We hear a lot about time tracking, especially in work-related environments. Whether for employees’ work hours or your own work time, you want an easy-to-use app to help you monitor, manage, and schedule time. However, not all time-tracking apps are the same.
Some are mainly designed for mobile devices, such as iPhone and Android, while others run in a browser and allow access from any device connected to the internet. Some are straightforward and offer just a few functions, while others are complex software solutions that address payroll, leave management, and shift scheduling. Read along to learn how to choose a time-tracking app and find out our top choices in this area.
Oddly as it may sound, the best time-tracking software is the one that fits your workflow like a glove. If you or your staff have to go out of your way to clock in and out, record worked hours, and keep a well-organized and accurate balance, you need another time-tracking system.
Therefore, the best time-tracking app is adaptable, customizable, and designed for performance. It runs smoothly on whatever devices you use. The app clearly identifies its strengths and targeted customers. For example, you can find dedicated time-tracking apps for construction, consultants, or freelancers.
Amongst good-to-have features are the ability to automatically compute totals (e.g., total worked hours per day, per week, etc.), the possibility to deal with breaks, sick days, and other types of time off, cost-related functions (e.g., hourly fees), and integration with other management tools you may already use. Last but not least, it helps to be free or, at least, has a free version (e.g., one with fewer features or for a limited number of users) because you can try it out at no cost.
Toggl Track | MyHours | TrackingTime | TimeCamp | Harvest | Clockify | Paymo | DeskTime | Everhour | ActivTrak |
Free for up to 5 users | Free for up to 5 users | Free for up to 3 users | Free version with limited features | Free for one user, up to 2 projects | Free | Free for unlimited users, up to 5 clients, up to 10 projects | Free for one user | Free up to 5 users | Free for up to 3 users |
Web, desktop, mobile apps | Web app | Mobile, desktop apps | Web, desktop, mobile apps | Mobile, desktop apps | Web, desktop, mobile apps | Mobile, desktop apps | Web, desktop, mobile apps | Web, mobile apps | Web |
Auto tracker of used apps and websites for desktop app | Automate timesheet approval | Automated Time Tracker (AutoTrack) | Timer | Timer | Timer, Auto tracker of used apps and websites | Timer | Auto tracker of used apps and websites for desktop app | No | Automatic time tracking |
No billing | Billing rates | Billable hours | No billing | Invoicing | Invoicing | Invoicing | No billing | No billing | No billing |
Toggl Track is flexible, customizable, and versatile. The free version offers unlimited time tracking for up to 5 users and inactive data storage for up to 6 months. You can create as many tags and clients as you want, export reports, and use Toggl Track extensions for browsers. The app aims to deliver accurate data using requested fields, admin approvals, notifications, and report audits.
Furthermore, Toggle Track fits your workflow perfectly because it is available as a web-based, mobile, and desktop app. The desktop version includes automated time tracking, a feature that automatically records any app or website used for more than 10 seconds. Toggle Track integrates with Google and Outlook calendars, GitHub, Asana, Jira, and other work management tools.
MyHours is easy and efficient, takes no time to set up, and looks a lot like the spreadsheets you are familiar with. It is a web-based app with a free version for up to 5 users. Among its best features are the automated timesheet approval process, billing rates that go directly to payroll or invoicing, reports exported as XLS or PDF files, a stopwatch, custom and required fields, and daily or weekly reminders.
With MyHours, you can monitor your budget or costs for each project. You add billing rates or non-billing labels, which are calculated in real-time.
You’ll also appreciate its customizable features. For example, you can create templates for everyday tasks and avoid repetitive, time-consuming work.
TrackingTime aims to be an all-in-one solution that provides not only time-tracking functionality but also project-tracking features, reports, and tools for complying with internal and external requirements. It integrates smoothly with over 50 management tools, runs on desktops and mobile devices, and facilitates any working style.
You get a complete dashboard where you can see every user, project, and client and their worked hours. Timesheets are customizable and designed to prevent errors, and you can export reports and invoices for billable hours.
Remote employees will appreciate the automatic time tracking feature that records worked hours in real-time and the timesheet audit feature that helps them register accurate data and make no mistakes.
If you’re looking for an exclusive time-tracking solution, TimeCamp is a perfect choice. Its time-tracking features are available for free for an unlimited number of users and projects. The free version runs as a desktop, mobile, or web-based app, includes a Time Clock Kiosk, and features geofencing.
TimeCamp is user-friendly and intuitive, includes multiple work schedules and time off types, manages overtime, and offers a fast and efficient approval process. Thanks to its graphic analytics and detailed reports, it also makes project monitoring easy. In addition, if you are also looking for a collaboration tool, you can pair TimeCamp’s time-tracking app with their collaboration platform, TimeCamp Planner. If not, you can settle for one of the many management tools TimeCamp is compatible with.
Harvest aims to track time across projects, help you monitor attendance and keep an eye on the budget, manage invoicing, and more. The free version allows one user and a maximum of two projects, which is a little but covers a freelancer or consultant. You can add, remove, or modify projects at any time, track time worked on a project or in a Google Calendar event (Hint: you can monitor how much time you spend in meetings), and generate invoices and email them to your clients with just one click.
Harvest allows for hourly rates or fixed fees, integrates with Xero and QuickBooks for online payments, and sends payment reminders when it’s the case.
Clockify is the ultimate time-tracking app, and it is entirely free. It runs as a web-based app and on both desktop and mobile devices. Clockify features most of the functionalities you want in a time-tracking app: a timer that runs in the background, weekly timesheets, a kiosk tool, billable and non-billable hours, project monitoring, and reporting. It even includes an automatic time tracker that records activity on websites and apps.
Furthermore, you can use Clockify to manage time off, generate invoices, and monitor expenses and fees per project. This tool allows every employee to receive custom access, making the workflow smooth and transparent.
Paymo is a complex time-tracking solution, but unfortunately, the free version includes only a small part of its features. Still, the free version allows unlimited users, so if you want just a time tracker, Paymo can be a time tracking app all your employees can use for free.
Paymo features worked hours per client and project, billable and non-billable hours, timesheets with customizable settings, a web timer to track time directly in the browser, and live reports. It also includes a stopwatch and a Pomodoro timer for better time management.
DeskTime provides a free version with limited features, which includes most of the app’s time-tracking functionalities. In addition, the free version doesn’t limit the number of users or projects so that you can use it for your staff regardless of your number of employees. You can use it in a browser, on a desktop computer, or as a mobile app.
DeskTime features many automatic functionalities designed to prevent burnout. For example, the desktop version includes automated time tracking, tracks breaks and time spent away from the computer, and provides a web timer. It also tracks programs, apps, and websites.
The dashboard provides easy access to all data and is customizable. The detailed reports with visual analytics will be much appreciated.
Everhour is a straightforward time-tracking solution that runs on a browser and mobile app. It allows you to track time over tasks and projects, monitor real-time progress, visualize weekly team timesheets, and generate detailed reports. Reminders are automatically sent if no time is tracked for two hours or less than the daily norm. You can, of course, personalize these to match your staff’s workflow.
In addition, you can use Everhour to manage time off, keep employee records in one easily accessible place, edit them when necessary, and generate the reports you need for payroll and invoicing.
ActivTrak aims to cover all the necessary tools to maximize your business’s performance. Regarding time tracking, the app offers a free version, which is ideal for small teams. It features real-time reporting, activity summaries by person, team, apps, websites, and categories, automatic time tracking, and logs and reports. The admit defines roles and permissions, monitors applications and website usage, and receives real-time alerts when the app is not being used as it’s supposed to be.
The dashboards are intuitive and packed with graphics for measuring progress and productivity. They also allow you to spot team productivity patterns over 30 days and monitor each person’s activity in real-time.
List your requirements, including feature-related ones (what you need the app to do), workflow-related ones (user number, data storage, etc.), and technical ones (devices, operating systems, browsers, etc.). Then, evaluate the time-tracking apps that promise to deliver everything you need on the following basis:
Time-tracking apps are essential for payroll and billing. You need to know how many hours your employees have worked to pay them accordingly, and you or your staff need to know how much time they spent working on a project to bill your customers accordingly.
They are also important for legal purposes. Tracking how many hours your employees work allows you to avoid paying for overtime or breaking labor laws. Employees can work a limited number of hours and are entitled to time off. Keeping an eye on their workload and attendance is impossible without time tracking.
In addition, time-tracking reports provide valuable insights into your business. They allow you to analyze patterns and statistics and increase your productivity. You can easily predict absenteeism trends, learn the busiest times of the month or year, and act before it’s too late.
Everyone benefits from intelligently using time-tracking apps, from employees to managers to business owners. They help even when you only have yourself to manage. Find the right app for your business and staff, and you’ll see why. Here are the most common benefits to expect:
As an employer, you are responsible for your employees’ welfare. You must ensure they are fairly paid according to their worked hours balance. For example, you must compensate them for working overtime or on a public holiday. At the same time, you are responsible for granting them the amount of time off they are entitled to by law. Time tracking helps you gather real-time accurate data and generate the reports you need for payroll.
In addition, these vast amounts of data gathered over extended periods are vital for future project estimates, cost estimates, and workforce-related patterns. They translate into research for future projects, showing you how much workforce you need for a specific task, how long a project might take, and which are the most productive months of the year.
In short, time-tracking apps increase profitability for employers, business owners, and project managers.
As an employee, you want to be fairly paid for all your work, including overtime, night shifts, and weekend shifts. Time tracking apps accurately record your effort and ensure all data goes to payroll.
Furthermore, you get to see how you organize your work. For example, a simple clock-in / clock-out app may show your tendency to arrive late at work, or, on the contrary, it may show a tendency to stay late at work. In response, you may analyze what makes you arrive or stay late at work and either improve your morning routine or work on short, less important tasks in the afternoon. Therefore, time-tasking apps can help you prioritize work, manage your daily agenda better, and improve your productivity.
Employees also have a group advantage. Using time-tracking apps provides transparency and improves shift scheduling and leave management. You avoid over-allocation and can react quickly to an unexpected absence and cover for a missing employee. Employees benefit from better work conditions, a healthier work environment, and better team management.
Efficient time tracking is key for consultants and freelancers. It provides accurate data for billing your clients and managing your activity. Time tracking helps you understand how you use your time and where there is room for improvement. Consequently, you learn to prioritize tasks, complete your work faster, and estimate your fees better.
Furthermore, time-tracking data helps you estimate costs for future projects, make better business decisions, manage budgets better, and never miss a deadline. It’s a guideline for managing your business, being transparent with your team, and taking accountability for your projects.
Wrap up
In conclusion, when choosing a time-tracking app, it's important to consider its adaptability, features, and compatibility with your workflow. The top choices, including Toggl Track, MyHours, and TrackingTime, offer various features and are available in free versions for a limited number of users. Depending on your specific needs and preferences, these apps can help streamline time tracking and management tasks effectively.