5 best time tracking software for professional services

But here's the reality: time isn't just fleeting; it's the lifeblood of professional services. Accurate billing, project profitability, and resource optimisation hinge on understanding how time is spent. Generic time-tracking apps fall short in this specialised arena.

Law firms, consultancies, agencies - these businesses demand precision. They need tools that seamlessly integrate with invoice management, generate insightful reports, and cater to intricate billing structures.

That's where our curated list comes in. We’ve rounded up the best time-tracking apps, which perfectly fit your unique needs.

That’s why we’ve rounded up the best time-tracking apps to fit your unique needs perfectly. 

• Timely better for large teams to automate time-tracking 
• Toggl is The most popular tool among Thriday members 
• Harvest a simple, affordable option that does the job 
• Memtime is another straightforward time-tracking option 
• TrackingTime for the more visual people among us 

The role of time tracking in professional services 

Time tracking isn't just about clocking in and out. In professional services, it's about:

Accurate client billing

Ensuring you bill clients precisely for the time spent on their projects. 

For agencies, this will capture every minute spent on creative development, client revisions, campaign management, and reporting, justifying project fees and fostering client trust. Consultants can track time dedicated to client meetings, strategy sessions, report preparation, and implementation, enabling transparent and accurate invoicing.

Project profitability

By tracking time against projects, you can see which services or clients generate the most revenue. This data empowers you to make strategic decisions and focus on high-value work.

Resource management

Time tracking software lets you know how employees spend their time to identify underutilised or overloaded team members, allowing you to balance workloads and maximise productivity.

Productivity improvement

It also helps identify time-wasting activities since you gain insights into how time is spent to uncover unproductive habits and distractions. Implement strategies to minimise these and boost focus.

Transparency & trust

More importantly, it builds client confidence. It provides clients with detailed timesheets and project reports, demonstrating how their investment is being used and fostering trust.

What features to look for in a time tracking app

When selecting a time-tracking solution, prioritise:

1. User-friendly interface

• Is the design intuitive and easy to learn, minimising the need for extensive training?
• Does it offer clear navigation and simple controls to reduce confusion?
• Are visually appealing dashboards available to present data in an easily understandable format?

2. Seamless integrations

• Is it compatible with your existing project management tools (e.g., Asana, Trello) for streamlined workflows?
• Can it integrate with your payroll system to automate payroll calculations and eliminate manual data entry?
• Does it connect with communication and collaboration platforms (e.g., Slack, Microsoft Teams) to keep teams informed and aligned?

3. Accurate time logging

• Does it provide automatic time tracking to capture activity across different apps and websites, reducing the need for manual entry?
• Can it detect idle time and allow for adjustments to time entries?
• Does it offer GPS tracking (if needed) to verify work locations for field-based or mobile teams?

4. Customisable timesheets

• Can you define custom fields and categories to match your project structure and billing requirements?
• Does it provide flexible time entry options (manual entry, timers, calendar integration) to suit different work styles?
• Does it support multiple billing rates and currencies for diverse client agreements?

5. Employee monitoring (Optional)

• Does it offer screenshot capture to monitor activity and ensure productivity?
• Can it track app and website usage to provide insights into how employees spend their time?
• Does it generate productivity reports to identify potential areas for improvement?

6. Mobile accessibility

• Are native mobile apps available for iOS and Android for on-the-go time tracking?
• Does it offer offline functionality to log time even without an internet connection?
• Can it synchronise data in real-time between mobile and desktop versions?

7. Robust reporting

• Can you customise reports to filter and analyse time data according to your specific needs?
• Does it offer visual representations of time data (charts, graphs) for quick and easy insights?
• Does it have export capabilities to share reports with clients or stakeholders in various formats?

Best time tracking software in Australia compared

Now that you know the key features to check, let's compare the top time-tracking software options available in Australia to help you make an informed decision.

1. Timely

Timely is a powerful time-tracking tool designed for large teams that want to automate and streamline their time-tracking process. Its intuitive interface and intelligent tracking features make it easy for team members to track their time on different projects. At the same time, its robust reporting capabilities provide valuable insights into team productivity and resource allocation.

Key features

• Memory AI: Intelligently suggests time entries based on your activity, minimising manual input.
• Live activity feed: Provides a real-time overview of team activity and project progress.
• Capacity planning: Helps allocate resources effectively by visualising team workload and availability.
• Customisable reports: Generate detailed reports tailored to your specific needs and metrics.
• Integrations with popular project management tools like Asana, Trello, and Jira

Pros

• Effortless time tracking: Automatic capture of time spent in various apps eliminates manual entry and ensures accurate records.
• Project insights: Powerful reporting features provide in-depth visibility into project progress, team performance, and resource utilisation.
• Budget control: Real-time budget tracking helps keep projects on track and prevent cost overruns.
• Seamless integration: Smoothly connects with popular project management tools, centralising your workflow.

Cons

• Pricing: This can be relatively expensive for smaller teams or individuals.
• Initial setup: It may require some configuration and learning to leverage its advanced features fully.
• Privacy concerns: Automatic tracking might raise concerns for some users regarding data privacy and monitoring.

Why we included it: Timely's ability to automatically capture time spent across various apps, combined with its detailed project budgeting and team-level insights, makes it indispensable for larger teams needing granular control over billable hours and resource allocation.

2. Toggl

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Key features

• One-click timers: Start and stop tracking with a single click for effortless time logging.
• Pomodoro timer: Built-in Pomodoro timer for focused work sessions and improved productivity.
• Idle detection: Automatically detects idle time and prompts you to adjust your time entries.
• Team dashboard: Provides an overview of team activity and project progress in a shared view.

Pros

• Simplicity at its best: Intuitive interface and one-click timers make it incredibly easy to start and stop tracking.
• Cross-platform versatility: Works seamlessly across desktop, web, and mobile, ensuring you can track time wherever you are.
• Budget-friendly: Offers a free plan with basic features and affordable paid plans for expanded functionality.
• Offline mode: Continues tracking even without an internet connection, ideal for remote work or unreliable networks.

Cons

• Limited reporting: Reports are relatively basic compared to more comprehensive tools.
• Project management: Lacks advanced project management features found in some competitors.
• Manual tagging: It can be tedious to tag tasks and projects for better organisation manually.

Why we included it: Toggl's dead-simple interface and one-click timers make it the go-to for anyone overwhelmed by complex tools. It's perfect for individuals or small teams who just want to track time without fuss yet still offer enough flexibility to scale up if needed.

3. Harvest

Key features

• Timesheet approvals: Streamlines the approval process for timesheets and invoices.
• Expense tracking: Capture project-related expenses and include them in invoices.
• Project estimates: Set project budgets and track progress against estimates.
• Team capacity: Visualise team availability and workload for better resource planning.

Pros

• Easy invoicing: Built-in invoicing streamlines the billing process for freelancers and consultants.
• Expense tracking: This allows you to track project-related expenses alongside your time.
• Integrations: Connects with popular project management and accounting tools for a unified workflow.
• User-friendly interface: A clean and intuitive design makes it easy to navigate and understand.

Cons

• Feature limitations: It offers fewer advanced features than some competitors.
• Mobile app: Mobile experience could be improved with more robust functionality.
• Multi-project tracking: It can be somewhat cumbersome to switch between multiple projects and tasks.

Why we included it: Harvest strikes the ideal balance of simplicity and essential features. Its built-in invoicing is a major plus for freelancers and consultants who need to track billable hours and get paid, all within one streamlined app.

4. Memtime

Key features

• Keyboard shortcuts: Quickly start, stop, and manage timers with customisable keyboard shortcuts.
• Calendar integration: View your time entries in a calendar view for better visualisation.
• Task grouping: Group related tasks together for easier organisation and tracking.
• Export options: Export your data in various formats for further analysis or integration with other tools.

Pros

• Minimalist design: Distraction-free interface keeps you focused on the task at hand.
• Ease of use: Simple timers and intuitive controls make tracking a breeze.
• Lightweight: Doesn't consume excessive system resources, ensuring smooth performance.
• Affordability: Offers a free plan and competitive pricing for premium features.

Cons

• Limited functionality: Lacks advanced reporting and project management features.
• Mobile app limitations: The mobile app might have fewer features than the desktop version.
• Collaboration: Not ideal for teams needing extensive collaboration and shared project tracking.

Why we included it: Memtime's ultra-minimal design and distraction-free approach is a breath of fresh air. It's perfect for those who find other time trackers too cluttered or feature-heavy and just want a clean, focused way to log their work.

5. TrackingTime

Key features

• Visual timelines: View your time entries on interactive timelines for a chronological overview.
• Real-time dashboards: Monitor project progress and team activity in real-time with customisable dashboards.
• Productivity reports: Gain insights into your productivity patterns and identify areas for improvement.
• Client access: Share project timelines and reports with clients for transparency and collaboration.

Pros

• Visual data: Colorful charts and graphs provide a clear and engaging overview of your time usage.
• Project tracking: This allows you to categorise and track time across different projects and tasks.
• Affordable plans: Offers a free plan and reasonably priced paid plans for additional features.
• Customisable: This can be tailored to your specific needs with various settings and integrations.

Cons

• Interface complexity: The visual focus might be overwhelming for some users who prefer a simpler design.
• Advanced features: Lacks some of the more in-depth features found in other tools.
• Mobile app: Mobile experience could be improved with more comprehensive functionality.

Why we included it: If you're a visual learner, TrackingTime's colourful charts and graphs bring your time data to life. It's ideal for teams who need to quickly grasp project progress and identify bottlenecks, all at a glance.

How do we compare pricing plans and features? 

Understanding the pricing plans and features of different time-tracking software can help you find the best time-tracking software for your budget. Many tools offer tiered pricing plans, catering to both small businesses and large enterprises. Look for trial periods or free time tracking software options to test out the features before committing financially. 

Compare the features included in each pricing tier. For example, some plans may offer advanced tracking and reporting capabilities, while others might focus on basic time logging. Check if the pricing plan includes customer support. Good customer support can save you time and stress. 

Thriday: Your financial autopilot for uninterrupted client focus

While traditional time-tracking tools measure billable hours, Thriday, an accounting and invoice software in Australia, redefines efficiency by tackling the financial chaos that often plagues professional service businesses.

Imagine a world where crafting invoices, chasing receipts, and deciphering tax codes are thing of the past. Thriday automates these mundane tasks, liberating you from spreadsheets and paperwork. No more lost invoices, miscalculated expenses, or missed tax deadlines.

Thriday doesn't just automate; it give your clearer view of your finances. Real-time dashboards offer a crystal-clear view of your financial health. Automated budgeting keeps spending in check while interest-earning savings accounts put idle funds to work. Armed with these insights, you can make confident, data-driven decisions that fuel growth.

In the demanding realm of professional services, client satisfaction is paramount. Thriday acts as your silent financial partner, tirelessly managing the back-office so you can dedicate your full attention to delivering exceptional results.

From consultants and freelancers to agencies and beyond, Thriday transforms financial management from a burden into a breeze. Experience the freedom to focus on your craft, knowing your finances are in expert hands.

Wanna know more how Thriday can help you boost your business efficiency? Schedule a demo today!

Frequently asked questions

Which time-tracking software is best for my professional services business?

The ideal software depends on your specific needs. For larger teams needing automation and detailed project insights, Timely excels. If simplicity is key, Toggl is a popular choice. Harvest shines with built-in invoicing, which is perfect for freelancers. Memtime offers a minimalist approach, while TrackingTime caters to those who prefer visual data representation.

Can time-tracking software integrate with my existing project management tools?

Yes, most time-tracking solutions offer integrations with popular project management tools like Asana, Trello, and Jira. This streamlines your workflow, allowing you to track time directly within your project management environment.

How does time tracking help with client billing and project profitability?

Time-tracking software ensures accurate client billing by logging billable hours for each project. It also provides insights into project profitability by comparing time spent to revenue generated, allowing you to focus on high-value work.

Is time tracking only beneficial for large businesses?

No, time tracking is valuable for businesses of all sizes. Even freelancers and solopreneurs can benefit from improved time management, project visibility, and accurate client billing.

How can Thriday complement time-tracking software for professional services businesses?

Thriday complements time-tracking tools by automating financial admin tasks like invoicing, expense tracking, and tax preparation. This frees up time for billable work and ensures accurate financial management, further boosting efficiency and profitability for professional services businesses.

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