Time Tracking Software For Small Businesses: How To Choose

If you’re a small business owner, chances are you’ve spent more hours than you’d like chasing down timesheets, updating spreadsheets, and double-checking payroll. It’s frustrating and a huge waste of time.

The good news? You don’t have to stay stuck in manual mode. Did you know that there’s software out there to solve your biggest headaches? Try When I Work for free.

What to look for in a time tracking software for small businesses

Here are some features for small teams and growing businesses alike:

Mobile access

You need your team to stay in the loop, even when they are off-site. Mobile access lets employees clock in and out from their phones. They can also send and receive messages. That feature makes it easy to fill vacancies and avoid excess overtime. 

Payroll integration 

One of the biggest headaches for small business owners is syncing hours with payroll. Software that integrates directly with your payroll provider saves hours of manual data entry. With platforms like When I Work, labor hours automatically sync for payroll processing. The result? Fewer errors and faster paydays. 

Automated scheduling 

Some time tracking software for small businesses does a lot more than log hours. Top solutions offer scheduling tools. They help you create, publish, and adjust shifts in minutes instead of hours. 

Team communication

Keeping teams in the loop is critical. A built-in team messaging feature makes it easier to share updates and reminders. You can facilitate shift trades, too. 

Time tracking software comparison table

Here are the key things to consider when looking for employee time tracking tools for your business:

Software	Price	Standout Features	Best For
When I Work	$2.50 per user per month	Mobile clock-in with GPS, automated scheduling, messaging, payroll integrations	Small teams needing an all-in-one solution
QuickBooks Time	$10 per month + $8 per user	Deep integration with QuickBooks payroll, job/project tracking	Companies already using QuickBooks
Clockify	$5.49 per user per month	Unlimited users, project-based tracking	Budget-conscious teams or freelancers
Paymo	Free	Time tracking, project management, and invoicing	Agencies/consultants needing a simplified task and billing workflow
Harvest	Free option for solo users, $11 per user per month for teams	Time and expense tracking, invoicing	Professional services teams

Here’s a closer look at the five top employee scheduling software platforms. 

When I Work

Rating: 4.4/5 (G2)

Key features:

• Mobile clock-in with GPS
• Automated scheduling
• Payroll and POS integrations
• Built-in team messaging
• Labor forecasting tools

When I Work is built for small teams that need more than a time clock. Its all-in-one approach combines scheduling, messaging, and more. The time-tracking app is user-friendly and reliable. Additionally, you can save hours every week by reducing manual scheduling. You’ll also cut down on payroll mistakes and keep employees happier. 

The mobile app is one of the most sought-after features. Every team member can download the app to stay connected to your business. The app is used for clocking in, communicating with supervisors, and swapping shifts. It even includes a GPS capability, so you know employees are on-site when they clock in. 

QuickBooks Time

Rating: 4.3/5 (G2)

Key features:

• Mobile time tracking
• Integration with QuickBooks Payroll
• Job and project tracking
• GPS tracking

QuickBooks Time is a strong option for businesses that already use QuickBooks for accounting. It’s a good choice when you need job-based tracking. You can have everything integrated within your existing payroll system. However, QuickBooks can become a bit expensive, especially once you start adding extra applications. 

It integrates with your existing QuickBooks platform. It also allows mobile time tracking, which is a must-have for keeping up with your field employees. You can track projects and more, all within QuickBooks Time. It’s not available as a standalone application, though. Despite the cost, it’s a dependable option for many businesses. 

Clockify

Rating: 4.5/5 (G2)

Key features:

• Free version available
• Time tracking across projects
• Reporting and analytics

Clockify is popular among freelancers and small businesses. The free plan offers access to some basic features. You can track projects and manage timesheets. Clockify also has some basic reporting features as part of its free plan. 

However, you’ll need to upgrade to a paid plan to access advanced reporting and integrations. It’s ideal for cost-conscious businesses that want basic time tracking. Paid plans include productivity monitoring and in-depth analytics that let you dig into your labor costs.

If you are experimenting with time-tracking tools, Clockify can be worth trying out. Just keep in mind that you get what you pay for. 

Paymo

Rating: 4.6/5 (G2)

Key features:

• Time tracking with project management
• Invoicing tools
• Task management and collaboration
• Detailed reporting

Paymo combines time tracking with project management. It can be a good fit for service-based businesses. Teams can track billable hours and create invoices. They can also manage tasks in the same app. It’s particularly useful for creative agencies and consultants. 

Built-in collaboration features allow you to track progress across projects and ensure deadlines are met. You can also monitor your budget during the course of lengthy projects and adjust to avoid overages. However, you might find the tool lacking if you work in the production or hospitality sector. Make sure to consider the unique needs of your industry before picking a platform. 

Harvest

Rating: 4.5/5 (G2)

Key features:

• Time and expense tracking
• Client invoicing
• Reporting and insights
• Integrations with popular tools

Harvest is geared toward small businesses that bill clients for time. Its invoicing and reporting features help business owners stay on top of budgets. It’s a solid option for professional services firms. 

The platform enables seamless time and expense tracking. You can use it to ensure that every billable hour is recorded accurately. It integrates with so many popular business tools, such as project management and invoicing platforms. Use Harvest to simplify your workflows and reduce errors. 

Reporting features help you monitor your budget and track profitability. Harvest helps you identify areas where your projects may be pushing budget limits. With Harvest, invoicing becomes easier, too.

Choose When I Work for your time tracking needs

When I Work is loaded with features that set it apart as the best time tracking software for small businesses. The labor forecasting capabilities can help you predict future staffing needs. The automatic scheduling feature can save you 10 to 15 hours every single week.

The time clock ensures employees’ hours are tracked accurately. The team messaging feature keeps everyone in the loop and simplifies communication. 

Take advantage of all the time savings with a free 14-day trial of When I Work. Sign up for free today.