Managing time can feel like a juggling act, especially when you’re handling multiple projects, clients, and deadlines all at once. For agencies, it’s crucial to keep things organized while making sure billable hours are accurately tracked and no minute is improperly logged.
The right time tracking tool can take the chaos out of the equation, giving you a clear view of where time is spent. It’s not just about logging hours either—attendance tracking plays a key role in managing your team’s productivity, ensuring you stay on top of every task, project, and invoice.
If you’re looking for the right time tracking solution, here’s what you should know.
The Winners
Too long to read? Here are our top 5 time tracking tools for agencies that best fit different aspects of what a growing agency may need.
- Best Overall Solution: Clockify
- Best for Simplifying Payroll: QuickBooks Time
- Best for Maintaining Compliance: Deputy
- Best Small Team Solution: Toggl Track
- Best for Productivity Monitoring: Time Doctor
The Importance of Time Tracking Software
Time tracking software is a game-changer for agencies, providing the structure needed to boost productivity and streamline operations. With a reliable time tracking app, agencies can easily monitor how employees spend their time, offering insights that lead to better decision-making and enhanced efficiency.
By analyzing patterns through employee monitoring, managers can identify bottlenecks and areas for improvement, allowing teams to focus on high-priority tasks. This makes everyday operations smoother and more transparent, ultimately improving overall output and more revenue generation. Who doesn’t want to earn more doing less?
Efficient billing and budget management are crucial in any agency setting, and tracking software ensures that billable hours are accurately captured. This minimizes disputes with clients and prevents lost revenue due to underreported work.
Additionally, project management becomes significantly easier when tasks and hours are tracked in real time. Agencies can quickly see how resources are being allocated and whether they are staying within budget. With these insights, adjustments can be made before a project goes off track.
Finally, time tracking software aids in task management and workforce management by offering a centralized hub where tasks, projects, and deadlines are monitored. Managers can easily assign and track tasks, ensuring that each project is progressing as expected. It also helps with managing workloads across teams, avoiding burnout, and keeping productivity balanced.
With comprehensive tools like these, consultants and agencies are better equipped to handle complex projects, improve client satisfaction, and maintain a well-organized workflow across the board. This means happier staff and clients alike!
Top Time Tracking Software for Agencies
1. Clockify (Best Overall)
Clockify is a versatile and user-friendly time tracking software perfect for agencies of all sizes. It’s accessible across multiple platforms—whether you prefer using it on your desktop or mobile device—and offers a suite of features designed to make managing projects easier.
Specifications
Key features include expense tracking, billable hours monitoring, and detailed reporting. Clockify also integrates smoothly with popular project management tools, allowing seamless track time functionality. Whether you’re a small startup or an established agency, the software scales to meet your needs without compromising speed or efficiency, thanks to its included unlimited tracking.
Pros
- Free time tracking software available for unlimited users
- Simple, intuitive interface that’s easy to navigate
- Detailed project reports with real-time data
- Offers mobile apps for on-the-go workers (including GPS tracking)
- Comprehensive expense tracking features
- Flexible project and team management capabilities
- Great for creative agencies with multiple projects
- Integrates with popular platforms like Asana, Trello, and Slack
- Easily track billable and non-billable hours
- Built-in idle detection
Cons
- Advanced features require a paid upgrade
- Limited offline functionality
- Reporting customization can be a bit complex for new users
- Slight learning curve for more extensive features like API integrations
- Free plan offers limited storage for report archiving
- Payroll exporting is manual
Pricing
Clockify stands out because it offers a free time tracking software option that’s highly functional for individuals and small teams. If you need access to more advanced features like API usage, larger storage, and advanced reporting, their paid plans start at a reasonable $3.99 per user per month.
For agencies with more complex needs, the Standard plan at $5.49 per user could work, or there’s a Pro plan at $7.99 per user, which unlocks the full suite of tools.
Rating
We give Clockify 4.7 stars out of 5!
It’s one of the most affordable options, offering a wide range of features at no cost for basic users. Its intuitive design and easy-to-use interface make it a winner for both freelancers and agencies. While it could improve in terms of offline functionality and report customization, it’s a solid choice for anyone looking to track time efficiently.
2. QuickBooks Time (Best for Simplifying Payroll)
QuickBooks Time is the best time tracking tool for simplifying payroll for agencies already using QuickBooks. It seamlessly integrates with QuickBooks, making it incredibly easy to transfer tracked hours into payroll and client billing.
Specifications
QuickBooks Time is cloud-based time tracking software that provides agencies with a comprehensive solution for tracking employee hours, managing payroll, and more. With features like GPS tracking, shift scheduling, and overtime alerts, agencies can monitor both on-site and remote teams in real time.
In addition to these core functionalities, QuickBooks Time offers robust reporting tools, enabling project managers to generate detailed timesheets and track productivity across multiple teams.
It also includes job costing features, making it easier to estimate project expenses and improve budgeting accuracy. Plus, the mobile and desktop apps ensure that employees can clock in and out no matter where they are, while the app’s geofencing capabilities enhance accountability for remote work.
Pros
- Perfect for project managers who need to track multiple teams
- Seamless integration with QuickBooks for payroll and billing
- GPS tracking for monitoring off-site employees
- Easy-to-use mobile and desktop apps
- Offers comprehensive shift scheduling options
- Automatically tracks overtime and alerts managers
- Allows users to do more than log time—includes reporting and invoicing tools
- Great customer support for troubleshooting issues
Cons
- More expensive than some other time tracking software options
- GPS tracking may not be ideal for all team types
- Lacks some advanced project management tools
- Steeper learning curve for new users
- Mobile app could benefit from a more intuitive interface for beginners
Pricing
QuickBooks Time offers a simple pricing structure starting at $10 per month for three months, plus $8 per user. While it’s on the pricier side, the advanced payroll integration and tracking features justify the cost, especially for agencies already using QuickBooks.
Larger teams and agencies can also benefit from volume-based pricing for added savings.
Rating
We rate QuickBooks Time 4.5 stars out of 5.
It’s a highly efficient tool for agencies looking to streamline payroll and time tracking, especially those already on QuickBooks. The combination of powerful integration and payroll-friendly features makes it a top choice. However, the pricing, the higher learning curve, and some minor app limitations keep it from earning a perfect score.
3. Deputy (Best for Maintaining Compliance)
Deputy’s time management tools go beyond simple clock-ins and clock-outs. It offers geolocation tracking, ensuring employees are where they need to be when they clock in, and facial recognition for added security.
It also has shift swapping and break reminders to comply with labor laws.
This software is accessible on both desktop and mobile platforms, giving teams the flexibility to log hours from anywhere. Plus, the dashboard provides real-time updates, allowing managers to stay on top of tasks and employee availability effortlessly.
Specifications
Deputy is a powerful, cloud-based platform designed for time tracking for agencies that need to ensure compliance with labor laws and regulations. Its core features include: employee time scheduling, real-time employee time tracking, and automated timesheet approvals, making it an excellent choice for both physical and digital agencies.
Practically an all in one solution for all your staffing and HR needs.
One standout feature is its compliance alerts, which notify managers when employees are approaching overtime or breaching labor regulations. Additionally, Deputy integrates with payroll systems, ensuring accurate payments without manual input, helping businesses avoid compliance pitfalls.
Pros
- Easy-to-use interface with intuitive scheduling tools
- Labor compliance alerts help prevent overtime and breaches
- Geolocation and facial recognition for secure clock-ins
- Supports both physical and digital agencies
- Seamless integration with payroll software
- Great for teams that need mobile or remote access
- Offers time tracking tools alongside comprehensive reports
- Shift swapping and break reminders enhance employee flexibility
Cons
- Advanced features locked behind premium plans
- Learning curve for larger teams with more complex schedules
- Limited reporting customization on lower-tier plans
- Geolocation feature may not be suitable for all businesses
- Lack of built-in project management features
Pricing
Deputy offers a free plan for smaller teams, but most agencies will benefit from their paid plans, starting at $4.50 per user per month. For more advanced features like reporting and compliance tracking, agencies can upgrade to the Premium plan at $6.00 per user per month, making it competitively priced.
Rating
Deputy earns 4.6 out of 5 stars.
Its focus on compliance and employee scheduling makes it a must-have for agencies that need to keep track of labor laws while managing time efficiently. While its pricing is affordable and its design is user-friendly, the limited customization of reports and reliance on premium plans for advanced features prevent it from achieving a perfect score.
4. Toggl Track (Best Small Team Solution)
Toggl Track is an intuitive time tracking software designed with small teams in mind. It’s known for its flexibility, making it ideal for agencies juggling multiple clients and projects.
Plus, Toggl Track offers a simple yet powerful time tracking app that runs smoothly across desktop and mobile devices, ensuring users can log hours from anywhere.
Specifications
Toggl Track integrates seamlessly with popular project management tools like Asana, Trello, and Slack, making it a great addition to existing workflows. It also provides manual tracking options, offering flexibility in how users choose to monitor their time.
Teams can easily export reports and share them with clients, making billing and productivity management more transparent.
One standout feature is its automatic time tracking, which can detect idle time and remind users to log their hours accurately. It also offers detailed reporting on earnings-per-client and project profitability, giving small teams clear insights into how time is spent and which projects bring in the most value.
Pros
- User-friendly interface with a minimal learning curve
- Includes automatic time tracking for accurate log-ins
- Real-time tracking for detailed project profitability insights
- Easily integrates with popular tools like Slack and Trello
- Offers reporting on earnings-per-client
- Simple and fast setup, perfect for small teams or freelancers
- Mobile and desktop app compatibility
- Customizable tags and filters for detailed time management
Cons
- Free plan lacks some advanced features
- Reporting options could be more customizable
- No built-in invoicing or payroll integration
- Larger teams may find the features too basic
- Limited offline functionality
Pricing
Toggl Track’s free plan is great for small teams, offering up to five users access to basic tracking and reporting tools. The paid Starter plan is $9 per user per month and unlocks features like billable rates and project tracking.
For teams needing advanced features like reporting and team management, the Premium plan starts at $18 per user per month.
Rating
Toggl Track earns 4.4 stars out of 5 for its affordability, ease of use, and powerful time tracker tools for small teams.
Its sleek design and intuitive features make it ideal for freelancers and small agencies. However, it loses points for its lack of advanced features on the free plan and limited reporting customization, which might not scale well for larger teams.
5. Time Doctor (Best for Productivity Monitoring)
Time Doctor is a robust time tracking for agencies solution, perfect for monitoring productivity and ensuring team members stay on task. It offers comprehensive features like screenshot capture, URL tracking, and app usage monitoring, making it easy to track employee time and boost accountability.
Whether your agency works on creative projects or handles complex workflows, Time Doctor helps you ensure that hours are spent wisely and that each project stays on track.
Specifications
Time Doctor integrates seamlessly with various project management software tools, allowing you to measure time alongside task progress and resource allocation. The software is cloud-based and works on both desktop and mobile platforms, so your team can easily track hours spent on projects from anywhere.
Time Doctor also includes features like real-time dashboards, activity levels, and detailed productivity reports. It’s especially valuable for tracking your most profitable clients and projects, ensuring that teams remain focused on tasks that deliver the most value. With its powerful monitoring tools, agencies can gain clear insights into how time is spent across all team members.
Pros
- Detailed productivity monitoring with app and website tracking
- Real-time activity reports and dashboards
- Offers screenshots to ensure work transparency
- Integrates easily with project management software
- Ideal for tracking creative projects and ensuring productivity
- Helps identify and focus on profitable projects
- Supports both remote and in-office teams
- Strong focus on accountability and time efficiency
Cons
- Some may find the screenshot feature intrusive
- Pricing is higher compared to simpler tracking apps
- Learning curve for teams not used to activity monitoring
- Reduce tracking capabilities when offline
- More suited for larger teams and may feel overwhelming for smaller agencies
Pricing
Time Doctor offers a Basic plan starting at $5.90 per user per month, but most agencies will benefit from the Standard plan at $11.70 per user per month. This plan unlocks advanced features like screenshots and comprehensive reporting.
For even more advanced productivity insights, the Premium plan is available at $16.70 per user per month.
Rating
We give Time Doctor 4.3 stars out of 5.
Its detailed productivity monitoring and focus on time efficiency make it a standout choice for agencies needing to track employee time closely. However, the pricing and more advanced features may be too much for smaller teams or those who prefer lighter tracking methods.
Factors to Consider When Choosing Time Tracking Software
Ease of Use
When selecting time tracking tools for your agency, ease of use should be a top priority. A tool that’s too complicated can create frustration and slow down your team. The software should allow employees to seamlessly log hours and manage tasks without added stress.
Accurate Timesheets
Additionally, look for solutions that offer accurate timesheets to ensure precise tracking of hours worked, reducing the risk of errors that can affect billing and client relations.
Value
Cost is another critical factor, especially for agencies managing multiple projects. Some solutions come with advanced features like budget tracking and client invoicing, which can streamline your financial processes and prevent overspending.
However, it’s crucial to find a tool that fits your budget without compromising on essential features like resource management and the ability to integrate with payroll software. The right software should grow with your agency, offering scalability as your business and workforce expand.
Reports and Analytics
Also consider the quality of detailed reports offered by the software provider. Detailed reports help track employee productivity, monitor project progress, and analyze where time and resources are spent.
Customer Support
Lastly, having strong customer support is equally important, especially if your team encounters technical issues. Look for providers that offer 24/7 assistance or easy-to-access help resources so your agency can stay on track without unnecessary downtime.
Scalability, integration options, and a responsive support system make all the difference in ensuring your time tracking solution meets your agency’s evolving needs.
Implementing Time Tracking Software in Your Agency
Implementing time tracking software in your agency can feel like a big step, but choosing the right approach will make it smooth and stress-free.
Step 1: Select a time tracking solution that works best for your agency
Start by selecting the best time tracking solution for your agency’s specific needs.
For example, if payroll is your priority, tools like QuickBooks Time will streamline billing and payroll processes. For agencies focusing on compliance, Deputy is designed to help track time while adhering to labor laws. Introducing an easy-to-use time tracking tool like Toggl Track ensures your team can get up and running quickly without a steep learning curve.
These software options integrate smoothly with existing workflows and make time logging intuitive.
Step 2: Communicate and Train
Communication and training are key to adoption. Once you’ve chosen one of the time tracking apps listed above, ensure your team understands how it benefits all your projects.
For example, using Time Doctor to monitor employee productivity or Clockify to track billable hours will make your agency’s operations more transparent. Offering a clear explanation of how these tools simplify workload management, from tracking time to generating reports, will help your team embrace the change.
Additionally, conducting hands-on training and highlighting key features, such as automatic time tracking, will ensure your team feels comfortable and confident using the new software daily.
In general, being transparent and open minded to your team and sharing the vision of how these tools help empower everyone to reach the goals of your agency will improve the chances of a successful implementation.
Final Thoughts
Deploying the best time tracking software in an agency setting is not just about logging hours; it’s about creating a more organized, efficient, and transparent work environment. From enhancing task management to facilitating employee monitoring, the right tool empowers teams to work smarter.
Plus, the right time tracking tools help agencies maintain compliance, improve productivity tracking, and reduce manual errors. By using software designed to track progress across projects, agencies can ensure that every hour is accounted for, boosting both team efficiency and client satisfaction. The holy grail of every agency!
Additionally, these solutions simplify financial management by enabling agencies to invoice clients accurately based on time entries and track progress on deliverables. Whether you’re focusing on project profitability or just want to streamline project workflows, adopting the right tool enhances transparency and helps you stay within budget.
Ultimately, the best time tracking tool helps agencies become more efficient, driving higher productivity and improving the bottom line. This means rising to the top of your industry and being recognized for outworking and outsmarting your competition!
Was this guide helpful? Which tool are you using in your agency? Let us know!
FAQs
How Do Agencies Keep Track of Work Hours?
Agencies typically use time tracking apps to monitor work hours and keep projects on schedule. These apps allow teams to log their tracked time across tasks, giving managers real-time insights into how long each task takes and where resources are spent. For creative agencies, this is especially valuable for accurately billing clients and ensuring deadlines are met, all while maintaining transparency and improving productivity.
What Is the Cheapest Software for Tracking Agency Hours?
For creative agencies looking for a cost-effective option, Clockify is widely considered the best time tracking software, and it offers a free version. It allows teams to track time spent on tasks, generate detailed reports, and manage billable hours without a financial commitment. This makes it an ideal choice for smaller teams or creative agencies working on a budget but still needing efficient time management.
What Is the Best App to Track Work Hours?
The best time tracking software for agencies depends on specific needs. For example, QuickBooks Time stands out for its seamless integration with payroll and billing systems. Clockify is a top choice for a free solution, while Deputy excels for compliance.
