Best Time Tracking Software of 2026

Here's what we'll cover:

What you need to know about time tracking software

What is time tracking software?

Essential features of time tracking software

Benefits and competitive advantages of using time tracking software

How to choose the best time tracking software for your business

Software related to time tracking

More resources for your time tracking journey

What you need to know about time tracking software

Time tracking software automates billable hour monitoring across tasks and projects, enhancing efficiency by tracking employee time and generating reports to aid in accurate project scheduling. Such software also aids project management professionals in maintaining payroll accuracy, evaluating performance, and optimizing resource allocation. Of the more than 1,800 conversations our advisors had with project management software buyers in the last year, 33% of them indicated that a time tracking feature is a requirement when they look for this type of software. [1]

To give you an idea of the market, we have over 650 different time tracking products listed on Software Advice, and have published more than 18,000 reviews for this software category in the past year alone. [2]

When it comes to how much you can expect to pay for such platforms, pricing would depend on factors like the number of users, basic or advanced features, locations, etc. You can find vendors that offer free versions of their software but those typically come with limitations. For paid plans, an average entry-level subscription price is $1.99 per user, per month while a high-end subscription plan can cost $20 or more, which includes the most advanced versions of the software features. [3]

When choosing time tracking software, first-time buyers should consider their budget, predicted user count, use cases, and integrations. Ensure the software supports timesheet management, client billing, and productivity metrics, and integrates well with payroll and project management tools. Key questions include:

• Does it manage time entries and categorize billable/non-billable hours?

• Can it generate productivity reports and optimize performance?

• Does it offer task prioritization and calendar integrations?

• How easily can the software integrate with existing payroll and project management systems?

This guide will help you navigate the selection process of a time tracking software.

What is time tracking software?

Time tracking software monitors the time employees spend on specific tasks during a project, providing insights to help improve productivity and efficiency. It automates the tracking of billable hours across tasks and projects, supporting professionals such as project managers, accountants, and freelancers. Once integrated with payroll and project management systems, it helps ensure accurate data entry, precise payroll calculations, and facilitates seamless workflow management.

Common features of time tracking software include timesheet management, project tracking, client billing, and reporting/analytics. These assist businesses in streamlining payroll, optimizing resource allocation, and maintaining compliance with labor laws. Additionally, the detailed reports generated by time tracking solutions help project managers plan more accurate project schedules and identify areas for improvement, ultimately aiding in enhancing operational efficiency and productivity.

Interestingly, time tracking tools are a part of the larger software categories of project management solutions and professional service automation software, meaning they can easily be clubbed with such kinds of tools. However, they are also available as stand-alone tools with specific functionalities required for tracking the time employees spend working on projects.

Essential features of time tracking software

It’s important to understand the essential features of time tracking software when comparing systems to find the best fit for your business. Core features that are typically included in every time tracking software are timesheet management, reporting/analytics, and vacations and leave tracking, which help in organizing work hours, generating productivity insights, and managing time-off requests. Other features that are common in many systems include project time tracking, online time tracking, and employee scheduling. Additionally, many systems offer task management, as well as calendar management. 

We analyzed thousands of user reviews and consulted with project managers to identify what we consider to be the core features of time tracking software.

Core features

Common features

Benefits and competitive advantages of using time tracking software

Based on verified user reviews on our site, time tracking software can benefit a business in aspects like project tracking, HR management, productivity, team collaboration, and business management. Here’s how:

• Optimizes project tracking: Time tracking software helps monitor time spent on projects and tasks, aiding project managers in progress tracking and resource allocation. It supports teams in managing multiple projects with streamlined data entry and project tracking. Such tools also provide insights through dashboards and reports, optimizing productivity and accurate billing. In addition, by categorizing tasks and tracking billable hours, they supports project management and better decision-making.

• Streamlines HR management: Time tracking software can streamline HR processes such as payroll, employee management, and task scheduling. It assists in managing employee records, time-off requests, and performance reviews, while offering a centralized platform for document management and time tracking. The software's integration capabilities with other HR tools also support cohesive workflows.

• Improves productivity: Time tracking software helps businesses enhance productivity by providing insights into time management and workflow efficiency. It enables users to monitor their work habits, identify areas for improvement, and optimize processes. Features like reporting and analytics offer insights into performance and productivity trends.

How to choose the best time tracking software for your business

Step 1: Define your requirements

Before selecting a time tracking solution, it's crucial to evaluate the cost implications and requirements for your business. These include the functionality of the software, but also your budget, training assistance, data migrations, and the integrations you need.

What is the cost of time tracking software

The price of time tracking software can vary based on factors such as:

• Number of users: More users typically translate to higher costs.

• Required features: Advanced functionalities like GPS tracking or integration capabilities can quickly add up.

Also, consider your entire tech budget, as time tracking software might need to be integrated with other tools like project management systems or payroll software. Ensure that the software aligns with your project management tech stack, financial resources, and operational needs.

Budget for your business project management tech stack

When planning and budgeting for your time tracking software, it's important to consider your entire management tool suite. While time tracking software is a tool for monitoring productivity and managing resources, it's not the only system your business might need. You may also require project management software for task coordination, budgeting tools for financial oversight, or resource planning systems for optimizing team workloads.

Be aware of potential drawbacks

While time tracking software offers many benefits, there are some potential drawbacks to consider when you’re selecting a product. Here are some key concerns to keep in mind:

• Data security: Ensuring employee data protection and compliance with regulations is crucial. Verify that the software includes standard security features.

• User adoption: Employees may struggle with new systems if they're used to manual methods. Providing adequate training can ease the transition.

• Integration challenges: Ensure the software integrates smoothly with existing tools like payroll and project management systems to maintain workflow efficiency.

It's also important to recognize that time tracking software may not cover all needs, such as comprehensive project management or detailed financial analysis, which may require additional tools. Understanding these limitations helps in making an informed decision.

Consider integration capabilities

When selecting time tracking software, it's crucial to consider how the new system will integrate with your existing tools and processes. Does your business rely on project management software, payroll systems, accounting, or CRM platforms? Do you use specific applications for calendar management, employee scheduling, or task management? If so, you'll need time tracking software that can seamlessly integrate with these systems to ensure smooth data flow.

Additionally, verify that the software can support any specialized tools your business uses, such as GPS tracking for field staff or expense management systems. While many time tracking solutions offer integration capabilities, some standalone products may require third-party integrations to connect with your existing tech stack. 

Step 2: Make a shortlist of time tracking software

With scores of product options available, creating a shortlist of potential time tracking solutions can streamline your decision-making process. Consider these steps:

• Assess your business needs: Identify essential features like timesheet management, reporting, project time tracking, and integrations.

• Explore deployment options: Decide between cloud-based or on-premise solutions based on your IT capabilities and data security preferences.

• Consider free vs. paid versions: Free versions may suffice for basic needs, but paid plans offer advanced features and scalability.

Use comparison tools and user reviews to evaluate software options. Pay attention to user experiences with free plans and consider both forever-free versions and free trials of paid solutions.

Get qualified help from an advisor

At Software Advice, our advisors have experience helping hundreds of business owners and managers identify solutions that match their needs and budgets.

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your requirements. To help you after your free consultation, check out After Your Advisor Call: 4 Tips To Keep Your Software Purchase on Track.

Explore our list of time tracking FrontRunners

If you're not quite ready to consult with an advisor just yet, you can begin creating your shortlist using our FrontRunners report, which features only the highest-rated products. For a detailed explanation of how the report is compiled, view our full methodology description.

For additional assistance in developing a shortlist, as well as access to a free, downloadable comparison chart, take a look at The Ultimate Software Vendor Evaluation Guide. This guide and chart will aid you in comparing software evaluation criteria for each potential vendor by assessing functionalities, training and support options, costs, and deployment methods.

Step 3: Pick your best option

Once you’ve narrowed down your options, the next step is to engage with vendors through demos and discussions. This will help you explore features, understand pricing, and make an informed decision. Some questions you should consider asking vendors include:

What core features does the software include, and are there any additional modules available?

Understanding the core features and available modules helps ensure the software meets your business needs. Plus, it's important to know if the software can handle your specific requirements or if additional modules are necessary for expanded functionality.

What integrations are available with other tools we currently use, such as project management or payroll systems?

Integration capabilities are crucial for maintaining efficient workflows. Knowing which tools the software integrates with can prevent disruptions and ensure seamless data flow between systems.

Can the software be customized to fit our specific workflows and reporting needs?

Customization options allow the software to align with your unique processes and reporting requirements. This flexibility can enhance user adoption and ensure the software effectively supports your business operations.

What pricing plans are available, and what features are included in each tier?

Knowing the pricing structure and included features helps you assess the software's value and ensure it fits within your budget.

What type of customer support is available?

Customer support is vital for resolving issues and ensuring smooth operations. Understanding the support options and availability helps you gauge the level of assistance you can expect.

How often is the software updated, and are updates included in the subscription?

Regular updates indicate active development and responsiveness to user feedback. Knowing the update schedule and whether it’s included in the subscription helps you anticipate improvements and maintain software relevance.

Step 4: Make the most out of your time tracking software

Once you've selected and implemented your time tracking software, focus on maximizing its benefits:

• Data migration: Ensure a smooth data transition by coordinating with both your old and new software providers.

• Training: Provide comprehensive training to your team to ensure they can effectively use the new system.

• Communication: Keep your team informed about the software transition to manage expectations and minimize disruptions.

By following these steps and considering your business's specific needs, you can choose the best time tracking software to enhance productivity and streamline operations. You can also check our guide, 5 Critical Steps to a Successful Software Implementation Plan.

Software related to time tracking

Depending on which time tracking software you choose, you may need to support some features with related software systems to optimize your business operations. Some types of software that are closely related to time tracking are:

• Billing and invoicing software: Automates the creation and distribution of invoices and the receipt of payments, streamlining accounts across multiple customers and product lines. It often integrates contract data and CRM tools.

• Legal billing software: Enables lawyers and law firms to track consulting time and receive payment for their services. It supports legal-style hourly billing and expense recording and often integrates with case management, workflow, accounting, and payroll tools across multiple office locations.

• Professional services automation (PSA) software: PSA software is a suite of applications tailored for service-oriented organizations to automate processes and manage operations. It functions like enterprise resource planning (ERP) software but is specifically designed for professional services firms, focusing on managing services delivered through human resources rather than physical assets.

• Project management software: Automates task assignment, resource allocation, and milestone tracking throughout a project's lifecycle. Features such as project tracking, resource management, and collaboration tools help identify and resolve issues quickly for smoother project execution.

• Time clock software: Conducts employee attendance tracking, scheduling, and vacation management, offering insights into how employees spend their time and analyzes labor costs per project.

• Time and expense software: Enables professional services organizations to monitor and control labor and project costs, streamlining invoicing, improving bid accuracy, and reducing unnecessary expenses.

More resources for your time tracking journey

• Best Time Clock Software of 2025

• 7 Top-Rated Affordable Project Management Software

• HRIS vs. HRMS vs. HCM: What’s the Difference?

• 5 Key Task Management Software Features and Top Products That Offer Them

• What Is Collaborative Work Management?

• 7 Top-Rated Affordable Employee Scheduling Software

About our contributors

Author

Bruno Peláez is a senior content analyst at Software Advice, covering the B2B software industry, with a current focus on the human resources and finance and accounting industries. His Software Advice research has been featured in various Spanish-speaking publications including El Economista (Mexico), Forbes México (Mexico), El Universal (Mexico), El Financiero (Mexico) and El Periódico (Spain), among others.

Bruno’s research and analysis is informed by more than 300,000 authentic user reviews on Software Advice and over 35,000 interactions between Software Advice software advisors and accounting or HR software buyers. Bruno also regularly analyzes market sentiment by conducting surveys of HR leaders and practitioners, as well as leaders in the finance and accounting space, so he can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

Bruno has been writing about consumer technology for almost two decades. He has a master's degree in digital arts, as well as professional experience in video production.

Editor

Mehar Luthra is a team lead at Software Advice and specializes in editing reports that cover the latest trends affecting small businesses. With nearly a decade of experience, she has edited a multitude of research articles, top-rated software reports, and thought leadership articles for diverse markets such as Brazil, Japan, Canada, France, Australia, and India. She finds it particularly rewarding to produce content that provides small-business owners with practical tips and helpful advice on topics such as the digitalisation of small businesses, eCommerce trends, and HR developments.

Armed with a double bachelor’s in law (LL.B.) and business economics from Delhi University, she won a full scholarship to study for a master’s in creative writing at the National University of Ireland, Galway. In addition, she has written blog articles spanning a variety of topics such as fiction and non-fiction books, mental health and anxiety, the latest restaurants, and more. Her articles have been featured in Ireland’s national magazine The Village, among other publications. A die-hard journaling fan, she enjoys watching psychological thrillers, reading fiction books, and drinking iced coffee (even in the winter).

Advisors

Matt Ramsey is a software advisor who joined the Software Advice advisor team in 2016 and is based in Austin, Texas.

As a software advisor, Matt works directly with small business leaders seeking to find the right HR, CRM, accounting, project management, and manufacturing software. They connect businesses with best fit software providers by assessing technology needs through one-to-one conversations and providing a short list of potential matches. Their favorite part of being a software advisor is connecting small businesses with software that helps grow their businesses.

They hold a bachelor's degree in criminal justice, and are experienced in retail management and social work.

James Rose is a senior advisor. He joined Software Advice in 2021 as a software advisor. He is based in Fort Myers, FL.

As part of the software advisor team, James helps HR and project management professionals who are seeking recruiting, learning management, and scheduling software. He provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs.

James’s favorite part of being a software advisor is knowing he helps save buyers time and energy on their software search with no additional cost.

Sources

1. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with businesses seeking project management software. For this report, we analyzed phone interactions from January 10th, 2024 to January 10th, 2025. Read the complete methodology.

2. Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date. Read the complete methodology.

3. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of December 2023, are included in the pricing analysis. Read the complete methodology.