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Salesforce Integration

 

The ClickTime + Salesforce integration aligns sales, delivery, and finance by connecting CRM activity with project time and costs. Automate project creation from Opportunities and send summarized time/billing data back to Salesforce for reporting and forecasting.

IMPORTANT: This integration is implemented by ClickTime (not self-service). It can be tailored to your Salesforce configuration.

Interested? Email support@clicktime.com or contact your Customer Success Manager.

 

 

Quick Start Checklist

  • ✅ You use a supported edition of Salesforce and ClickTime (see Requirements).
  • ✅ You can create a connected/integration user in Salesforce with API access.
  • ✅ You know which Opportunity stage / probability (or other condition) should trigger project creation in ClickTime.
  • ✅ You have admins who can validate field mappings and test the nightly return of time/billing summaries.

How to Get Started

  1. Email support@clicktime.com to request enablement. We’ll schedule a short discovery to confirm scope and mappings.
  2. In Salesforce, provision an integration user (API enabled) for ClickTime and share credentials securely with our team.
    Salesforce API user and connected app/API permission setup screenshot
  3. Together we’ll configure:
    • Trigger rules (e.g., stage, probability, record type) to create/maintain ClickTime projects.
    • Object/field mappings for Accounts, Opportunities (or a custom object), and any custom fields.
    • Return payload for nightly time/billing summaries to the chosen Salesforce object(s).
  4. Validate in a sandbox (recommended), then align on go-live and monitor first syncs with your admins.

What Syncs

Automatically Create ClickTime Projects

When an Opportunity meets your predefined criteria (e.g., specific Stage, Probability %, or type), the integration creates/updates a corresponding Project in ClickTime and can set it active/inactive based on your rules.

  • Direction of Data Flow: Salesforce ⟶ ClickTime
  • Objects Synced: Account, Opportunity, and/or a Custom Object
  • Sync Event: Created/Updated Salesforce Opportunity
  • Sync Frequency: Every 5 minutes
Diagram: Salesforce Opportunities auto-creating ClickTime Projects

Automatically Return Time Entries

Nightly, ClickTime sends a summary of worked time and billing/cost figures back to Salesforce for executive and pipeline reporting. (Detail-level options can be discussed during implementation.)

  • Direction of Data Flow: ClickTime ⟶ Salesforce
  • Objects Synced: Summarized Time Entries (to a custom object, Opportunity, or Account)
  • Sync Event: Nightly timer
  • Sync Frequency: Nightly
Diagram: ClickTime time summaries written back to Salesforce nightly

Data Mapping

Salesforce ⟶ ClickTime (Project Creation)

  • Account.Name ⟶ Client Name
  • Opportunity.Name ⟶ Project Name
  • Opportunity.Account ⟶ Client
  • Opportunity.Stage ⟶ Status
  • Opportunity.Start Date ⟶ Project Start Date
  • Opportunity.End Date ⟶ Project End Date
  • Custom fields ⟶ Custom fields

ClickTime ⟶ Salesforce (Time Data)

  • Hours (aggregate) ⟵ Hours
  • Billable hours (aggregate) ⟵ Billable hours
  • Non-billable hours (aggregate) ⟵ Non-billable hours
  • Total Billable Amount ⟵ Total Billable Amount
  • Total Costs ⟵ Total Costs

Requirements

  • ClickTime: Team, Premier, Enterprise, Nonprofit, or PR Edition
  • Salesforce: Ultimate, Enterprise, Performance, Developer, or Professional (with API Access)
  • Connectivity: Salesforce API access for the integration user

Security & Reliability

  • Automatic: Syncs run continuously on the defined intervals.
  • Secure: Encrypted channels to our SOC-2–certified datacenter; GDPR-compliant processing.
  • Customizable: Mapping and scope can be adapted to your org.
  • Supported: Implemented and supported by ClickTime’s Integrations team.

Known Limitations

  • Field availability: Mapping depends on fields your Salesforce org exposes via API.
  • Delete behavior: Deleting an Opportunity does not automatically delete the corresponding ClickTime Project (archival/cleanup is handled case-by-case).
  • Nightly summaries: Returned time data is summarized by default; detail-level writes require additional design.

 

Troubleshooting & FAQs

Click on the question to see the answer

👆 An Opportunity met the criteria, but no ClickTime Project was created.
  • Confirm the record meets your exact trigger rules (Stage, Probability %, or Record Type).
  • Verify the integration user has API access and visibility to the Account/Opportunity (and custom fields).
  • Allow up to one sync interval (≈5 minutes) and check again.
👆 Nightly totals aren’t appearing in Salesforce.
  • Confirm the destination object/fields exist and are API writeable.
  • Verify at least one approved or posted day of time exists for the mapped Project in ClickTime.
👆 Can we include additional custom fields?

Yes. We can extend the mapping to your custom Salesforce or ClickTime fields during implementation.

Feedback & Support

Questions or want to get started? Email support@clicktime.com or reach out to your Customer Success Manager.

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