Best Time Tracking Software for 2026: 12 tools compared for buyers
The best time tracking software depends on why you track hours: billing clients, feeding payroll, proving attendance or seeing where project budgets go. This page compares twelve tools for freelancers, agencies, hourly shift teams, remote companies and large regulated organizations, and it is meant for owners, finance leads and team managers who need a tool they can roll out without friction.
The tools were compared on how well they fit each use case, timer and timesheet features, ease of use, reporting and how clearly pricing is published. The page also lists what each vendor states about security, admin controls such as SSO and contract terms, since tracked hours often become payroll and invoice data.
Our shortlist at a glance
- Best for agencies billing by the hour
HarvestHarvest includes invoicing and expense tracking on every plan, so tracked time becomes an invoice without re-keying, and it has a free tier with one seat.
$9/seat/month billed annually (Teams); Free plan $0 - Best admin options for growing teams
TimeCampTimeCamp adds attendance, billable rates, budgets and SSO on higher plans, and it offers self-hosting or private cloud for annual Ultimate customers with 50 or more users.
$0 (Free); paid from $3.99/user/mo billed annually - Best for self-hosted timesheets with approvals
actiTIMEactiTIME offers cloud and self-hosted editions with direct database access, timesheet approvals, QuickBooks and Zapier connections, and a free tier for 1 to 3 users.
Free for 1-3 users; $6/user/month billed yearly (1-40 users) - Best for EU companies with data location needs
DeskTimeDeskTime tracks time and apps automatically and lets EU companies choose hosting in Germany or Ireland, though it has no free plan and no documented SSO.
EUR 5.50/user/month (Pro, EUR only) - Best for teams living in Asana, Trello or Jira
EverhourEverhour records time inside tools like Asana, Trello and Jira, includes budgets and invoicing on its Team plan, and lists more than 40 native integrations.
$8.50 per seat per month, billed yearly - Best for retail and restaurant crewsWhen I Work
When I Work pairs shift scheduling with a time clock, breaks, time off and GPS or geofenced clock-in for hourly teams, with plans from $2.50 per user per month.
$2.50 per user per month (Essentials)
What is time tracking software?
Time tracking software records how long people work, either through a start-stop timer, a weekly timesheet, an attendance clock or automatic activity capture. The hours are tagged to a client, project or task, so managers can see where effort goes. Agencies and consultants use the data to bill clients, hourly businesses use it as input for payroll, and project teams compare hours with budgets. Core capabilities are timers and timesheets, approvals, reports, billable rates, integrations with accounting and payroll tools, and mobile apps. Some products also monitor activity, which brings privacy questions that buyers should settle early.
Time Tracking Software side by side
| Tool | Best for | Starting price | Free plan or trial |
|---|---|---|---|
| Harvest | Best for agencies billing by the hour. | $9/seat/month billed annually (Teams); Free plan $0 | Free plan, Free trial |
| TimeCamp | Best admin options for growing teams. | $0 (Free); paid from $3.99/user/mo billed annually | Free plan, Free trial |
| actiTIME | Best for self-hosted timesheets with approvals. | Free for 1-3 users; $6/user/month billed yearly (1-40 users) | Free plan, Free trial |
| DeskTime | Best for EU companies with data location needs. | EUR 5.50/user/month (Pro, EUR only) | Free trial |
| Everhour | Best for teams living in Asana, Trello or Jira. | $8.50 per seat per month, billed yearly | Free plan, Free trial |
| When I Work | Best for retail and restaurant crews. | $2.50 per user per month (Essentials) | Free trial |
 Hubstaff | Remote and distributed teams that pay contractors across countries (Gusto, Deel, Wise, PayPal listed) | $4.99/seat/mo (Starter, per G2 listing; not confirmed by the vendor) | Free trial |
 Toggl Track | Small teams and freelancers that want quick timers and clean reports. | $9 per user/month billed annually (Starter) | Free plan, Free trial |
 QuickBooks Time | Existing QuickBooks Online users syncing hours to payroll and accounting. | $20/mo base + $10/user/mo (Time Premium; list price) | Free trial |
 Replicon (Deltek Replicon) | Large or regulated organizations (government contractors) needing DCAA, FAR style timekeeping. | Contact sales | No |
 Time Doctor | Remote or hybrid teams and BPO/outsourcing firms that want activity and productivity visibility. | $6.67/user/month billed annually (Basic); $8 monthly | Free trial |
 Clockify | Budget-conscious teams that want unlimited free tracking. | $3.99 per seat/month billed annually (Basic) | Free plan, Free trial |
Prices as published by each vendor on October 24, 2026. "Contact sales" means the vendor publishes no price.
The 12 time tracking software tools in detail
Best for agencies billing by the hour
Harvest
Time tracking tool with built in invoicing and expense tracking, priced per seat with a one seat free tier.
Consultancies that bill by the hour can move from tracked time to client invoice without leaving the app, even on the Free seat. That tier caps you at 2 projects. Timesheet approvals and profitability reporting require Enterprise, and SCIM is not offered, so match plan to need.
- Best for
- Agencies and consultancies that bill clients by the hour from tracked time.
- Company size
- Small teams to enterprise; SSO and approvals aimed at larger teams.
Key features
- Timers and timesheets
- Timer and timesheets on all plans; timesheet approvals only on Enterprise.
- Billable rates and invoicing
- Invoicing and expense tracking included on all plans including Free.
- Project budgets and reporting
- Project budgets and reports; profitability reporting only on Enterprise; custom reports capped at 4 on Teams.
- Mobile app and offline use
- Mac and iOS apps listed on the Free plan.
Pros
- Simple timer that is easy for staff to adopt.
- Time entries turn into invoices without re-keying.
Cons
- Reporting and budget features feel limited versus project tools.
- Costs rise per seat for the approvals and SSO tier.
Pricing: $9/seat/month billed annually (Teams); Free plan $0 · Free plan, Free trial
Best admin options for growing teams
TimeCamp
Time tracker with a free plan, automatic computer-activity tracking and tiered paid plans from $3.99 per user per month.
A free tier with no cap on users or projects makes this an easy first test for small teams. Agencies should note that billable rates and budgets arrive only with Premium, while SSO waits for Ultimate. On-premises hosting or a private cloud requires 50 or more users on annual Ultimate.
- Best for
- Small teams that want a free plan with unlimited users and projects.
- Company size
- Freelancers to mid-size; discounts above 50 seats; on-prem for 50+ users.
Key features
- Timers and timesheets
- Timer and timesheets on all plans; timesheet approvals from Ultimate.
- Billable rates and invoicing
- Invoicing from Starter; billable time and rates from Premium.
- Project budgets and reporting
- Budgets from Premium.
- Payroll and accounting integrations
- One integration on Premium, unlimited on Ultimate (specific payroll apps not confirmed by the vendor)
Pros
- Useful free plan.
- Clean interface.
- Flexible timesheets.
Cons
- Detailed complaints not retrieved.
Pricing: $0 (Free); paid from $3.99/user/mo billed annually · Free plan, Free trial
Best for self-hosted timesheets with approvals
actiTIME
Timesheet and work-time tracking tool with cloud and self-hosted editions, priced per user with a free tier for 1-3 users.
Small shops with up to three users pay nothing, and paying customers are charged per active user in tiers. Pick it when approval workflows and plain timesheets matter more than monitoring. Admins who need database access can choose the self-hosted edition, though SSO and SCIM are undocumented.
- Best for
- Small teams (1-3 users free) and SMBs wanting simple timesheets and approvals.
- Company size
- Small to mid-size teams (up to 200 users on tiers, fixed price above)
Key features
- Timers and timesheets
- Timesheets with approvals; Chrome extension and mobile app.
- Payroll and accounting integrations
- QuickBooks, actiPLANS, Zapier, API.
- Attendance and compliance
- ActiPLANS integration for leave and scheduling.
- Mobile app and offline use
- Free mobile app included.
Pros
- Easy timesheet completion.
Cons
- Resource and leave management scored lower (7.4) in G2 summary.
Pricing: Free for 1-3 users; $6/user/month billed yearly (1-40 users) · Free plan, Free trial
Best for EU companies with data location needs
DeskTime
Automatic time tracker with productivity scoring, optional screenshots and shift scheduling, priced per user.
Managers who want time and app usage captured without anyone pressing a timer should trial this. Data can be hosted in Germany or Ireland, a plus for EU compliance reviews. There is no free plan, no invoicing, and SSO is not documented, so check those gaps early.
- Best for
- Small and hybrid teams wanting automatic time and app tracking cheaply.
- Company size
- Startups and small to mid teams; Enterprise for 200+ users.
Key features
- Timers and timesheets
- Automatic tracking plus project timers; offline time approval on Premium.
- Project budgets and reporting
- Custom reports; unlimited projects only on Enterprise.
- Payroll and accounting integrations
- Zapier, Jira, Asana, calendars; API on Premium.
- Attendance and compliance
- Absence tracking and shift scheduling on Premium.
Pros
- Automatic tracking and easy to use.
- Responsive support, easy setup.
Cons
- Some reviewers want a more streamlined setup.
Pricing: EUR 5.50/user/month (Pro, EUR only) · Free trial
Best for teams living in Asana, Trello or Jira
Everhour
Time tracker with built-in budgets and invoicing, sold at one flat per-seat price with a 5-seat minimum on the paid plan.
Agencies living inside Asana, Trello or Jira can start timers from the task itself, with budgets and invoices handled in the same product. Pricing is $8.50 per seat yearly with a five-seat paid minimum. Integrations are paid only, so smaller teams should check that first.
- Best for
- Small agencies and project teams that track time inside Asana, Trello, Jira or similar tools.
- Company size
- Small teams; Custom plan from 50 seats.
Key features
- Timers and timesheets
- Timers via Mac desktop app, mobile app and browser extension.
- Billable rates and invoicing
- Billing, budgeting and invoicing included on Team.
- Project budgets and reporting
- Budgets included on Team.
- Payroll and accounting integrations
- 40+ native integrations (paid plan); payroll depth not confirmed by the vendor.
Pros
- Easy to use and quick to set up.
- Strong integrations with task tools such as Asana.
Cons
- Mobile support gets mixed feedback.
- Reporting and payroll features seen as thinner than Time Doctor.
Pricing: $8.50 per seat per month, billed yearly · Free plan, Free trial
Best for retail and restaurant crews
When I Work
Shift scheduling and time clock app for hourly teams with very low per-user prices and SSO only on the Premium tier.
Restaurants, shops and service businesses with hourly rosters can build schedules and run the time clock in one app, starting at $2.50 per user. Geofenced clock-in suits multi-site owners. Agencies needing billable rates should look elsewhere, and SSO is reserved for Premium.
- Best for
- Hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
- Company size
- Small hourly businesses; Enterprise tier exists.
Key features
- Timers and timesheets
- Time clock with breaks and time off tracking.
- Payroll and accounting integrations
- Payroll and POS integrations on all plans (names not confirmed by the vendor)
- Attendance and compliance
- Attendance, breaks, GPS/geofencing clock-in.
- Mobile app and offline use
- G2 summary rates mobile support about 9.0; offline use not confirmed by the vendor.
Pros
- Shift scheduling and time tracking score highest.
- Mobile app well rated.
Cons
- Process automation and leave management score lower.
Pricing: $2.50 per user per month (Essentials) · Free trial
Hubstaff
Time tracking with screenshots, GPS, project budgets, invoicing and global payroll payments, priced per seat with a 14-day trial.
Distributed companies that pay contractors in several countries should look here first, since payouts run through Gusto, Deel, Wise or PayPal. Screenshots, GPS and budgets come with it. Every seat is billed, so assign view-only staff the free Project Viewer role. Confirm which plan holds each feature.
- Best for
- Remote and distributed teams that pay contractors across countries (Gusto, Deel, Wise, PayPal listed)
Key features
- Timers and timesheets
- Timer with screenshots and activity levels (plan mapping not confirmed by the vendor)
- Billable rates and invoicing
- Invoicing and billing feature listed; plan not confirmed by the vendor.
- Project budgets and reporting
- Project cost budgeting listed; plan not confirmed by the vendor.
- Payroll and accounting integrations
- Global payments; integrations with Gusto, Deel, Wise, PayPal.
Pros
- Easy time and productivity tracking.
- User-friendly interface.
- Quick setup.
Cons
- Time tracking inaccuracies.
- Limited features with costly add-ons.
- Weak reporting options.
Pricing: $4.99/seat/mo (Starter, per G2 listing; not confirmed by the vendor) · Free trial
Toggl Track
Simple time tracking with timers, reports and optional capacity planning, sold per user with a small free tier.
Freelancers and agencies who value a clean timer and readable reports will find it quick to adopt. Free covers only 3 users, and Premium adds SSO. Run your own invoice test in a trial, since G2 points to invoicing as weaker than rivals, and no attendance rules are described.
- Best for
- Small teams and freelancers that want quick timers and clean reports.
- Company size
- Freelancers to mid-size teams; Enterprise plan for larger orgs.
Key features
- Timers and timesheets
- Manual and real-time timers, calendar integrations, timesheet reports.
- Billable rates and invoicing
- Billable rates (6-minute increments), revenue and profitability reports, built-in invoicing.
- Project budgets and reporting
- Estimated vs actual time tracking; no dedicated budget feature described.
- Payroll and accounting integrations
- Not specified on product page; integrations include Jira, Asana, Notion, Slack, plus API.
Pros
- Very easy to use, quick timers.
- Good project and task time tracking.
Cons
- Invoicing is weaker than competitors.
- Free plan limits feel restrictive.
- Some reviewers doubt product direction.
Pricing: $9 per user/month billed annually (Starter) · Free plan, Free trial
QuickBooks Time
Intuit's time clock and scheduling add-on for QuickBooks Online, charged as a monthly base fee plus a per-user fee.
Rebranded: Formerly TSheets; sold by Intuit. Apps and plans now branded QuickBooks Workforce alongside QuickBooks Time; requires a QuickBooks Online account.
Businesses already running QuickBooks Online can push approved hours straight into payroll and accounting, and field crews clock in with GPS. A QuickBooks account is required and billing is monthly only, at a $20 base plus $10 per user. Phone and chat support come included.
- Best for
- Existing QuickBooks Online users syncing hours to payroll and accounting.
- Company size
- Small businesses on QuickBooks.
Key features
- Timers and timesheets
- Clock in/out, multiple timesheets with approval; signatures on Elite.
- Project budgets and reporting
- Elite only: estimates vs actuals and project activity feed.
- Payroll and accounting integrations
- 50+ accounting and payroll apps plus QuickBooks Online, Payroll and Desktop.
- Attendance and compliance
- Overtime alerts, time off tracking, time kiosk (device sold separately)
Pros
- Easy to use.
- Reliable mobile time tracking.
- Strong support.
Cons
- Scheduling requires picking employees one by one.
- Contractors sync as users when 1099 payments are tracked.
- PTO calculation and clock-in/out issues reported.
Pricing: $20/mo base + $10/user/mo (Time Premium; list price) · Free trial
Replicon (Deltek Replicon)
Enterprise timesheet and labor-compliance product now sold under the Deltek brand with quote-only pricing.
Rebranded: Replicon.com/pricing redirects to deltek.com/products/replicon; marketed as Deltek Replicon (G2: Deltek Replicon Time).
Government contractors and global employers with compliance duties are the buyers here. Timekeeping follows DCAA and FAR requirements, and labor rules come preconfigured for over 145 jurisdictions. Expect a quote-only sales process, and probe expense management during demos, since G2 summaries rate it as the weakest area.
- Best for
- Large or regulated organizations (government contractors) needing DCAA, FAR style timekeeping.
- Company size
- Mid-size to enterprise.
Key features
- Timers and timesheets
- AI-based timesheets capturing time from 100+ work apps.
- Project budgets and reporting
- Estimated versus actual cost comparison.
- Payroll and accounting integrations
- ERP, CRM, payroll, PM systems; FAQ names SAP, ADP, Jira, Vantagepoint, Costpoint.
- Attendance and compliance
- Preconfigured labor rules for 145+ jurisdictions in 75+ countries; DCAA, FAR support.
Pros
- Support quality and employee self-service portal.
- Time tracking scores well.
Cons
- Expense management is the weakest area in G2 summaries.
Pricing: Contact sales
Time Doctor
Employee time tracking and monitoring tool with screenshots, activity levels and attendance reports, sold per user.
Outsourcing firms and remote teams that must show clients or finance how hours were spent are the core audience. Staff will see screenshot-style monitoring, so settle the policy first. Budget carefully, because each native payroll integration adds $200 per month on lower tiers and there is no free plan.
- Best for
- Remote or hybrid teams and BPO/outsourcing firms that want activity and productivity visibility.
- Company size
- SMB to enterprise; dedicated account manager listed for 50+ users.
Key features
- Timers and timesheets
- Automatic and manual tracking, online/offline; time approvals on Standard and up.
- Billable rates and invoicing
- Payroll feature on Standard and up; native payroll integration is a $200/month add-on per integration; client login access on Premium.
- Project budgets and reporting
- Projects and tasks on all plans; timeline and activity reports; client access on Premium (budget alerts not confirmed by the vendor)
- Payroll and accounting integrations
- 60+ integrations on Standard and up; HRIS and payroll native integrations $200/integration/month on lower tiers.
Pros
- Solid time tracking and productivity reporting.
- Useful for task management on remote teams.
Cons
- App glitches and unexpected shutdowns.
- Idle-time tracking inconsistencies.
- Billing confusion.
Pricing: $6.67/user/month billed annually (Basic); $8 monthly · Free trial
Clockify
Low-cost time tracker with a generous free plan, timesheets, kiosk clock-in and invoicing, sold per seat.
Cost-conscious buyers get unlimited tracking at no charge, which makes it an easy pilot. Warehouse or shop managers can set up kiosk clock-in with PIN or QR codes and break tracking. Test the one-month report range on Free, and price the $11.99 Enterprise seat if SSO or SCIM is mandatory.
- Best for
- Budget-conscious teams that want unlimited free tracking.
- Company size
- Freelancers to enterprise; Enterprise tier for larger orgs.
Key features
- Timers and timesheets
- Timer, manual entry, weekly timesheets, calendar, timesheet approval, auto-tracker for apps and sites.
- Billable rates and invoicing
- Invoicing from tracked time; billable rates.
- Project budgets and reporting
- Project reports with rates and assignments; budget features not confirmed by the vendor.
- Payroll and accounting integrations
- QuickBooks listed; payroll integrations not confirmed by the vendor.
Pros
- Cheap with a generous free plan.
- Straightforward core tracking.
Cons
- Interface can feel cluttered.
- Admin limits and reporting efficiency.
- Free report range is only one month.
Pricing: $3.99 per seat/month billed annually (Basic) · Free plan, Free trial
What to look for in time tracking software
Start by naming the main job: billing clients, collecting payroll hours, proving attendance or controlling project budgets. Each job favors a different type of tool, and a product built for one can be awkward for another. Then check the eight areas below, from timers and approvals to mobile use and company size fit. Also decide early whether monitoring features such as screenshots are acceptable to your staff, and have the vendor confirm what each plan includes.
Timers and timesheets
This is the base of the product: how people log time. Good tools offer a one-click timer, manual entry, weekly timesheets and an approval step so managers can review hours before billing or payroll. Check whether approvals are on the plan you would buy, since some vendors reserve them for higher tiers, and watch how the timer behaves when someone forgets to stop it.
- Harvest: Timer and timesheets on all plans; timesheet approvals only on Enterprise.
- TimeCamp: Timer and timesheets on all plans; timesheet approvals from Ultimate.
- actiTIME: Timesheets with approvals; Chrome extension and mobile app.
- DeskTime: Automatic tracking plus project timers; offline time approval on Premium.
- Everhour: Timers via Mac desktop app, mobile app and browser extension.
Billable rates and invoicing
Billable rates let you set what each hour is worth by person, project or client, and invoicing turns tracked time into a bill. Strong tools apply rates automatically, round time as your contract says and export clean invoices. Weak ones stop at hours, leaving you to rebuild the invoice elsewhere. Test one real client invoice from start to finish in a demo.
- Harvest: Invoicing and expense tracking included on all plans including Free.
- TimeCamp: Invoicing from Starter; billable time and rates from Premium.
- Everhour: Billing, budgeting and invoicing included on Team.
- Hubstaff: Invoicing and billing feature listed; plan not confirmed by the vendor.
- Toggl Track: Billable rates (6-minute increments), revenue and profitability reports, built-in invoicing.
Project budgets and reporting
Budget features compare planned and actual hours or cost per project, so you spot overruns while there is time to act. Look for budget alerts, estimates by task and reports that show profitability by client or person. Some tools offer only simple estimate-versus-actual views, and others lock profitability reporting to top plans, so confirm which reports your plan includes.
- Harvest: Project budgets and reports; profitability reporting only on Enterprise; custom reports capped at 4 on Teams.
- TimeCamp: Budgets from Premium.
- DeskTime: Custom reports; unlimited projects only on Enterprise.
- Everhour: Budgets included on Team.
- Hubstaff: Project cost budgeting listed; plan not confirmed by the vendor.
Payroll and accounting integrations
Integrations move hours into payroll, accounting and project tools so nobody types them twice. List the systems you already run, such as QuickBooks, a payroll provider or Jira, and check that each one is a native connection rather than a Zapier workaround. Some vendors charge extra per integration or limit the number you can connect.
- TimeCamp: One integration on Premium, unlimited on Ultimate (specific payroll apps not confirmed by the vendor)
- actiTIME: QuickBooks, actiPLANS, Zapier, API.
- DeskTime: Zapier, Jira, Asana, calendars; API on Premium.
- Everhour: 40+ native integrations (paid plan); payroll depth not confirmed by the vendor.
- When I Work: Payroll and POS integrations on all plans (names not confirmed by the vendor)
Attendance and compliance
Attendance features cover clock-in and clock-out, breaks, overtime alerts, time off and, for some tools, GPS or kiosk check-in. They matter most for hourly staff and for regulated work where labor rules apply. Project-focused tools often leave this out, so confirm that overtime and break rules match your local requirements before you commit.
- TimeCamp: Attendance, time-off and overtime from Starter.
- actiTIME: ActiPLANS integration for leave and scheduling.
- DeskTime: Absence tracking and shift scheduling on Premium.
- When I Work: Attendance, breaks, GPS/geofencing clock-in.
- Toggl Track: Not described; time off management via paid Time Off Pro add-on.
Mobile app and offline use
Staff in the field, on the road or on shifts log time from phones, so the mobile app should start timers, edit entries and clock in without a desktop. Check which platforms are supported, whether offline entries sync later and whether GPS check-in is available. Try the app on a typical staff phone during the trial.
- Harvest: Mac and iOS apps listed on the Free plan.
- actiTIME: Free mobile app included.
- Everhour: One mobile app listed; platforms and offline use not confirmed by the vendor.
- When I Work: G2 summary rates mobile support about 9.0; offline use not confirmed by the vendor.
- Toggl Track: IOS and Android apps, desktop apps for Windows and Mac, browser extensions; offline use not confirmed by the vendor.
Pricing model
Most time trackers charge per user per month, often with a free tier for one or a few users and discounts for annual billing. Watch for details that change the bill: seats charged for people who only view reports, minimum seat counts, base fees plus per-user fees, and add-ons for payroll connections. Compare prices at your real headcount.
- Harvest: Per seat, free tier of 1 seat and 2 projects.
- TimeCamp: Per user, free forever plan, monthly or annual.
- actiTIME: Per active user, tiered by user count; free for 1-3.
- DeskTime: Per user per month, no free plan.
- Everhour: Per seat, 5 seat minimum on paid.
Target company size
Some tools suit freelancers and small teams, others fit agencies, hourly businesses or enterprises with labor-law and audit needs. A simple tracker may lack approvals and SSO that a larger company needs, while an enterprise product can be too heavy for ten people. Match the plan tiers and support level to your size today and next year.
- Harvest: Small teams to enterprise; SSO and approvals aimed at larger teams.
- TimeCamp: Freelancers to mid-size; discounts above 50 seats; on-prem for 50+ users.
- actiTIME: Small to mid-size teams (up to 200 users on tiers, fixed price above)
- DeskTime: Startups and small to mid teams; Enterprise for 200+ users.
- Everhour: Small teams; Custom plan from 50 seats.
Buying time tracking software: security, admin and vendor checks
Once a tool fits the team, the purchase depends on what the vendor commits to in writing: single sign-on, user provisioning, audit logs, where data lives and the contract. The checks below use each vendor's public pages, so a blank means "ask", not "no".
- Try before you buy
- 11 of 12
- Publish SAML SSO
- 7 of 12
- Publish SCIM provisioning
- 1 of 12
- Publish a DPA
- 1 of 12
5 free trials, 6 free plans
ask the rest in writing
Clockify
Hubstaff
Must-haves and what each vendor publishes
A blank is not a no, but it is work for your security review. Clockify publishes the most (3 of 5); actiTIME, QuickBooks Time and Replicon (Deltek Replicon) publish none of these controls, so every question goes to their sales team. Tick what your team requires; vendors that drop out show why, and the budget check prices the plan that actually includes single sign-on when you require it.
All 12 vendors shown. Tick a must-have to filter. ● published with the plan, ◐ mentioned without plan or details, ○ not on the vendor's public pages.
| Vendor | SAML SSO | SCIM | Audit logs | Data residency | DPA |
|---|---|---|---|---|---|
| Clockify3 of 5 published | ● PublishedEnterprise | ● PublishedEnterprise | ● PublishedEnterprise | ○ Not published | ○ Not published |
| Harvest3 of 5 published | ● PublishedEnterprise | ○ Not published | ● PublishedEnterprise | ● PublishedGoogle Cloud multi zone; region not named | ○ Not published |
| Everhour2 of 5 published | ● PublishedTeam | ○ Not published | ○ Not published | ● PublishedAWS Oregon (US) and Frankfurt (Germany), replicated | ○ Not published |
| TimeCamp2 of 5 published | ● PublishedUltimate | ○ Not published | ● PublishedEnterprise | ○ Not published | ○ Not published |
| DeskTime1 of 5 published | ○ Not published | ○ Not published | ○ Not published | ● PublishedGermany primary data center, AWS Ireland for additional services | ○ Not published |
| Hubstaff1 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ● Published |
| Time Doctor1 of 5 published | ● PublishedPremium | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Toggl Track1 of 5 published | ● PublishedPremium | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| When I Work1 of 5 published | ● PublishedPremium | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| actiTIME0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| QuickBooks Time0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Replicon (Deltek Replicon)0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
How to evaluate time tracking software: eight criteria
The best way to evaluate a time tracking tool is to run your real process through it for a week. The eight criteria below cover tracking and approvals, billing, budgets, integrations, attendance rules, mobile use and fit. For each one, set up a small test with real users, check the output and note what the vendor documents publicly. Several tools here do not document SSO or SCIM, so confirm those in writing.
Timers and timesheets
Have a few people use timers, manual entry and timesheet submission for a week, then run an approval cycle. Check how corrections are handled and whether edits are logged. Ask whether approval flows and report history are limited on lower plans.
Billable rates and invoicing
Create rates by client, project and person, then generate an invoice from tracked time. Harvest and Everhour list invoicing, while Toggl Track is noted for weaker invoicing in G2 reviews. Ask how rates change mid-project and whether invoices can be exported to your accounting system.
Project budgets and reporting
Set a budget on a live project and check how alerts and overrun reports behave. Ask whether budget tracking works by hours, by money or both. Verify that reports can be filtered by client and exported.
Payroll and accounting integrations
Test the exact payroll and accounting connection you plan to use, not a general integration list. Hubstaff lists Gusto, Deel, Wise and PayPal, and QuickBooks Time syncs with QuickBooks Online. Ask whether each connection is included or billed, since Time Doctor lists payroll and HRIS integrations at $200 each per month.
Attendance and compliance
If you have hourly staff, test break rules, overtime flags and edit audit trails. Clockify lists kiosk clock-in with break tracking, and Replicon is built for DCAA and FAR style timekeeping. Ask your employment counsel what the tool must support, and note that Toggl Track does not describe strict labor-law compliance.
Mobile app and offline use
Install the mobile app on the phones your staff use and test clock-in, offline entry and sync. When I Work and QuickBooks Time list GPS clock-in. Ask what is stored on the device, what happens when connectivity drops and how location data is handled.
Pricing model
Ask for the effective price per active user, including viewers, approvers and managers. Hubstaff users who only view reports may be charged seats unless set as free Project Viewers. Confirm base fees, add-ons, annual commitments and what happens when you add users mid-term.
Target company size
Check that the vendor serves teams like yours and ask for a reference in your industry. Freelancer-oriented tools may lack admin controls, and enterprise tools such as Replicon quote on request with a long implementation. Match the tool's admin depth to your team size.
Questions to ask time tracking vendors
Time tracking collects data about people, so the sales call should cover privacy and security as well as features. These questions come from real differences across the tools in this category, such as monitoring features, SSO availability and cancellation rules. Ask for answers in writing and review them with HR and IT. Bring HR and IT into the call so nothing is missed.
What does the tool monitor, and can we turn it off?
Time Doctor and Hubstaff list activity monitoring, and Time Doctor notes screenshot-style monitoring that some teams object to. DeskTime tracks apps automatically. Ask which monitoring features are optional, how employees are informed and what works council or labor law rules apply.
Which plan includes SSO, SCIM and audit logs?
Clockify lists SSO on Enterprise only, TimeCamp on Ultimate and Enterprise, and Toggl Track on Premium and Enterprise. Harvest does not offer SCIM per a third-party guide, and Time Doctor charges $200 per month for SSO on lower plans. Get the plan matrix in writing.
Where is data hosted, and is there a DPA?
DeskTime lists data hosted in Germany or Ireland, and TimeCamp lists self-hosting or private cloud on annual Ultimate for 50 or more users. Ask where time and activity data lives and request a data processing agreement. Hosting location affects GDPR obligations.
How do edits, approvals and audit trails work?
Payroll and billing depend on accurate hours, so ask who can edit entries and how changes are logged. Test locking of approved periods. Weak audit trails create disputes later.
Who can cancel, and what are the refund terms?
Time Doctor lists that only the company owner can cancel in Settings or Billing, and TimeCamp lists no refunds per its FAQ. Hubstaff lists a 30-day money-back guarantee. Ask about cancellation rights and data export before you sign.
How do you handle mobile location and offline data?
GPS clock-in is useful for field crews but sensitive for employees. Ask what location data is stored, for how long and who can see it. Confirm offline behavior and how conflicts are resolved.
How to run the decision
Run the decision in three steps. Define the primary use, whether billing or attendance, and decide what employee data you will and will not collect. Trial two or three tools with real users and your payroll or accounting system, then send the same written questions on security, monitoring and contract terms to each vendor and review the answers with HR and IT.
Our recommendation
Pick the tool that fits your main job first, whether that is client billing, payroll hours, attendance or project budgets, and then check approvals, integrations and mobile use. Small teams can start on a free tier, while larger buyers should confirm SSO, audit logs and data hosting. Run a short pilot with real timesheets, compare the price at your headcount, and review the vendor's contract terms before you sign.
Time Tracking Software: frequently asked questions
What is time tracking software?
Time tracking software records the hours people work through timers, timesheets, attendance clocks or automatic activity capture. Hours are tagged to clients, projects or tasks, so teams can bill customers, prepare payroll and compare actual effort with budgets.
What is the best time tracking software for a small business?
It depends on the job. Harvest and Everhour suit small teams that bill clients, actiTIME and TimeCamp suit teams that want timesheets and approvals at a low price, and When I Work suits hourly shift crews. Pick by use case, then compare plan limits.
Is there free time tracking software?
Yes. Clockify, TimeCamp, Toggl Track (up to 3 users), Harvest (1 seat and 2 projects) and actiTIME (1 to 3 users) all have free plans. Free tiers limit users, projects, reporting range or features such as approvals, so check them against your needs.
What features should time tracking software have?
Look for a timer and timesheets, approvals, billable rates, project reports, integrations with your accounting or payroll tool, and a mobile app. Hourly businesses should add attendance, breaks and overtime alerts. Teams in regulated settings should add SSO and audit logs.
Is employee time tracking with monitoring allowed?
Rules differ by country and employer, so check local labor and privacy law and involve your works council or legal team where required. Tools such as Time Doctor, Hubstaff and DeskTime offer screenshots or activity levels, and you should tell staff clearly what is recorded.
Which time tracking software include SSO below the enterprise plan?
Everhour (Team plan); When I Work (Premium and up (SAML)). The other tools either reserve SAML SSO for their top tier or do not say on their public pages.