logged time once, the process becomes second nature and you can focus on your actual work rather than the mechanics of the tool.
Main Features
For All Users
The Dashboard serves as your home base, showing your performance statistics like total hours tracked, billable percentage, and utilization rate. It also provides quick actions for your most common tasks - adding time entries, viewing pending timesheets, or jumping to recent projects - putting everything you need frequently right at your fingertips.
Your Timesheet is your daily workspace where you log time across all your projects. The grid layout shows your week at a glance with days as columns and projects as rows, making it fast and intuitive to enter hours. You can track time by individual days, copy recurring patterns from previous weeks, and submit completed timesheets for manager approval.
The Clients & Projects section gives you visibility into all work you're assigned to. You can view client details, see project status and budgets, check how many hours you've logged against each project, and understand deadlines and deliverables. This contextual information helps you prioritize your time and understand where your effort is going.
Mobile Access means you can track time from anywhere using your phone or tablet. Whether you're on-site with a client, traveling between meetings, or working remotely, you can log hours in real-time rather than trying to remember everything at day's end. The mobile interface is optimized for touch, with gesture controls that make time entry fast even on small screens.
For Managers
Timesheet Approvals give you centralized oversight of your team's time tracking. You can review all submitted timesheets in one view, approve multiple entries at once when you're confident they're accurate, or reject specific entries with comments requesting corrections. This approval workflow ensures only verified time makes it onto client invoices, protecting both revenue accuracy and client relationships.
Project Management capabilities let you create and organize projects, assign team members, set budgets and deadlines, and monitor progress. You can see who's working on what, how much time has been consumed versus budget, and whether projects are on track. This visibility helps you balance workloads, identify capacity issues early, and keep projects moving forward efficiently.
Billing functionality converts approved time into revenue. You can pull tracked hours into invoices with just a few clicks, apply appropriate charge-out rates automatically, preview what the client will receive, and send professional invoices directly from the system. The billing process integrates seamlessly with time tracking, eliminating double-entry and reducing errors that cost time and money.
For Administrators
User Management gives you complete control over who can access Hidma and what they can do. Add team members and send activation emails, assign roles that determine permissions and capabilities, organize users into teams that reflect your organizational structure, and adjust access as people's responsibilities change. This centralized user administration ensures everyone has appropriate access without over-permissioning.
Settings is your control center for configuring how Hidma works for your organization. Set up charge-out rates that determine billing amounts, configure client and project codes for tracking and reporting, adjust system preferences like date formats and currencies, and customize invoice templates to match your branding. These configuration choices affect how the entire system behaves for all users.
Reports provide financial and operational insights drawn from all the data flowing through Hidma. Generate work-in-progress reports showing unbilled hours by client, create utilization reports showing how productively your team is working, analyze project profitability to understand which engagements are most valuable, and export data for deeper analysis in spreadsheets or business intelligence tools. These reports transform raw timesheet data into actionable business intelligence.
What's Next?
Start Here
📺 Watch the Complete Onboarding Guide to see all features in action
After onboarding, explore these topics based on your role:
I'm a Team Member
I'm a Manager
I'm an Administrator
Need Help?
Browse our Video Library for tutorials on specific features, or use the search bar to find what you need.