Time Tracking Automation with AI for Vicedomini Softworks

Even in a software development studio like ours, some manual processes can become a hindrance. Time tracking, essential yet repetitive, consumed valuable time. We transformed this operational cost into an opportunity by enhancing our internal management system, Atelier, with artificial intelligence that automates time tracking.

The Challenge

Manual time tracking is a low-value activity that interrupts workflow and introduces the risk of inaccuracies. For our team, it meant taking precious minutes away from development and design every day to fill out forms or spreadsheets. This process not only reduced productivity but also made project cost analysis and real-time resource allocation more complex. The problem was clear: we needed a system that recorded time intelligently, without burdening people.

Our Approach

We decided to solve the problem internally, applying the same expertise we offer our clients. The goal was to create an automation solution that integrated seamlessly into our project management tool, Atelier, without adding complexity.

Smart and Non-Invasive Automation

Our action plan was articulated in four key phases:

• Analysis of the existing workflow to identify friction points and automation opportunities.
• Design of a system based on MCP Server, to ensure that the collaborator would not have to leave their development IDE, maximizing productivity and speed.
• Development of a native integration within Atelier, our internal management system, so that the automation was perceived as a natural evolution of the tool, not an external addition.
• Incremental releases and feedback cycles with the team to refine the algorithm and user experience.

This method allowed us to build a tailored solution that precisely met our operational needs, transforming an internal problem into a demonstration of our capacity to innovate.

The Solution

We enhanced Atelier with a new automatic time tracking feature based on artificial intelligence. It is not a separate software, but an intelligent extension of the management system our team uses every day.

From Activity to Time Tracking, Without Data Entry

The system works in the background. AI agents installed locally (Claude Code, Codex), upon user request, analyze the development and design activities a team member is working on via git analysis. Based on the context (task, project, application in use), the AI automatically creates draft time entries directly in Atelier.

Human intervention is reduced to simple supervision: at the end of the day, each person finds the proposed time tracking entries ready to be validated with a click. This completely eliminates the need to remember tasks performed and enter them manually.

The Results

The introduction of automatic time tracking generated an immediate and positive impact on our internal operations, with direct benefits on how we work.

More Time for Innovation, Less for Administration

• Drastic reduction in time dedicated to data entry: our team recovered valuable hours each week, which can now be fully dedicated to designing and developing software for our clients.
• Increased data accuracy: automation minimizes human errors and omissions, providing us with more reliable time tracking data for project management and strategic planning.
• Improved focus and productivity: by eliminating a constant interruption, we improved team concentration, allowing for longer creative and technical workflow.
• Decisions based on reliable data: with updated and precise data, our ability to analyze costs and allocate resources has become more timely and effective.

Why It's Replicable

This solution is proof that artificial intelligence can solve concrete operational problems, even in contexts where tools are already consolidated. The approach is not limited to time tracking but is a model applicable to any business process characterized by manual and repetitive data entry.

If your company employs talented people in low-value administrative activities, wasting potential and introducing error risks, smart automation is the answer. The first step is to identify the right process to optimize. If you want to discover how a tailored AI integration can unleash your team's potential, tell us about your challenge. We are ready to listen.