Best Time Tracking Software for Agencies | Top 5 Options

time tracking software for agencies

Time tracking software for agencies helps agency owners is several ways.

Time tracking tool for agencies helps track each employees’ time, profitability, and project efficiency. 

It resolves issues like inaccurate payroll and ensures transparency in workforce management.

Issues that time-tracking software resolves for agencies are, 

  1. It helps resource allocation, preventing burnout, and optimizing task distribution.
  2. Time tracking enhances project planning by providing historical data for better estimation and scheduling.
  3. With features made just for agencies, this software makes everything run smoother and helps people boost productivity.

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Why Do Agencies Need Time Tracking Software?

time tracking software for agencies

Time tracking software for agencies ensures that agencies manage their resources better. Tracking everyone’s workload can determine if some team members are overloaded while others have spare time. 

Agency time tracking apps helps managers balance the workload more evenly and make the most of their team’s skills.

Also, it’s useful for planning projects. 

For example, looking at past data, like how long similar projects took in the past, can help agencies estimate how long new projects will take and plan accordingly.

Plus, it encourages everyone in the agency to be responsible for their time and tasks.

When everyone knows their time is being tracked, they’re more likely to stay on track and get things done.

Generally, using time-tracking software makes agencies run smoother, work better, and make more money.

What Type Of Agencies Should Use Time Tracking Software?

Agencies of all sizes and industries can benefit from time tracking software.

Creative agencies, marketing firms, consulting firms, and freelancers can streamline their operations with these tools.

Agencies that calculate payroll based on hours worked or need to allocate resources accurately via scheduling should consider using time tracking software.

It’s particularly useful for agencies managing multiple projects simultaneously, helping them stay organized and efficient.

Even agencies with remote teams can purchase time tracking software to monitor productivity and ensure transparent communication.

How Do You Implement Time Tracking Software In Your Agency?

time tracking software for agencies

Following these steps, you can smoothly implement time-tracking software at your agency.

1. Research And Select The Right Software

  • Research and Choose Software
    • Look for software that fits your agency’s needs and goals. 
    • Consider the size of your team, your budget, and the features you need. 
    • Ensure the software can track time, produce customizable reports, and work with other tools you use.
  • Try Out Software
    • Test a few options to see which works best. 
    • You can do free trials or watch demos to see how the software works. 
    • Get your team’s feedback to ensure the software will work for them, too.
  • Implementation plan
    • Once you’ve chosen the right software, devise a strategy. 
    • Decide who will do what and when you’ll begin. 
    • Make sure everyone is aware of what’s happening.

2. Provide Comprehensive Training To All Team Members

Ensure all team members receive thorough training on effectively using the time tracking software. 

Include training instructions like how to log time accurately, categorize tasks, and utilize additional features. 

Offer hands-on workshops or tutorials to address any questions or concerns they may have. 

Encourage open communication and ongoing support to ensure everyone feels confident using the software. 

Investing time in comprehensive training can maximize your agency’s benefits from time tracking software.

3. Customize The Software Settings

To customize the software settings effectively, start configuring user permissions to ensure access levels in your chosen software.

Adjust project settings to match your agency’s workflow, including task categorization and project hierarchy. 

Customize reports to track key metrics and performance indicators relevant to your agency’s goals. 

Integrate the software with other tools used in your workflow to streamline data exchange and enhance efficiency.

Please review and adjust settings to optimize the software’s performance and ensure it aligns with your agency’s evolving needs.

4. Encourage Consistent and Accurate Time Tracking Practices

  • Implement clear guidelines
    • Establish detailed policies outlining how and when employees should track their time.
  • Set expectations
    • Communicate the importance of accurate time tracking for project management and payroll purposes.
  • Regular reminders
  • Lead by example
    • Managers and team leaders should actively use the time tracking software themselves to set a positive example for their teams.

5. Regularly Review and Analyze Time Tracking Data

Schedule regular reviews of time tracking data to gain insights into employee productivity and project efficiency.

You can do this by analyzing time logs to identify trends, such as peak productivity hours or when you often get stuck.

Use the data to assess project profitability, comparing estimated versus actual time spent.

Additionally, identify areas for improvement and adjust workflows or resource allocation accordingly.

Hold time tracking reports to communicate with clients, providing transparent updates on project progress and budget utilization.

Lastly, Encourage team members to actively participate in analyzing time tracking data, fostering a culture of accountability and continuous improvement.

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Best Time Tracking Software for Agencies

When choosing time tracking software for agencies, some great options are known for their useful features and easy-to-use interfaces. 

These platforms are designed for agencies and provide strong solutions for tracking time, managing projects, and handling invoices.

  1. Buddy Punch
  2. Tick
  3. TimeCamp
  4. Harvest
  5. Toggl Track

1. Buddy Punch

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Many agencies utilize Buddy Punch as a comprehensive time tracking solution.

It enables efficient monitoring of employee hours, facilitating accurate payroll processing and project budget management. 

Unlike manual methods, Buddy Punch does it automatically, which means fewer mistakes and less time spent on paperwork. 

Compared to other time tracking solutions, Buddy Punch stands out for its user-friendly interface and powerful features, including customizable reporting and seamless integration with payroll systems.

It works well for various agencies, from small startups to big enterprises, because it is versatile.

Buddy Punch offers agencies an efficient and reliable way to manage their workforce and optimize productivity.

When we designed Buddy Punch, we wanted to ensure business owners across industries could count on it as an end-to-end time-tracking solution.

When looking at marketing agencies specifically, we found that there were three key traits our tool could focus on to help with their project time tracking:

  1. Accountability
  2. Simplicity
  3. Streamlining

From what we heard, the perfect agency time tracking app would maximize employee accountability, place an emphasis on simplicity of use, and streamline processes across operations, whether that meant making it easy to track projects or easier to calculate hourly rates.

Consider better managing your team members with features such as Job Codes, Notifications, Automatic Breaks, GPS Tracking, Payroll Integrations, PTO Management, and Customizable Reports. 

We’ll also explain in more detail that these tools are simple yet effective ways to ensure your employees make the most of their work time.

Note: If you’d rather try out these features yourself rather than learn more about them through our explanation, you’re welcome to take advantage of our 14-day free trial on all of Buddy Punch’s pricing plans.

Job Codes

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Buddy Punch’s Job Codes feature, also known as Department Codes, is a valuable tool for agencies to monitor progress on client projects.

It allows them to categorize and track time spent on different tasks or projects, providing a convenient way to organize and analyze labor costs. 

The job codes feature enhances transparency and accountability within the workforce, enabling managers to monitor project progress effectively.

Additionally, the system allows for easy editing of job codes, ensuring flexibility and accuracy in time reporting.

With job codes, agencies can easily identify where their resources are allocated and make informed decisions to optimize productivity and profitability.

Job codes empower agencies to streamline their time tracking processes and improve operational efficiency by ensuring accurate payroll and budgeting. 


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Buddy Punch has a notification system designed for administrators, managers, and employees. 

Admins and managers get alerts when employees change their time cards or clock in/out. 

This helps them keep an eye on attendance and makes payroll easier

Employees get notified when their time cards are approved or when they request time off, making things clearer and more accountable.

You can choose which alerts you want to receive, so it’s flexible for managing schedules. 

Buddy Punch sends automatic alerts and emails, making communication and time tracking easy. Thus, managing your workforce is simple.

Here’s another example of notifications: An employee wants to take time off after finishing a big project.

The admin team will get a notification about this request.

The employee will be notified once they decide whether to approve or deny it. 

You can also set up automated time-off requests for employees who have earned that advantage.

Automatic Breaks

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Buddy Punch has a cool feature called Automatic Breaks that makes tracking time for employees easier. 

Automatic Breaks is a project management tool that enforces employee breaks depending on your rules.

It’s great because it takes the hassle out of managing breaks – you can decide how long breaks should be and when they should happen based on how long someone has worked.

Employees like it because it ensures everyone gets fair breaks without needing manual adjustments. 

The system keeps track of all changes, so everything is transparent and accountable. 

Overall, Buddy Punch’s Automatic Breaks feature helps companies of any size better keep track of time, making operations more smooth.

GPS Tracking

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How about keeping up with remote teams? Some agencies learned the hard way how difficult it could be to track team members when people began to Work from Home. 

Buddy Punch’s GPS Tracking feature can help by ensuring that your employees at remote sites are where they are supposed to be when they are there.

The GPS tracking feature allows agencies to monitor the location of their employees in real-time. 

The GPS data is shown on a map, so it’s easy to see where everyone is. 

Managers can set up GPS differently for each employee, choosing if they need it, can choose to use it, or don’t need it. 

This feature gives agencies increased control over employee timekeeping, promoting accountability and reducing the risk of time theft or fraudulent reporting.

Payroll Integrations

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Buddy Punch makes payroll easier for agencies by connecting seamlessly with systems like Zapier, QuickBooks, and ADP.

This integration enables automatic data transfer, eliminating manual entry errors and saving valuable time. 

Buddy Punch simplifies the payroll process, whether managing employee hours, calculating wages, or handling tax filings. 

Plus, it gives detailed reports on labor costs, which helps with budgeting.

With Buddy Punch, agencies can easily match their time tracking with payroll, making everything run smoothly.

PTO Management

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All businesses must manage Paid time off, sick leave, and more, but only companies with Buddy Punch have a remarkably simple time dealing with it. 

Employees can request time off using their online work schedule, and managers can approve or deny these requests with just a few clicks. 

The system tracks how much time off each employee has earned and used, so manual calculations are unnecessary. 

Moreover, employees can see when their coworkers are taking time off, which helps with planning.

Customizable Reports

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Buddy Punch has many different reports you can customize to fit your needs. 

The reports feature gives you a bird’s eye view of your employees, their hours, overtime, departments, etc.

These reports can be exported as Excel or PDF files, and they provide detailed information on things like when employees clock in and out, how much they work, and which department they belong to. 

There’s also a feature that makes sure times are rounded correctly. 

You can use these reports to see total hours worked, what employees did each day, time off taken, and more.

It helps make paying employees and managing projects easier. 

With Buddy Punch, keeping track of when employees work is simple, and you get useful information to help improve operations and make everyone more productive.

Buddy Punch Brings More to The Table

Besides what we’ve already covered, Buddy Punch offers creative agency time-tracking features such as

And there’s still more benefits to be had by using Buddy Punch:

  • Our blog section has helpful information on how to improve workforce management practices.
  • Our help doc center contains guides to utilize Buddy Punch, depending on your needs.
  • And our customer support is always available to answer questions via live chat.

Many of these benefits are better experienced than explained. Click here to book a one-on-one personalized demo of Buddy Punchoser; look at the software, you can boh’s Online Reviews.

Buddy Punch’s Online Reviews

As of the date of this post’s writing, Buddy Punch has a rating of 4.8 out of 5 stars and 934 reviews on Capterra.

Buddy Punch Capterra Reviews

Below, we’ll list just a few reviews that speak to Buddy Punch’s ease of use and great customer support service. (Click here to explore the full list of reviews.)

Pros: I really like that it tracks and accrues PTO & holiday hours. I don’t have to ask anyone what my PTO balance is! I think its smart to be able to add a schedule if you happen to work the same amount of hours each day – much easier to add. I also like that I can add a comment or note of some sort, if needed.
Reasons for Switching to Buddy Punch: My agency was using an excel doc with formulas to track hours and such. I think it was a real headache for our payroll person.”

Click here to read the full review.

Pros: I was looking for a time collection option for our temporary employee staff. We have anywhere from 15 to 30 temporary employees on staff from different agencies on a weekly basis. It was a chore to have paper time tickets from multiple agencies and making sure the hours were approved by the supervisor was difficult as well. Buddy punch allows all Temp employees to punch in on one clock and it takes their picture so I can verify it was them. ”

Click here to read the full review.

Overall: Buddypunch gives us a lot of abilities to manage our employee that we didn’t have before. We literally made the leap from paper timesheets to a system that every employee has to utilize. As you can imagine, there were some lagging employees that did not embrace the idea of change. Once employees gained experience with the service, it has become a monumental change for our agency. A typical timeclock system would not work for our company.  

Click here to read the full review.

Overall: Being that i have 2 job duties, switching from one to another is as easy as 123. Now i can spend more time assisting my clients without worry about time and payroll. Thanks. For its the simple things in life that count-accuratly. Lol have a blessed day!”

Click here to read the full review.

As these reviewers noted, even reluctant employees were won over by Buddy Punch’s ease of use and improvements to time tracking.

Try Buddy Punch for Free  

If you feel that Buddy Punch might fit your business, sign up for a 14-day free trial (no credit card needed). You can also book a one-on-one demo or view a pre-recorded demo video.

2. Tick

The Tick is a time-tracking software designed to help businesses manage their time more effectively. 

It provides users with various features to improve productivity and streamline workflows. 

Here are ten features it offers:

Key Features,

  1. Time tracking
  2. Project tracking
  3. Task management
  4. Reporting and analytics
  5. Mobile app
  6. Integrations with other tools
  7. Budget tracking
  8. Timesheet approvals
  9. Customizable dashboards
  10. Client invoicing

Currently, Tick has a rating of 4.5 out of 5 stars on Capterra, based on 1447 reviews.

“The application for Mac and Chrome are great for my standard workflow, and the mobile app is helpful when i forget to turn off the timer on my computer. It’s all seamless. I have subcontractors who use it too, and all the timecards roll up to the correct projects. I recommend this app to any independent consultant or small agency I come across.” 

Click here to read the full review.

3. TimeCamp

TimeCamp is a user-friendly time-tracking software designed to assist individuals and businesses in efficiently tracking and managing their time. 

With its intuitive interface and robust features, TimeCamp simplifies the process of monitoring billable time, optimizing resource management, and enhancing productivity. 

Whether you’re a freelancer, a digital agency, or a small business owner, TimeCamp offers valuable tools to streamline your workflow and maximize your efficiency. 

Additionally, TimeCamp’s paid plan unlocks advanced functionalities tailored to meet the specific needs of Windows users, ensuring seamless integration and enhanced performance across all platforms.

Here is a brief overview of what TimeCamp is and what it provides.

Key Features,

  1. Automated time tracking
  2. Attendance management
  3. Project profitability analysis
  4. Precise billing
  5. Team collaboration tools
  6. Geofencing for mobile workers
  7. Reporting and analytics
  8. Integration with other apps and platforms
  9. Different pricing plans
  10. Support resources and assistance

TimeCamp has 4.7 out of 5 stars with 595 reviews on Capterra as of the writing date.

“While I’m working as a freelancer at the moment, I ran a creative agency for many years and managed multiple teams of both internal and remote employees. It was impossible to get an accurate view of how we were spending our time. As a result, our proposal process was always a bit off, billing was inconsistent, and forecasting was a nightmare. […] TimeCamp solves all of these problems with multiple layers of granularity and control, but it’s still flexible! ”

Click here to read the full review.

4. Harvest

Harvest is a time tracking software with invoicing capabilities.

It provides users with a comprehensive solution for tracking time spent on projects, generating reports, creating invoices, and managing payments.

Key Features,

  1. Easy project setup and management
  2. Seamless time tracking across projects and tasks
  3. Integration with Google Calendar for automatic time tracking
  4. Visualization of project progress and hours per week
  5. Creation of invoices with a single click
  6. Sending thank-you emails to clients along with invoices
  7. Viewing invoices in web, PDF, and printable formats
  8. Automatic itemization of invoices
  9. Calculation of the amount due based on tracked hours
  10. Compatibility with over 50 seamless integrations with other tools.

As of the date this post was written, Harvest has a rating of 4.6 out of 5 stars and 579 reviews (see here on Capterra).

“In general, I have been very happy with this product. When we originally were researching time tracking and invoicing software this one rose to the surface and it has remained one of the leaders in this space.”

Click here to read the full review.

5. Toggl Track

Toggl Track is a time-tracking software designed to accommodate various business needs and offers flexibility and ease of use.

It provides individuals, teams, and businesses a platform to effectively track and manage their time, tasks, and projects.

 Here are ten features it offers:

Key Features,

  1. Time reporting
  2. Time billing
  3. Project tracking
  4. Team workload management
  5. Frictionless time tracking
  6. Meaningful time data insights
  7. Non-intrusive time reporting
  8. Customizable time insights for managers
  9. GDPR-compliant data security
  10. Top-rated customer support

Toggl has 4.7 out of 5 stars and 2268 reviews on Capterra.

“Perfect software for teams that need to calculate how profitable projects, clients, etc. are or for freelancers to track time and create reports for work done. It also gives a great overview of employee jobs and where time might get wasted. All around easy to use, great software.”

Click here to read the full review.

Finding The Best Time Tracking App for a Creative Agency

No two businesses are alike; the same is true of time tracking software

You are figuring out what the “best” option for your business will take some investigating.

We’ve provided a list of preferred invoices and time tracking for agencies, but you’ll have to do some research on your own.

When picking time-tracking software for your business, it’s important to think about what you need.

Every business is different, so you must find what fits you best.

If your company does a lot of repeat projects, Tick has a feature just for that.

If you use tools like Asana or Trello a lot, TimeCamp can work with those. 

But Buddy Punch is a great choice if you want time-tracking software with many features that are easy for everyone to use and have helpful customer support.

For creative companies, it’s important to be able to track different tasks for each project so you can bill accurately and use your resources well. 

It’s also helpful to know where your remote workers are with features like GPS tracking and geofencing.

Connecting with your payroll system saves time, and automatically taking breaks helps keep things moving. 

And having good reports helps you manage projects and budgets better.

Are There Any Free Employee Time Tracking Software For Agencies? 

agency time tracking software

Yes, there are several options available that offer basic free time tracking features at no cost. 

These tools can be beneficial for small agencies or startups looking to streamline their time management processes without investing in expensive software.

One popular option is Clockify, which provides a free tier with essential time tracking functionalities such as manual time entry, project tracking, and reporting. 

Another choice is Toggl Track, offering a free plan with limited features but sufficient for basic time tracking needs. 

Additionally, Harvest offers a free version suitable for solo users or small teams, allowing them to track time and manage projects effectively.

For agencies looking to streamline their billing process and automate the calculation of billable hours, integrating billable hours functionality into their time tracking software is crucial. 

By automating this aspect, agencies can accurately track the time spent on client projects and generate invoices efficiently. 

This not only saves time but also ensures accuracy in billing, improving overall client satisfaction and financial management. 

Several time tracking tools offer billable hours functionality as part of their premium plans, allowing agencies to automate this process and focus on delivering high-quality services to their clients.

Do Project Management Software Offer Time Tracking?

Project management software streamlines tasks, fostering collaboration, and enhancing productivity. 

One crucial feature that many of these platforms offer is time tracking. 

Time tracking functionality enables users to monitor the time spent on various tasks and projects, providing valuable insights into resource allocation, project progress, and overall productivity.

With tools like Basecamp, Slack, and spreadsheets integrated into project management software, teams can easily track their work hours and ensure accurate timesheets. 

Mac users can conveniently capture screenshots to document progress and streamline communication. 

Additionally, Chrome extensions further enhance functionality, allowing seamless integration with browsers for enhanced productivity.

Moreover, project management software facilitates expense tracking and project cost management, enabling businesses to bill clients accurately. 

Employee time tracking ensures that team members are accountable for their work hours, promoting transparency and efficiency. 

By monitoring team productivity and managing time effectively, organizations can optimize workflows and achieve better results.

Furthermore, these platforms often support unlimited users, accommodating teams of all sizes and structures. 

By centralizing communication, task management, and time tracking in one platform, project management software empowers teams to collaborate more effectively and achieve their goals efficiently. 

Whether it’s tracking work hours, managing expenses, or enhancing team productivity, project management software offers a comprehensive solution for modern businesses.

Try Buddy Punch for Free | Best Time Tracker

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Buddy Punch is a desktop app that works on mobile devices such as smartphones (iOS and Android) and tablets.

Try Buddy Punch for free with our 14-day trial offer! Sign up now to access various time-tracking tools that simplify agency management. 

With Buddy Punch, you can schedule employees, track time accurately, and get helpful reports to improve your workflow.

Our software is easy to use and can be customized to fit your agency’s needs. 

Try Buddy Punch and see how it can help you boost productivity and efficiency. 

Don’t wait – sign up for your free trial today and revolutionize your time tracking!

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