Time Tracking for Designers: 5 Best Tools & Tips That Work

Here’s the truth – tracking time isn’t exactly the most exciting part of being a designer. Between client meetings, creative sprints, and those moments of pure design flow, the last thing you want to think about is clicking a timer.

But after years of watching brilliant creatives under charge for their work – from freelance graphic designers losing hundreds on scope creep to design studios absorbing thousands in unbilled revisions – I’ve observed that the right time tracking tool can be the difference between thriving and surviving in this industry.

We have researched and tested almost every major time tracking app out there (including some that make you want to throw your computer out the window), from simple stopwatch-style trackers to comprehensive project management suites.

In this article we will share which tools actually work for designers and how to implement time tracking for designers. No corporate jargon, just honest insights so you can pick the one that best fits your design business and become more profitable.

The Winners

Want the jist of it? After lots of research and reviewing, these are our best recommendations for tools that work for creative professionals:

1. Toggl Track: Best for Simplicity
2. Harvest: Best for Design Studios
3. Hubstaff: Best for Remote Design Teams
4. Clockify: Best Free Option
5. QuickBooks Time: Best for Design Businesses

Key Takeaways

• Time tracking enhances designers’ productivity and project outcomes by providing insights on time allocation and task prioritization.
• The right time tracking software for designers will include critical features such as automation, integration, and ease of use.
• Implementing time tracking effectively requires proper setup, team training, and ongoing monitoring to optimize workflows and ensure project success.

Why Time Tracking Matters for Designers

Remember that “quick logo refresh” that somehow turned into a 6-hour design marathon? Or that awkward moment when a client asked why their “simple website” cost so much?

I’ve heard of exceptional designers struggling to justify their rates simply because they had no concrete data to back up their time estimates. Good time tracking solves these headaches and transforms how you run your design business.

The Real Benefits You’ll See

Beyond the obvious billing accuracy, here’s why proper time tracking will revolutionize your design practice:

Better Project Estimates

You know that uncomfortable pause when a client asks how long their project will take? With solid tracking data, you can break down project costs confidently:

“Based on similar projects, the initial concepts typically take 8-10 hours, including client research. Refinements usually need another 4-6 hours, and we’ll want to budget 3-4 hours for final file preparation and style guide creation.”

Boom. No more guessing games – just clear, data-backed estimates that clients respect.

Healthier Work-Life Balance

Tracking may show that you regularly put in 12-hour days during project crunch times, often because of lost hours to inefficient task switching and unnecessary meetings. With good time tracking data, you could restructure your workflow, batch similar tasks, and set better boundaries around client communications. Your creativity needs rest to thrive; tracking helps you find where your time leaks.

More Profitable Projects

You might be surprised where your time goes. For example, I know a designer who was spending way too many unbilled hours on “quick client calls” that stretched into 45-minute strategy sessions and endless email rounds that should have been consolidated reviews. Small adjustments to how she handled these led to a 20% increase in billable hours without working more hours.

Smarter Resource Allocation

For studio owners, good tracking data helps you assign the right people to the right projects. You’ll spot who’s great at rapid prototyping versus who shines in detailed execution. More importantly, you’ll identify which project types are profitable and which ones are eating up too many resources for the revenue they generate.

Top Time Tracking Apps for Designers

1. Toggl Track: Best for Simplicity

Ever wished for a time tracker that just gets out of your way? That’s Toggl.

Toggl is a time tracking software that combines time data with customized reports to improve productivity. Many designers love it because it quietly keeps tabs on your work without interrupting your creative flow. The free tier is surprisingly robust, and with 99% uptime, you won’t lose track during those crucial design sprints.

Key Features: Look, here’s what matters when you’re in the middle of a design project:

• Works everywhere you do (desktop, phone, web – it’s all synced)
• Seriously reliable – I’ve seen maybe three hiccups in two years of daily use
• One-click tracking (because who has time for more clicks?)
• Quick entry for when you forgot to hit start (we all do it)
• Lots of integrations with other tools like Asana and GitHub
• Makes decent invoices through CSV export (not fancy, but it works)
• Team features that don’t require an IT degree to set up

What’s Great for Designers: Here’s why it shines for design teams:

• Jump right in – no lengthy tutorials needed
• Keeps tracking simple when you’re deep in creative work
• Rock-solid, reliable during deadline crunches
• Feels like it was designed by people who get creative work
• Perfect for juggling multiple clients (without losing your mind)
• Catches those hours you might otherwise lose

What’s Not: Let’s be real about the downsides:

• The free tier can feel bare-bones for complex projects
• Reports could be prettier (ironic for a design tool, right?)
• Project management features are pretty basic
• No built-in invoicing (you’ll need another tool for that)
• Resource planning is limited (fine for small teams, tough for bigger ones)

Pricing: It’s free if you’re solo or have a small team (up to 5 people). Paid plans start at $9 per person monthly if you need fancy features.

2. Harvest: Best for Design Studios

If Toggl is like your efficient assistant, Harvest is your entire support team rolled into one.

Harvest is a time tracking platform that specializes in project management tools and invoicing. Many studio owners will tell you that it’s the sweet spot between powerful and usable.

What sets it apart? It turns all those tracked hours into professional invoices without making you jump through hoops. Trust me, when you’re juggling multiple design projects, this is a game-changer.

Key Features: Here’s what makes Harvest a standout:

• Turns your tracked time into polished invoices (goodbye Excel gymnastics)
• Handles multiple projects without breaking a sweat
• Tracks every penny spent on your design projects
• Talks nicely to your accounting software (your bookkeeper will love you)
• Keeps your budgets in check before they spiral
• Creates timesheets automagically
• Plays well with tools like Asana, Basecamp, and Slack (you know, the ones you use)
• Comes with serious team collaboration tools
• Takes care of payments through PayPal and Stripe

What’s Great for Designers:

• Gets you up and running in minutes
• Turns tracked hours into professional invoices faster than you can say “scope creep.”
• Flexible enough for different types of design projects
• Tracks all those little design expenses that add up
• Integrates with the tools your team already loves
• Makes billing as painless as possible

What’s Not: Full transparency – here’s where it could do better:

• More expensive than simpler tools
• It can feel like information overload at first
• The mobile app needs some design love
• Customization options are surprisingly limited
• Time entry isn’t as smooth as it could be

Pricing: $12 per person monthly – yep, just one straightforward plan with everything included.

3. Hubstaff: Best for Remote Design Teams

Hubstaff is an employee time tracking software that is akin to having a virtual studio manager—it keeps everyone in sync without feeling like Big Brother is watching.

And the best part? It actually understands that designers need privacy. Those confidential client projects you’re working on stay that way, thanks to smart features like blurred screenshots and no keystroke logging.

Key Features: Here’s why it may click for your distributed team:

• Real-time activity dashboard (perfect for tracking design iterations)
• Over 20 customizable reports (that actually make sense to show clients)
• Budget alerts before projects go off the rails
• Privacy features that protect your work-in-progress
• Activity tracking that doesn’t feel creepy
• Integrates well with all the usual suspects – Slack, Asana, Trello, you name it
• Automated invoicing with different rates for different work
• Team management that scales as you grow
• Handles teams from tiny to massive (2-350+ people)

What’s Great for Designers:

• Tracks productivity without cramping your creative style
• Keeps unreleased design work under wraps
• Shows project progress in a way clients understand
• Makes it easy to justify design hours to skeptical clients
• Helps spot patterns in your team’s workflow
• Perfect for design teams of 5 or more
• Takes care of invoicing without extra work
• Fits right into your existing design toolkit

What’s Not: Let’s be honest about the rough spots:

• The free version is pretty stingy with payment features
• Activity monitoring might feel intrusive during creative work
• Needs constant internet (not great for off-site sketching sessions)
• It takes time to learn all the reporting tricks
• It is probably overkill for solo designers

Pricing: Starts at $7 per person monthly, with various tiers depending on your needs.

4. Clockify: Best Free Option

Here’s the tool proving good time tracking doesn’t cost a fortune. Clockify is that rare find—a free time tracking software that doesn’t feel like it was cobbled together as an afterthought. If you are one of many designers who struggle with tracking budgets, Clockify is breath of fresh air.

The biggest surprise? Unlimited tracking is in the free tier. Yes, it’s really unlimited.

Key Features: After recommending this to dozens of freelancers, here’s what makes it stand out:

• Works on every device you own (and syncs without drama)
• Never loses your data (that 99% uptime is no joke)
• Track time with one click and keep your flow uninterrupted
• Quick time logging for those “oops, forgot to track” moments
• Shows your progress in visual timelines
• Integrates with your favorite tools (100+ of them)
• Basic invoice generation (it’s simple, but it gets the job done)
• Team features that work for small crews
• Calendar view that actually makes sense

What’s Great for Designers:

• A zero learning curve means more time for actual design work
• Fits right into your creative process
• Rock-solid when deadlines are looming
• Interface that feels familiar to designers
• Easy to switch between different client projects
• Catches all your billable hours without fuss

What’s Not: Fair warning about the less-than-perfect parts:

• The free tier can feel basic for complex projects
• Reports aren’t as detailed as some might need
• Project management features are pretty minimal
• No built-in invoicing system (you’ll need something else for that)
• Resource planning is pretty bare-bones

Pricing: Free forever plan that’s useful, with paid plans starting at $3.99 per user monthly if you need more muscle.

5. QuickBooks Time: Best for Design Businesses

Picture this: you’re juggling on-site client meetings, studio work, and remote team members across different time zones. How do you handle it all?

QuickBooks Time is built for exactly this kind of organized chaos. It’s especially sweet if you’re already in the QuickBooks ecosystem, but even if you’re not, it’s worth a look for its location-smart features alone.

Key Features: Especially if you operate multi-location design projects:

• Mobile app that actually works (hallelujah!)
• Smart location tracking for site visits and meetings
• Remote time submission that’s reliable
• Location-based clock-in (perfect for on-site design work)
• Built for specific industries (including design and architecture)
• Real-time project tracking that clients love
• Solid integration with major accounting tools
• Advanced payroll features that don’t give you headaches
• Team management that works for groups of any size

What’s Great for Designers: Based on real-world use with design teams:

• Perfect for studios juggling office and site work
• Validates time spent at client locations (no more disputes)
• Makes managing remote designers a breeze
• Features tailored to creative workflows
• Plays perfectly with accounting (your accountant will thank you)
• Saves hours on admin work

What’s Not:

• The price tag isn’t exactly freelancer-friendly
• Interface can overwhelm simpler needs
• Takes time to learn all the features
• It might be too much for basic time tracking
• Mobile apps can drain your battery

Pricing: Starts at $20 monthly plus $8 per person, with higher tiers for more features.

How to Choose the Right Time Tracking Software For Your Design Workflow

After helping countless designers find their perfect time tracking solution, here’s what matters:

Assessment Phase

Take a good look at your design practice’s needs and workflow. Solo freelancer or growing studio? Your choice should match your scale and complexity. Consider the ROI – good tracking often pays itself in caught unbilled hours.

Key Considerations

• Match Your Workflow: Find something that plays nice with design apps and won’t break your creative flow.
• Feature Requirements: Look for reliable time capture, intuitive interfaces, and essential features like revision tracking.
• Team Size: Solo? Try Toggl or Clockify. Larger studio? Consider Harvest or Hubstaff’s team features.
• Integrations: Must work smoothly with your existing tools like Asana or Trello.
• Client Requirements: Some clients need specific reports – ensure your tool can deliver.
• Growth Potential: Choose something that can scale with your business.

Selection Process

Test with real projects during trial periods. Get your team involved—they’ll be using it daily. Try it with common design scenarios and check if it smoothly handles your typical workflow.

Remember: the best tool isn’t the one with the most features – it’s the one you’ll use.

Implementing Time Tracking in Your Design Workflow

Ready to roll out your new time tracking system? Here’s how to make it stick without driving everyone crazy:

1. Getting Started

Start small – track only client work first. Create templates for common design tasks like branding, web design, or UI work. If you’re leading a team, pick your most tech-savvy designer as your champion to help others adapt.

2. Daily Best Practices

• Track different design phases separately (concepts, revisions, asset prep)
• Use clear project codes for easy sorting
• Set reminders until tracking becomes a habit
• Keep notes on tasks – future you will thank you
• Build in breaks during intense design sessions

3. Team Tips

• Train everyone consistently – same guidelines, same categories
• Address creative concerns about monitoring head-on
• Keep it flexible for different design disciplines
• Review weekly to catch any tracking gaps
• Celebrate wins when you spot improved project profitability

4. Measuring Success

Watch for better project estimates, improved profitability, and happier clients who understand where their money goes. Good tracking should support your creativity, not stifle it.

Remember: Perfect tracking isn’t the goal – better project understanding and profitability is.

The Bottom Line

Let’s cut to the chase: the best time tracking software for designers isn’t the one with the fanciest features or the shiniest interface – it’s the one you’ll stick with. Our research reveals these as our best recommendations:

• Freelancer just starting out? Toggl Track. It’s free, simple, and gets the job done.
• Running a busy studio? Take a look at Harvest. Worth every penny for the team features.
• Watching your budget? Clockify’s free plan is surprisingly capable.
• Need serious team oversight? Hubstaff’s your answer.
• Already using QuickBooks? Their time tracking tool makes perfect sense.

Remember, good time tracking isn’t about watching every minute like a hawk – it’s about understanding your work patterns and ensuring you’re being paid fairly for your creativity. Pick a tool, give it a solid month, and I promise you’ll wonder how you ever managed without it.

Trust me on this one—in the future, you (and your bank account) will thank you for getting this sorted now.

Happy tracking!

Frequently Asked Questions