The ultimate guide to choosing the best time tracking software

If your day-to-day tasks involve managing people, time tracking software is a tool that’ll help you keep your cool in a fast-paced business landscape. Businesses, both large and small, rely on time tracker software to streamline their operations and maximize productivity. Whether it’s tracking billable hours, managing projects, optimizing resource allocation, or maintaining work-life balance, the right time tracking tool can make a significant difference.

Choosing the ideal time tracking system can be challenging, given the number of options available in the market. From feature-rich solutions to user-friendly interfaces, each promises to be the best time tracking software for your organization’s needs.

This guide aims to simplify the selection process by providing insights into the most popular time tracking systems. We’ll take a look at the key features, pricing options, and user reviews to help you make an informed decision.

How does time tracking software work?

Whether it’s called time tracking software, time tracker software, or a time tracking tool, here’s what it really means: it’s a digital solution designed to help individuals and organizations monitor and manage the time spent on various tasks and projects.

It serves as a platform for recording work hours, tracking billable hours, and analyzing productivity patterns. At its core, a time tracking system captures data on when tasks are started and completed, allowing users to gain insights into their time usage and identify areas for improvement.

The best time tracking software options offer a range of features and functionalities to suit different needs and preferences. Some common features include customizable timesheets, project tracking and integration with other productivity tools such as project management software and calendar software. Many time tracking systems work on desktop computers, mobile devices, and web-based platforms alike, providing users with flexibility and accessibility to track their time from anywhere.

Best time tracking software at a glance

There are many options out there—it’s important to do some research and compare what works best for you. In this section, we’ll take a look at the core features of the most popular time tracking tools in the market. Comparisons like this will help you choose the best time tracking software for you.

Time Tracking App	Automatic time tracking	Manual time tracking	Performance evaluation	Reporting	Task management	Free plan	Employee scheduling	Pricing	Ratings
DeskTime	✔	✔	✔	✔	✔	✔	✔	Starting from $7/user per month	4.6
Toggl Track	✔	✔	✔	✔	✔	✔	–	Starting from $10/user per month	4.7
Harvest	✔	✔	✔	✔	✔	✔	–	Starting from $10/user per month	4.6
Clockify	✔	✔	✔	✔	✔	✔	✔	Starting from $9.99/user per month	4.7
TimeCamp	✔	✔	✔	✔	✔	✔	–	Starting  from $7/user per month	4.7
Hubstaff	✔	✔	✔	✔	✔	✔	–	Starting from $7/user per month	4.5
RescueTime	✔	–	✔	✔	–	✔	–	Starting from $9/user per month	4.6
ClickTime	✔	✔	✔	✔	✔	–	✔	Starting from $12/ user per month	4.6
QuickBooks Time	✔	✔	✔	✔	✔	–	✔	Starting from $25/ user per month	4.7
Everhour	✔	✔	✔	✔	✔	✔	✔	Starting from $7/month	4.7

Getting to know different time tracking software tools

DeskTime

DeskTime provides comprehensive time tracking and productivity analysis tools designed to enhance business efficiency. With its user-friendly interface and robust features, DeskTime helps businesses optimize their workflows and maximize productivity while prioritizing employee well-being. By offering insights into work habits and patterns, DeskTime empowers organizations to foster a healthy work-life balance and create a positive work environment.

Capterra rating: 4.6

Free plan: Yes, with limited features.

Main features: Automatic time tracking, customizable productivity reports, project tracking.

Main integrations: DeskTime integrates with the most popular project management tools, including Google Calendar, Outlook Calendar, Trello, Asana, and Jira.

Toggl Track

Toggl Tracking offers intuitive time tracking solutions with a user-friendly interface and powerful features to enhance productivity. Its seamless integration with various popular tools ensures smooth workflow management for users across different platforms and applications. 

Rating: 4.7

Free plan: Yes, with limited features.

Main features: One-click time tracking, customizable reports, project tracking.

Main integrations: Slack, Asana, Trello, and Google Calendar.

Harvest

Harvest provides time tracking and invoicing software designed to streamline project management and billing processes for businesses of all sizes. With its robust reporting capabilities and customizable invoicing features, Harvest empowers businesses to gain valuable insights into their projects and finances, ultimately improving efficiency and profitability.

Capterra rating: 4.6

Free plan: Doesn’t offer a free plan.

Main features: Time tracking, expense tracking, project budgeting, invoicing capabilities.

Main integrations: Harvest integrates with popular apps like QuickBooks, Xero, Slack, and Basecamp.

Clockify

Clockify offers basic free time tracking software with unlimited users and projects, allowing teams to track time efficiently. Its user-friendly interface and extensive reporting tools allow teams to identify areas for improvement and optimize their workflows. With Clockify, businesses can enhance productivity and accountability across all levels of their organization.

Capterra rating: 4.7

Free plan: Yes, with limited features. 

Main features: Manual time tracking, reporting, timesheet approvals.

Main integrations: Clockify integrates with apps like Slack, Trello, Asana, and Google Calendar.

TimeCamp

TimeCamp provides time tracking and project management software with automatic time tracking and budgeting features. Its interface and customizable reporting options make it easy for teams to monitor their progress and make data-driven decisions. With TimeCamp, businesses can streamline their project workflows and effectively manage resources to meet deadlines and achieve their goals.

Capterra Rating: 4.7

Free Plan: Yes, with limited features.

Main Features: Automatic time tracking, timesheets, invoicing, project budgeting.Main Integrations: TimeCamp integrates with tools like Asana, Trello, Slack, and Zapier.

Hubstaff

Hubstaff offers time tracking and team management software with GPS tracking and online timesheets to monitor and manage remote teams effectively. Its advanced reporting features provide detailed insights into employee productivity and project progress, allowing managers to make informed decisions and optimize workflows. 

Capterra Rating: 4.5

Free Plan: Doesn’t offer a free plan.

Main Features: GPS tracking, online timesheets, employee monitoring, payroll integrations.

Main Integrations: Hubstaff integrates with tools like Trello, Asana, Slack, and QuickBooks.

RescueTime

RescueTime offers automatic time tracking software to improve productivity and focus. It helps users understand and optimize their digital habits by providing detailed insights into daily activities and time usage. This enables users to identify patterns, set goals, and make informed decisions about their work habits.

Capterra Rating: 4.6

Free Plan: Yes, with limited features.

Main Features: Automatic time tracking, productivity analysis, distraction blocking.

Main Integrations: RescueTime integrates with tools like Trello, Asana, Slack, and Google Calendar, offering insights and recommendations to enhance productivity and time management.

ClickTime

ClickTime provides time and expense tracking software with powerful reporting and budgeting features to help businesses streamline project management and financial processes. Its advanced analytics tools allow for real-time tracking of project costs and resource allocation, enabling organizations to make data-driven decisions and optimize their budgets effectively. 

Capterra rating: 4.6

Free plan: Doesn’t offer a free plan.

Main features: Time tracking, expense tracking, reporting, budgeting.

Main integrations: ClickTime integrates with popular tools like QuickBooks, Salesforce, NetSuite, and Zendesk.

QuickBooks Time

QuickBooks Time (formerly known as TSheets) offers time tracking and scheduling software with a mobile app functionality. It allows businesses to track and manage employee time. Its user interface and GPS tracking feature provide visibility into employee locations, facilitating compliance with labor laws and efficient workforce management. 

Capterra Rating: 4.7

Free Plan: Doesn’t offer a free plan.

Main Features: Mobile time tracking, employee scheduling, detailed reporting, seamless payroll integrations.

Main Integrations: QuickBooks Time integrates with accounting software such as QuickBooks, Xero, Gusto, and ADP.

Everhour

Everhour provides time tracking and project management software with time tracking and reporting features to help teams track billable hours and manage projects effectively. With Everhour’s reporting capabilities, teams can gain insights into project progress, budget utilization, and team productivity.

Capterra Rating: 4.7

Free Plan: Doesn’t offer a free plan.

Main Features: Time tracking, project management, reporting, invoicing.

Main Integrations: Everhour integrates with tools like Asana, Trello, Basecamp, and Jira.

Benefits of time tracking software for large organizations

Time tracking is crucial for large enterprises or organizations because of the challenges posed by the scale and complexity of operations. That’s why the benefits of implementing a time tracking system for employees are substantial for them. These systems provide comprehensive insights into employee productivity, enabling managers to identify inefficiencies, allocate resources effectively, and optimize project timelines.

Moreover, centralized time tracking platforms streamline payroll processing and enhance transparency and accountability. Additionally, in today’s increasingly remote work environments, time tracking systems for remote employees play a vital role in ensuring productivity and accountability across distributed teams, as well as improving employee work-life balance.

Time tracking software for small businesses

Small businesses often face resource constraints, so accountability is extra important. Enter time tracking software, which offers numerous benefits for small businesses. By accurately tracking billable hours and project expenses, small business owners can optimize pricing strategies and improve profitability, as well as accurately bill clients for their projects.

Plus, time tracking tools help small businesses streamline administrative tasks such as payroll processing and client invoicing, freeing up valuable time for business owners to focus on core operations and growth initiatives.

How to adapt time tracking software into daily workflow: tips & tricks

Here are some tips and tricks for adapting time tracking software into your daily workflow:

1. Start with a clear plan: Define your objectives and goals for using time tracking software. Determine how it will benefit your workflow and what specific metrics you want to track.
2. Choose the right software: Select time tracking software that meets your needs and preferences. Consider factors such as ease of use, features offered, scalability, and pricing options.
3. Customize for your workflow: Tailor the software to fit your specific workflow requirements. Adjust settings, project structures, and task categories to align with your work style.
4. Encourage adoption: Communicate the benefits of time tracking software to ensure support from all team members. Provide training and support to help everyone onboard and use the software effectively.
5. Set clear expectations: Establish guidelines and expectations for how time tracking data will be used and analyzed. Clearly communicate the importance of accurate and consistent time tracking for project management and accountability.
6. Provide feedback and coaching: Offer feedback and coaching to team members based on their time tracking data. Use it as a tool for performance evaluation, coaching, and professional development.
7. Stay flexible: Be open to adapting your time tracking approach as your business evolves. Stay informed about new features and updates in time tracking software to ensure you are using it to its full potential.

The integration of time tracking software into your daily workflow is sure to enhance your team’s productivity and efficiency. By leveraging the features of the best time tracking software available, you can manage your team’s time and optimize your workflow.

That’s all from us! Remember—whether you choose a time tracker software with advanced reporting capabilities or a simple time tracking tool, integrating it into your and your team’s daily routine can help you stay organized and focused on achieving your goals. Explore the various time tracking systems out there and find the one that best suits your needs to unlock your full potential and succeed in your endeavors.