The Best Time-Tracking Apps for Freelancers (2023)

Deeper Dive: Our Top Tested Picks

Buying Guide: The Best Time-Tracking Apps for Freelancers

Why Use a Time-Tracking App?

In the days before computers were ubiquitous, workers who charged by the hour kept track of their time using ledgers (or, perhaps, scraps of paper), writing down by hand what they did for their clients alongside the date and how long it took. At the end of the billing period, someone would have to compile it all into an invoice to charge the client appropriately. Some people still work like this today, but there's a better way. Time-tracking apps have several advantages over doing keeping track on paper, allowing you to spend more time working productively, and less on doing paperwork.

Time-tracking apps can compile invoices automatically. They can detect when your computer goes idle, and ask you whether you want to exclude the idle time. They can show you a running clock right on your screen, remind you to take breaks, and even take periodic, time-stamped screen captures in case you ever need to justify your bill to a client. For the purpose of this article, we refer to this type of software as time-tracking apps for freelancers. That said, many of the apps that are useful for freelancers are also appropriate for small business use—more on that in a moment.

Other Types of Time-Tracking Apps

There are other types of time-tracking software for businesses, beyond those that are suitable for freelancers. For example, many employee monitoring services include time-tracking tools. In those apps, employees typically clock in and out of work using the app in addition to tracking their time on tasks. Another type of software that sometimes includes time-tracking tools is project management software. When project management apps include time trackers, project managers and workers can use the data to develop a better understanding of how long tasks and projects take, which improves their ability to estimate future projects. Or they may use the time data to invoice clients, or both.

All these time-tracking apps let you manually start and stop recording time. Manually running a timer may seem counterintuitive, as there are programs that can automatically track which apps and websites you use and for how long, such as RescueTime and Qbserve. The problem, however, is that in the course of completing a task, a worker may switch apps and websites, make phone calls, or attend a meeting. Apps such as RescueTime are not equipped to figure out which discrete actions should be lumped together as one task. These apps are incredibly useful, however, at helping people with time-management problems. So while there are a variety of time-tracking apps, for the purpose of this list we stick to programs that are designed for freelancers and small teams.

Best Free Time-Tracking App

Some freelancers and contract workers work solo, only have one or two clients, and don't have complicated invoicing needs. These types of workers can stick with a free time-tracking app. Our favorite in this category is Toggl's free version. Using Toggl couldn't be easier. It works well and doesn't quit in the event your internet connection drops. Toggl offers mobile apps, a web app, and a browser extension that includes built-in reminders for those who use the Pomodoro Technique(Opens in a new window) (a method for taking breaks at prescribed intervals) for better productivity.

Toggl doesn't have a complete invoicing system, but you can connect the free version to FreshBooks and generate invoices there, or you can export a report or CSV file of the data that needs to be turned into an invoice and manage it yourself from there in any invoicing tool you like. Another free option is TopTracker, which is made by a company called TopTal, which runs a freelancer marketplace. Because time-tracking apps increase the accuracy of time billed, it's in TopTracker's interest to give away a free tool to make both freelancers and companies who hire them happy.

Best Time-Tracking App for Small Teams

Small businesses and freelancers who work with teams need to track and bill for not only their own time, but also others'. Harvest, which costs $12 per person per month, is our favorite among these options for offering excellent value and supporting a variety of use cases. With Harvest, everyone on a team can track their time and it will all appear in the administrator's account. Harvest lets you assign different hourly rates to different workers. It also has an option to track work that's billed for as a flat rate. For example, if you charge a flat $2,500 to redesign a web page, you might still want to keep an eye on how many hours you spend doing the work.

Best Time-Tracking App for Invoicing

Some time-tracking apps include an entire billing and invoicing system while others let you review charts and export data to a CSV file for creating invoices elsewhere. Having an integrated invoicing system is useful for those who have complex invoicing needs, such as tracking both time and expenses. Three apps stand out for their integrated invoicing: Harvest, FreshBooks, and Paydirt.

I've already mentioned some of Harvest's strengths with invoicing. FreshBooks is in fact more accurately classified as invoicing software that also includes time-tracking tools. Paydirt is another excellent app with options to collect payment directly from a digital invoice via PayPal and Stripe. When clients pay electronically, Paydirt can automatically track which of your invoices have been paid, too.

Best Time-Tracking App for Offline Use

Not all time-tracking apps work offline. Quite a few have web apps only that require an internet connection both when starting a timer and as it runs. People who frequently work offline or have unstable internet service will want a time tracker that works offline, too. Toggl and OfficeTime are among the best in this category. Toggl has desktop apps and mobile apps that can track time whenever and will sync their data to your account the next time they are connected. OfficeTime only offers desktop apps and iOS apps, no web app, and it works reliably no matter where you are. Another benefit of OfficeTime: It sells for a one-time fee rather than a recurring subscription.

What's Best for You?

To narrow down which time-tracking app is right for you, considering how complicated your time tracking and invoicing gets, whether you work alone or with a team, and if you need the ability to track time when you're offline. There are plenty of excellent options available at a range of prices. While you're considering your cashflow, you should also read our feature on the best personal finance services.