Introduction: The Importance of Time Tracking
For small businesses, tracking employee time and attendance is crucial for paying employees accurately and managing productivity. However, the process can be daunting without the right time tracking software. The good news is, there are many excellent time tracking tools available today that are affordable, easy to use, and offer features tailored to small business needs. In this blog post, we will explore the benefits of time tracking for small businesses, the key features to look for in time tracking software, and review some of the top options on the market in 2022.
Why Time Tracking Matters
For small business owners and managers, time is money. You need to know that work hours are being used efficiently so projects stay on track and on budget. Time tracking software provides visibility into how employees are spending their time so you can:
- Pay employees accurately for hours worked
- Estimate costs and schedule projects accurately
- Improve productivity by understanding where time is being spent
- Identify areas for improvement or training needs
- Track billable hours for client invoices
- Maintain compliance with labor laws and regulations
Time tracking tools provide insights into employee attendance and work patterns so you can optimize schedules, staffing, and workflows. This helps control costs, improve productivity, and ensure payroll accuracy. For service businesses that bill by the hour, the software also ensures clients are accurately invoiced for time spent on their projects.
Key Features To Look For
Today's time tracking systems go far beyond simple punch clocks to provide robust functionality tailored to small business needs. Here are some key features to look for:
- Easy time tracking from any device: Employees should be able to easily track time from their computers, smartphones and tablets. This allows staff to record time no matter where they are working.
- Project tracking: The ability to track time against specific projects allows you to collect data on project costs and productivity. Some systems let you set project budgets to control costs.
- Productivity monitoring: Insights into how time is being spent can help identify areas for improvement. You can set productivity goals and track progress.
- Billing capabilities: For billable work, the software should allow easy generation of invoices based on tracked hours/projects.
- Reporting and analytics: Robust reporting provides insights into employee attendance, work patterns and productivity. Know exactly how time is being spent.
- Scheduling: Some systems provide schedule creation, management and optimization features to improve staff planning.
- Integration with payroll, accounting, etc: The system should easily integrate with your existing HR and accounting platforms for efficient data sharing.
- Mobile apps: Mobile apps allow employees to track time and clock in/out from anywhere.
- Offline access: For on-the-go employees without consistent internet connections, offline access ensures time data isn't lost. It syncs up when internet is restored.
- GPS tracking: Some systems use GPS to automatically validate attendance and verify work locations, preventing buddy punching.
- Employee monitoring: Features like random screen shots, keyboard tracking and application monitoring promotes on-task behavior.
- Access controls: Robust permissions settings allow administrators to control who can access sensitive data and configure options.
With these key features in mind, let's look at some of the best time tracking solutions available today for small business needs.
Top Time Tracking Software for Small Businesses
1. Toggl Track
Toggl Track is one of the most popular and flexible time tracking tools aimed at small business users. It can be used by employers to track employee time as well as freelancers to track billable hours.
Key features include:
- Available online and via mobile/desktop apps
- Very simple to use intuitive interface
- Ability to track time manually or using automatic idle detection
- Powerful reporting and visualization tools
- Integrates with over 40 platforms including Asana, Trello, Basecamp and more
- Unlimited users and projects on the free plan
- Inexpensive premium plans start at $10/month
Toggl Track makes time tracking simple and straightforward. The free plan is very capable for small teams. Overall an excellent choice for most small businesses.
2. Time Doctor
Time Doctor takes time tracking a step further by recording active application and web usage during work hours to improve productivity.
Key features include:
- Web dashboard and desktop app to record hours and tasks
- Productivity tracking shows times applications used
- Powerful reporting and analytics
- Integrates with project management tools
- Can monitor and limit website usage
- Free plan for unlimited users and projects
- Paid plans start at $7 per user/month
Time Doctor provides excellent time and productivity insights. However, the extensive monitoring may feel too intrusive for some employees. But it can be effective for remote teams.
3. Hubstaff
Hubstaff focuses heavily on providing visibility into remote employee activities with features like screen shots, keyboard/mouse tracking, app monitoring, location tracking and more.
Key features:
- Activity monitoring and random screen shots
- Keyboard and mouse usage monitoring
- GPS location and mapping
- Project budgets and task management
- Robust reporting and analytics
- Free for 2 users
- Paid plans start at $5 per user/month
Hubstaff is ideal for business owners who want to closely monitor remote employee activities. Employees may find it too intrusive unless clear expectations are set.
4. Harvest
Harvest is a popular platform with integrations for major project management and accounting tools. It provides reliable time tracking paired with reporting and invoicing.
Key features:
- Easy to use web and mobile apps
- Powerful reporting and dashboards
- Project budgeting tools
- Direct integrations with QuickBooks, Xero, Asana and more
- Automatic sync between apps
- Free for unlimited users/projects
- Paid plans start at $12 per user/month
Harvest is straight-forward time tracking coupled with helpful integrations and reporting. It lacks some advanced employee monitoring tools but is still a solid choice.
5. TimeCamp
TimeCamp aims to provide an affordable, easy to use option perfect for small businesses. It captures activity across devices and integrates with common business apps.
Key features:
- Web dashboard and mobile apps for iOS and Android
- Productivity monitoring and reporting
- Integrates with tools like Asana, Trello, Jira and Slack
- Free for unlimited users and projects
- Paid plans start at just $5.25 per user/month
TimeCamp delivers solid time tracking capabilities in an inexpensive package. The free plan is very capable for small teams. It lacks some advanced features like screen monitoring but represents a good basic option.
6. clockShark
clockShark focuses specifically on streamlining employee scheduling and time tracking. Advanced features improve payroll accuracy.
Key features:
- GPS stamped clock-ins/outs
- Facial recognition for clocking in
- Matches clock-ins/outs to schedule
- Customizable pay rules by location and job
- Free trial for 25 employees
- Paid plans start at $2 per user/month
clockShark provides specialized tools tailored to simplify employee scheduling and payroll. The facial recognition option improves payroll accuracy and prevents buddy punching.
7. TSheets
TSheets is designed specifically with construction contractors in mind. It seamlessly integrates with QuickBooks and provides advanced options for field employees.
Key features:
- Job costing and custom pay rules
- GPS mobile clock in/out
- Integrated phone calls, texts and photo capture
- Special options for field employees
- Real-time map view of employee locations
- Integrates directly with QuickBooks
- Free for 5 employees
- Paid plans start at $8 per user/month
TSheets provides tailored solutions for contractors including construction, landscaping, plumbing, HVAC and more. The integration and mobile tools make it easy for field staff to track time and share information from the job site.
8. Timely
Timely provides an affordable automatic time tracking option complete with project tracking, productivity metrics, reporting and more.
Key features:
- Automatic tracking via web app, Windows/Mac
- Dashboard shows real-time activity
- Project tracking and budgeting
- Productivity metrics for employees
- Robust analytics and reporting
- Free for unlimited users/projects
- Paid plans start at $10 per user/month
Timely automates time tracking using idle detection. The deep analytics help businesses understand exactly how time is being spent. Lacks some manual tracking and advanced employee monitoring tools but provides strong fundamentals.
Conclusion
A good time tracking system tailored to small business needs brings clarity to employee attendance, work patterns and productivity. Business owners can optimize schedules, staffing and workflows while ensuring payroll accuracy. For billable work, easily generate invoices based on tracked hours and projects.
Solutions like Toggl Track, Time Doctor, Hubstaff, and Harvest offer different combinations of features and pricing designed to meet diverse needs. Focus first on core capabilities like ease of use, reporting and integrations. For companies concerned about remote employee productivity, solutions with monitoring tools like Time Doctor and Hubstaff are beneficial. Construction contractors, landscapers and field service businesses can benefit from options like TSheets designed specifically for their niche.
The time tracking space continues to evolve quickly. New mobile capabilities and AI are emerging to provide even more intuitive and automated tools. Be sure to thoroughly evaluate your specific business needs and priorities before choosing a system. Ample free trials allow you to test out shortlisted options firsthand with your team before committing. Investing in the right time tracking platform saves money, improves productivity and sets your business up for success.
With a little research, small businesses can find an excellent time tracking system tailored to their specific needs and budget. The options profiled above represent some of the best solutions available today. Focus on simplicity, mobility, robust reporting and actionable analytics. And don't underestimate the value of a free plan - many capable options allow small teams to benefit at no cost. Visit each vendor's website to view free trial options and get a hands-on feel for these time tracking tools.
