Running an agency—whether it’s creative, digital, marketing, or design—is a complex operation that thrives on time. Every hour worked must be tracked, billed, and reported accurately. That’s where agency timesheet software becomes more than just a nice-to-have—it becomes essential.
After years of working with different agencies and testing various tools firsthand, I’ve learned that not all timesheet software is created equal. Some promise a lot but underdeliver. Others may have great features but lack the flexibility an agency environment demands. In this article, I’ll walk you through what truly makes timesheet software effective for agencies, and which options are genuinely worth considering in 2025.
Why Agencies Need Specialized Timesheet Software
Agencies differ from other businesses in one important way: time isn’t just money—it’s everything. Projects are often billed hourly or based on time allocations. Deadlines are tight, clients demand transparency, and profitability hinges on how efficiently hours are tracked and utilized.
Freelancers, teams, and contractors often work across multiple time zones and clients. You need a system that not only records hours but also integrates with project management tools, sends invoices, and generates reports that give you real clarity. This complexity is why agency timesheet software must be more robust than generic time-tracking apps.
The Key Features That Matter Most
Before naming the best software options, it’s important to clarify what features an agency should prioritize. Based on real-world use and client feedback, here are the most important:
1. Project-Based Time Tracking
You want to track hours per client, per project, and even per task. The software should let team members assign their time entries accordingly without jumping through hoops.
2. Ease of Use
Your designers, developers, and account managers are busy enough. If the software isn’t intuitive, it won’t be used properly. Period.
3. Reporting and Analytics
You should be able to see which projects are profitable, how much time is being spent non-billable, and where resources are over or underutilized.
4. Integration
An agency’s software stack usually includes tools like Asana, Trello, Slack, QuickBooks, or Xero. Your timesheet software should connect seamlessly.
5. Invoicing
Automatically convert time logs into branded invoices and track payments without needing separate billing software.
6. Team Management
You should be able to approve timesheets, set permissions, monitor workloads, and adjust allocations as needed.
Tried and Tested: The Best Timesheet Software for Agencies
Let’s talk about real solutions. These tools are some of the best based on functionality, user feedback, and my own experience working with agencies across different verticals.
Harvest: A Long-Time Favorite
Harvest is one of the most popular choices for agencies, and it’s easy to see why. Its simple interface allows team members to track time with just a couple of clicks. It also offers great reporting features that let managers identify which clients or projects are most profitable.
One standout feature is its invoicing capability. You can pull billable hours directly into client invoices and send them with professional branding. Harvest also integrates well with project management tools like Basecamp, Asana, and Trello, making it a smooth fit in most agency tech stacks.
For smaller agencies or those just starting, Harvest offers a free plan with basic functionality. However, the paid version is where you unlock the full potential—and it’s worth the investment.
Toggl Track: Beautiful Simplicity
Toggl Track shines with its minimalist design and easy-to-use interface. It’s particularly suited for creative agencies or freelancers who need quick time tracking without being bogged down by too many features.
One thing I’ve always appreciated about Toggl is its flexibility. You can start a timer from your desktop, mobile, or browser extension. The real-time syncing across devices is flawless. While its reporting tools are not as robust as Harvest’s, they’re more than sufficient for most use cases.
Toggl also integrates with over 100 tools, including project management software and calendars, helping reduce the manual work of time logging.
Float: Ideal for Resource Planning
Float stands out not just for time tracking but for scheduling. If you’re managing multiple team members across various projects, this tool can help you forecast workload, manage availability, and prevent burnout.
What’s unique about Float is its visual interface. You can see at a glance who’s working on what and adjust plans with a simple drag-and-drop. Time tracking is part of the workflow, and it links directly to your scheduling data—meaning no double entry.
This tool is especially useful for agencies with large teams or high project turnover. The resource planning element alone makes Float an investment that pays off quickly.
Clockify: Powerful and Free
If you’re on a budget but still want a powerful tool, Clockify is an excellent choice. It’s one of the few robust time trackers that offers a genuinely free plan with unlimited users.
Clockify allows you to track time by project, task, or client. It also includes reporting, invoicing, and time approvals in the free tier. While it lacks some of the premium polish of tools like Harvest or Float, it makes up for it in sheer functionality.
Many agencies use Clockify as a starting point and then upgrade to the paid plans once they grow. It’s also ideal for distributed teams due to its strong online and offline tracking capabilities.
Teamwork: Built Specifically for Agencies
Teamwork is more than just timesheet software—it’s an agency management platform. It combines time tracking with project management, resource planning, client portals, and invoicing in one place.
For growing agencies juggling many clients and team members, Teamwork brings everything under one roof. It also offers budget tracking features and deep integrations with tools like Slack, HubSpot, and Google Drive.
While it has a steeper learning curve than something like Toggl, the payoff is big if you want an all-in-one solution tailored to agency needs.
My Personal Pick: Harvest for Day-to-Day, Float for Scaling
If I had to pick one setup that works across the board, I’d go with Harvest for its all-around time tracking and billing features and Float for its team management and scheduling. When used together, these tools can give agencies both micro-level tracking and macro-level planning.
For smaller agencies or individual consultants, Toggl Track or Clockify can be more than sufficient, especially if you’re looking for something fast and cost-effective.
However, if you’re planning to scale your agency and manage dozens of active projects at once, Teamwork becomes an attractive option due to its end-to-end capabilities.
Final Thoughts: The Best Fit is Context-Driven
There’s no one-size-fits-all answer to the best agency timesheet software. What works for a boutique design agency of five people might not cut it for a 50-person digital marketing team spread across continents. That’s why context matters.
My biggest advice? Don’t just look at feature lists. Take advantage of free trials and test how each platform works in your real-world workflow. Involve your team, get their feedback, and consider how the tool scales with your growth.
A good timesheet software doesn’t just save time—it reveals where your time is best spent. It tells you which clients are profitable, where your team is overworked, and how you can optimize operations without micromanaging. In a fast-paced agency environment, that kind of insight is gold.
Whether you’re aiming to improve billing accuracy, team efficiency, or project profitability, investing in the right timesheet software is one of the smartest moves an agency can make.
