Are you still using manual paper timesheets?
If you are then I am seriously saying a prayer for you! Manual timesheets means dealing with errors in the hours your employees fill out, more time to review and correct any errors, potentially misplacing the timesheets and not accurately being able to track the productivity and costs of your business.
Instead, timesheet apps are a better option. The best timesheet apps can transform how your organization handles time tracking. A well-implemented solution for employee time tracking reduces administrative burden and helps teams work more efficiently. But the wrong choice can create ongoing challenges.
We have researched and reviewed many of these tools, and evaluated solutions based on real workplace scenarios. This guide cuts through the complexity to help you find a timesheet solution for your organization’s needs.
Top Timesheet Apps at a Glance
Rather than simply ranking, we organized these apps based on real-world business scenarios to help you find the right solution for your organization’s requirements.
Small Business Solutions
- My Hours: Simple interface with robust budgeting capabilities
- Toggl Track: User-friendly with immediate tracking features
- TimeCamp: Free plan with unlimited users and basic features
- TSheets (QuickBooks Time): Strong QuickBooks integration for payroll
Large Team Solutions
- Hubstaff: Comprehensive employee monitoring and scheduling
- Timely: Automated tracking with privacy-focused features
- DeskTime: Automated Time Tracking
Project Management Focus
- Harvest: Strong invoicing and payment integration
- Avaza: All-in-one project tracking solution
- ClickTime: Customizable timesheets with cost estimation tools
Free Options
- Clockify: Unlimited users and projects on the free tier
- TMetric: Basic time tracking with break detection
- TrackingTime: Visual time tracking with multiple views
Best Timesheet Apps for Small Businesses
Small businesses face unique challenges when it comes to time tracking. They need a solution that is not only affordable but also easy to use and offers essential features like invoicing and project management tools. The right time-tracking app can make a difference by simplifying administrative tasks and helping you stay on top of your operations.
An employee time tracking app is crucial for small businesses to monitor work hours, productivity, and attendance effectively. Selecting the right app based on features like automated tracking, client management tools, and integration with payroll systems can significantly enhance operational efficiency.
Among the best time-tracking apps for small businesses are My Hours, Toggl Track, and TimeCamp. These apps stand out for their user-friendly interfaces, cost-effectiveness, and robust time-tracking features. They are designed to cater to the needs of small teams, offering functionalities that streamline time tracking and enhance overall productivity with time tracking software.
1. My Hours: Best for Simple Budgeting
Running a small business means watching every dollar. My Hours makes this easy with a clean, no-fuss interface that puts budgeting front and center. Most small teams find that it makes project cost tracking feel natural rather than a chore.
Key Features and Why They Matter:
- Creates estimated budgets for tasks: Helps prevent cost overruns that small businesses can’t afford
- Tracks billable hours: Ensures you capture all revenue-generating time
- Handles project cost calculations: Stops you from taking on unprofitable work
- Live chat support for Pro users: Gets you answers when you need them, without waiting days
- Quick email support response: Minimizes downtime when issues arise
- Employee time management: Keeps your small team productive without micromanaging
- Simple team setup: Gets new employees tracking time in minutes
What’s Great for Small Business:
- Start tracking time in minutes
- Budget tracking that makes sense
- Perfect for straightforward project costing
- Excellent support when you need it
- It is simple enough for any team member to use
- Keeps your financial tracking accurate
What’s Not:
- Limited advanced reporting options
- The basic feature set might not scale well
- Few integration options
- Mobile app could be more robust
- Project management features are minimal
2. Toggl Track: Best for Quick Setup
Do you need to start tracking time right now? Toggl Track lets you jump in without any setup headaches. Small business owners love how it gets out of the way and works. The free plan packs enough features to keep most small teams happy.
Key Features and Why They Matter:
- Zero setup time tracking: Perfect when you can’t spare time for complex configurations
- Cross-device compatibility: Tracks time whether you’re at your desk or meeting clients
- Idle time detection: Catches unbilled time you might otherwise miss
- Unlimited projects on free plan: Grows with your business without extra cost
- Activity tracking: This shows where your limited time is going
- One-click tracking: Saves precious minutes throughout the day
- Offline functionality: Keeps tracking even with spotty internet
What’s Great for Small Business:
- Start tracking instantly
- Perfect for small teams on a budget
- Catches unbilled time automatically
- Easy for new team members to learn
- Flexible enough for various work styles
- Keeps tracking simple and efficient
What’s Not:
- Limited reporting in the free version
- Basic project management features
- No built-in invoicing
- It can feel too simple for complex needs
- Limited customization options
3. TimeCamp: Best for Growing Teams
TimeCamp shines when you need a free solution that grows with your business. The unlimited users in the free plan means you won’t hit any team-size walls early on. For small businesses watching their budget while needing solid time tracking, TimeCamp hits the sweet spot.
Key Features and Why They Matter:
- Unlimited users on the free plan: Adds team members without hurting your budget
- Basic time tracking: Gets the essentials done without complexity
- Quick invoicing: Turns tracked time into revenue faster
- Multi-device access: Works wherever your small team does
- Project tracking: Keeps projects profitable as you grow
- Simple reporting: Shows data you can act on quickly
- Flexible time entry: Adapts to how your team works
What’s Great for Small Business:
- Scale without immediate costs
- Easy team member onboarding
- Speeds up billing processes
- Works wherever your team does
- Handles multiple projects easily
- Makes reporting straightforward
What’s Not:
- Advanced features require a paid plan
- Interface can feel dated
- The mobile app needs improvement
- Limited customization options
- Basic integration capabilities
4. TSheets (QuickBooks Time): Best for QuickBooks Users
If your small business runs on QuickBooks, TSheets (now QuickBooks Time) is your natural choice. It handles the payroll-timesheet connection so smoothly that you’ll forget they were separate. It is perfect for businesses that need precise tracking with direct payroll integration.
Key Features and Why They Matter:
- QuickBooks integration: Eliminates double data entry, saving admin time
- GPS clock-in: Verifies field worker locations without phone calls
- Schedule management: Coordinates small teams without confusion
- Job tracking: Ensures accurate client billing
- Mobile team management: Manages remote workers efficiently
- Real-time reports: Makes quick decisions with current data
- Automated payroll: Reduces time spent on administrative tasks
What’s Great for Small Business:
- Eliminates double entry with QuickBooks
- Perfect for field service teams
- Makes payroll processing automatic
- Handles complex scheduling needs
- Provides detailed oversight
- Streamlines approval processes
What’s Not:
- Higher pricing than competitors
- Limited customization options
- Requires QuickBooks for full-value
- Complex setup process
- It can feel overwhelming at first
Top Employee Timesheet Apps for Large Teams
Large teams require timesheet apps that can handle scalability, extensive collaboration, and efficient project management. These apps must offer robust features that streamline time tracking, enhance team collaboration, and provide detailed insights into project progress and employee performance.
Among the top timesheet apps for large teams are Hubstaff, Timely, and DeskTime. These apps are designed to cater to the needs of large teams and offer functionalities that support seamless collaboration, accurate time tracking, and efficient project management.
5. Hubstaff: Best for Team Oversight
Managing a large team remotely? Hubstaff stands out for its comprehensive monitoring capabilities. It has been tested with teams across multiple locations, and has proved invaluable for keeping everyone aligned without micromanaging. The employee monitoring features are robust yet transparent, making your team oversight feel natural rather than intrusive.
Key Features and Why They Matter:
- Employee activity monitoring: This shows where your team’s time goes without constant check-ins
- Screenshot capture options: Verifies work progress for remote teams
- GPS location tracking: Perfect for managing field teams across different sites
- Scheduling tools: Coordinates large teams without scheduling conflicts
- Automated payroll: Saves hours of administrative work weekly
- Project budgeting: Prevents cost overruns across multiple projects
- Team productivity analytics: Identifies bottlenecks before they impact deadlines
What’s Great for Large Teams:
- Handles complex team structures easily
- It makes remote management feel natural
- Automates attendance tracking
- Simplifies large-scale project coordination
- Provides clear productivity insights
- Streamlines payroll for big groups
What’s Not:
- Monthly cost adds up with large teams
- The learning curve for new managers can be steep
- Some features might feel too monitoring-heavy
- Requires clear privacy policies
- The mobile app needs improvement
6. Timely: Best for Privacy-First Teams
Timely takes a unique time-tracking approach – it’s automatic but private. Large teams appreciate how it balances oversight with employee privacy. The automatic tracking means no forgotten timesheets, while the privacy focus keeps your team morale and trust high.
Key Features and Why They Matter:
- Automatic time capture: Eliminates manual tracking errors across teams
- Private activity tracking: Protects employee privacy while maintaining oversight
- Project time forecasting: Plans resource needs for large projects
- Team planning tools: Manages workload across departments
- Real-time capacity alerts: Prevents team burnout
- Memory timeline: Reconstructs past work without intrusion
- Department reporting: Tracks performance across team divisions
What’s Great for Large Teams:
- Respects employee privacy
- Reduces timesheet friction
- It makes capacity planning simple
- Provides team-wide insights
- Automates administrative tasks
- Scales smoothly with growth
What’s Not:
- Higher price point
- Complex initial setup
- Limited customization options
- Basic mobile features
- Reporting could be more flexible
7. DeskTime: Best for Automated Oversight
DeskTime excels at automatic time tracking for large operations. It starts tracking when computers boot up, perfect for teams that need seamless monitoring without extra steps. The automatic productivity calculations can give your managers quick insights into team performance.
Key Features and Why They Matter:
- Automatic time detection: Tracks work hours without user input
- Document title tracking: Shows exactly what teams work on
- App usage monitoring: Identifies productivity patterns across teams
- Absence calendar: Manages time off for large groups
- URL and app tracking: Ensures productive web usage
- Cost calculation: Tracks project expenses automatically
- Shift scheduling: Coordinates multiple team schedules
What’s Great for Large Teams:
- No manual tracking is needed
- Provides detailed productivity data
- It makes absence management simple
- Tracks cost-effectively
- Handles multiple shifts easily
- Generates automatic reports
What’s Not:
- It can feel invasive without proper setup
- Limited project management features
- Basic mobile functionality
- Rigid categorization system
- Interface needs modernization
Best Timesheet Apps for Project Management
Project management requires timesheet apps that offer robust project tracking features, detailed reporting, and seamless collaboration. These apps need to integrate time tracking with project management tools to ensure that all aspects of a project are efficiently managed and tracked.
Among the best timesheet apps for project management are Harvest, Avaza, and ClickTime. These apps are designed to provide comprehensive project management features and serve as an effective project management tool, making them ideal for businesses that manage multiple projects simultaneously.
8. Harvest: Best for Professional Services
Harvest stands out when your business depends on turning tracked time into revenue. We like that it has been tested with numerous professional service teams, and is proven to work well with connecting time tracking directly to billing. Over 70,000 companies use it to track billions in billable hours.
Key Features and Why They Matter:
- Automatic invoice creation from timesheets: Turns work into revenue instantly
- Online payment processing: Gets you paid faster through PayPal and Stripe
- Project budget tracking: Prevents cost overruns before they happen
- Team scheduling tools: Manages resource allocation across projects
- Cost tracking: Shows project profitability in real-time
- 50+ integrations: Works with tools your team already uses
- Expense tracking: Captures all project costs in one place
What’s Great for Project Teams:
- Creates invoices with one click
- Shows real-time project progress
- Handles complex billing structures
- It makes expense tracking simple
- Provides detailed cost analysis
- Integrates with popular PM tools
What’s Not:
- Higher price point for small teams
- The learning curve for advanced features is a bit steep
- Limited customization options
- Basic resource planning tools
- Mobile app could be more robust
9. Avaza: Best for All-in-One Management
Avaza combines project management, time tracking, and team collaboration in one platform. It is perfect if your team is tired of jumping between apps. Over 60,000 businesses in 150 countries trust it for complete project oversight.
Key Features and Why They Matter:
- Multiple project views: Switches between Kanban, Gantt, and list views
- Resource scheduling: Shows team availability at a glance
- Built-in team chat: Keeps communication in context
- Expense management: Captures receipts on the go
- Client collaboration tools: Brings clients into the workflow
- Custom workflows: Adapts to your project style
- Real-time reporting: Shows project health instantly
What’s Great for Project Teams:
- Everything lives in one place
- Reduces tool switching
- Simplifies client communication
- Makes resource planning visual
- Handles complex projects easily
- Streamlines approval processes
What’s Not:
- It can feel overwhelming initially
- Some features lack depth
- Mobile experience needs work
- Limited automation options
- Basic invoicing features
10. ClickTime: Best for Cost Control
ClickTime excels at connecting time tracking to project costs. It’s built for teams who need to watch every dollar. The platform combines detailed time tracking with powerful cost estimation tools.
Key Features and Why They Matter:
- Custom overtime rules: Manages labor costs effectively
- Budget deviation alerts: Catches overrun early
- Resource optimization tools: Maximizes billable hours
- Expense tracking: Monitors all project costs
- Custom fields: Tracks project-specific data
- Approval workflows: Ensures accuracy
- Real-time analytics: Shows profitability instantly
What’s Great for Project Teams:
- Prevents budget overruns
- Makes resource planning clear
- Simplifies cost tracking
- Handles complex billing
- Shows profitability clearly
- Adapts to team needs
What’s Not:
- Interface feels dated
- Limited collaboration features
- Basic mobile capabilities
- Few third-party integrations
- Reporting could be more flexible
Best Free Timesheet Apps
For startups, freelancers, and businesses on a budget, free timesheet apps offer substantial features without financial commitment. These apps provide essential time-tracking functionalities, making them accessible and cost-effective solutions for managing employee time and enhancing productivity.
Among the best free timesheet apps are Clockify, TMetric, and TrackingTime. These apps offer robust features, including unlimited projects and users, making them ideal for businesses to streamline their time-tracking processes without incurring significant costs.
11. Clockify: Best for Unlimited Use
Are you looking for a free solution without user limits? Clockify stands out by offering unlimited everything in its free tier. It has been tested with teams of various sizes, and is proven to help grow businesses that need flexibility without cost barriers. Over 5 million users trust it for time tracking.
Key Features and Why They Matter:
- Unlimited users and projects: Scales with your team without forcing upgrades
- Timer and timesheet options: Tracks time your way without restrictions
- Project budgeting tools: Prevents overspending without paid features
- Activity tracking: Shows where time goes without extra cost
- Reporting features: Analyzes productivity without premium requirements
- Time off management: Handles leave tracking at no cost
- Expense tracking: Monitors project costs freely
What’s Great for Free Users:
- No user restrictions ever
- Full feature access without trial periods
- Works across all devices
- Creates detailed reports
- Handles multiple projects easily
- Includes basic team management
What’s Not:
- Advanced features need paid plans
- Support can be slower for free users
- Limited customization options
- Basic integration capabilities
- Simple approval workflows
12. TMetric: Best for Basic Needs
TMetric offers a solid free plan for teams of up to five users. It is perfect if you are a small team or freelancer who needs straightforward time tracking without complexity. The break detection feature is particluarly nice and helps maintain accurate records without manual input.
Key Features and Why They Matter:
- Break detection: Keeps time logs accurate automatically
- Activity monitoring: Shows how time is spent
- Task management: Organizes work without extra tools
- 50+ integrations: Works with tools you already use
- Desktop apps: Tracks time across all platforms
- Project tracking: Manages basic project time
- Work schedule tracking: Monitors team availability
- Desktop app: Offers offline tracking and reminders for time entry
What’s Great for Free Users:
- Clean, simple interface
- Works offline
- Accurate break tracking
- Basic reporting included
- Easy team setup
- Desktop and mobile access
What’s Not:
- Limited to 5 users
- Basic reporting only
- No client management
- Limited project features
- No invoicing in the free plan
13. TrackingTime: Best for Visual Planning
TrackingTime emphasizes visual time management with multiple calendar views. It’s ideal if you are a visual thinker who has to see their time allocation spelled out in a picture. The app helps plan work before starting, ensuring better time management.
Key Features and Why They Matter:
- Multiple calendar views: Plans work visually across days, weeks, months
- Visual time blocks: Shows time allocation clearly
- Live reporting: Shares progress in real-time
- Scheduled reports: Automates report sharing
- Project tracking: Manages work across teams
- Client management: Organizes work by client
- Export options: Creates professional reports
What’s Great for Free Users:
- Visual planning tools
- Multiple view options
- Basic reporting included
- Team collaboration features
- Professional look
- Easy time entry
What’s Not:
- Limited to 3 users on the free plan
- Basic feature set
- Limited customization
- No advanced reporting
- Basic project management
How to Choose the Right Timesheet App
When selecting a timesheet app, your goal is to cut through the noise and focus on what matters. Your choice must work seamlessly for your team while giving you the insights and control you need. Here’s what to consider:
1. Must-Have Features
Think of features as your daily toolkit. You’ll want:
- Real-time tracking that works (and doesn’t frustrate your team)
- Flexibility for manual time entry when things don’t go as planned
- Reporting that tells the story of your team’s productivity
- Integration with your existing tools – because who needs another isolated system?
Pro tip: Avoid flashy features you’ll never use. Focus on tools that solve your actual day-to-day challenges.
2. Budget Reality Check
Pricing structures can be tricky. Some apps look cheap until you do the math:
- Watch for hidden costs like per-user fees
- Consider your growth plans – that bargain price might not look so good with 50 more users
- Don’t automatically go for the cheapest option – factor in the time you’ll save with better features
- Look for flexible plans that let you adjust as your needs change
3. What Your Industry Demands
Different industries need different things from their timesheet apps:
- Service businesses need detailed tracking for accurate client billing
- Construction and field teams need mobile-friendly apps with GPS capabilities
- Healthcare organizations need strict compliance features
- Project-based teams need robust task tracking and resource allocation
For example, if you manage construction or architect teams, you’ll want features like Hubstaff’s project updates and field team tracking. However, you might care more about project budgeting and client reporting if you run a creative agency.
Benefits of Using Timesheet Apps
Are you still tracking time with spreadsheets?
If you are, why?
Modern timesheet apps do much more than log hours – they transform how organizations handle time management, payroll, and performance insights.
1. Enhanced Productivity
The right solution helps you:
- Spot bottlenecks before they become problems
- Keep teams focused on priorities
- Give employees insights to improve work habits
- Identify time-intensive projects
You get performance snapshots without micromanaging, while teams better manage their time. Win win!
2. Accurate Payroll (Without the Headaches)
Say goodbye to payroll errors. Modern apps:
- Automate timesheet creation
- Calculate overtime accurately
- Track PTO automatically
- Generate client billing reports
- Add approval workflows
Once set up, the system practically runs itself.
3. Reporting That Tells You Something
Forget generic spreadsheets. Get actionable insights to:
- Monitor project progress
- Understand team capacity
- Track billable hours
- Create stakeholder reports
Whether you’re evaluating performance or preparing for budget meetings, pulling the data you need is simple – no more cobbling together reports from multiple sources and dreading you will look silly in front of higher-ups at your meeting.
Advanced Time Tracking Features in Timesheet Apps
Beyond basic time tracking, modern apps offer robust features that can transform team management. Here are few a that really stand out and worth thinking about:
1. Automated Time Tracking
Tired of chasing people for timesheets? Automation helps by:
- Sending clock in/out reminders
- Capturing work time automatically
- Smart categorizing tasks
- Integrating with your existing tools
Your team spends less time logging hours and more time working. And you spend less time fixing timesheets. Yes yes yes!
2. GPS Tracking
For mobile teams, GPS features add accountability without micromanagement:
- Verify field team locations
- Track travel time
- Simplify mileage claims
- Improve on-site billing accuracy
3. Smart Monitoring Tools
The proper monitoring tools help teams work better:
- Track project progress
- Identify workflow bottlenecks
- Justify resource needs
- Understand productivity patterns
Remember: Choose features that build trust while giving you the necessary insights. The goal is to support your team’s success, not to police their every move.
Final Thoughts
Time tracking shapes how businesses manage resources and grow. The right timesheet app choice depends on your unique business scenario.
Consider your team size, budget, and specific tracking needs. Start with a free trial of your chosen app, test it with a small team first, then expand the rollout once you confirm it meets your requirements.
Overall, a timesheet app is a major upgrade from manual paper timesheets and will prove to be one of the biggest moves your business can make to drive continued success.
Frequently Asked Questions
What is the best time-tracking app for my business?
The best time-tracking app for your business depends on your specific needs and requirements. When selecting an app, consider factors like ease of use, features, pricing, and integrations. Apps like My Hours, Timely, and Harvest offer different strengths, so choose one that aligns with your business goals.
How do I choose the right time-tracking app for my team?
When choosing a time-tracking app for your team, consider factors like ease of use, scalability, and features that cater to your team’s needs. Look for apps that offer seamless onboarding, robust reporting, and integration with your existing tools to ensure a smooth implementation.
Are time-tracking apps secure and reliable?
Tracking apps usually prioritize security and reliability, offering features like data encryption, secure servers, and regular backups. However, it’s essential to research and evaluate the security measures of any app before selecting it. Look for apps with strong security protocols and positive user reviews.
Can I use a timesheet app for personal projects?
Yes, many timesheet apps are suitable for personal projects. Look for apps that offer features like simplicity, ease of use, and affordability. Apps like My Hours and Toggl Track are great options for individuals looking to manage their time effectively without complex setups.
