Accountants will usually be juggling multiple projects at any one point in time, so having robust systems for tracking time and creating accurate invoices for clients is essential for both professional and financial reasons. While manual tracking is one option, it can be prone to human error and can lead to compliance issues. An increasing number of small and medium-sized accountancy firms are opting to use platforms such as Factorial to help them track time accurately and ensure they don’t lose any revenue.
In this article, we explain why using a digital platform to track the time spent on individual projects is so beneficial to accountants, and we review six of the best software systems available. If you are in a hurry, scroll down to the end for a quick comparison chart that helps you understand the available options.
Benefits of Time Tracking Software for Accountants
Using a digital platform to track the time spent on individual projects and clients has many benefits beyond simply logging the hours.
- Revenue protection: when you can quickly and efficiently track the time spent on specific pieces of work, it is easier to ensure you bill clients accurately for your time. Being able to invoice clients for the amount of time you spend working on their projects allows you to maximise and protect the revenue you generate from the work.
- Improved transparency: when you can invoice clients with a breakdown of the specific time you spend on their projects, the client understands exactly what you have been working on and for how long, which builds their trust in you. With trust established, there is usually a better understanding of the fees involved and why they are justified.
- Audit-ready: using a digital system makes it quick and easy to retrieve the data required for internal and external audits and compliance requirements. Crucially, the data is also an accurate reflection of the work completed, so there is less chance of an investigation or issues raised from the audit.
💡 Check out this free audit template to ensure your organisation is compliant.
- Integrates with payment platforms: the best time tracking software for accounts also connects with other finance tools to facilitate invoice generation and payroll reports, cutting administration time and ensuring accurate payments.
- Data-driven productivity insights: digital systems provide real-time information on where people are spending their time, helping managers to identify bottlenecks, redistribute work as required and plan resources for future projects more efficiently.
The Best Time Tracking Software for Accountants in 2025
If you are looking for the best time tracking software for accountants in 2025, we’ve pulled together five of the top options for you to consider. For each option, we’ve provided a brief overview along with the pros, cons and price of the platform.
1. Factorial: All-in-One Time Tracking, Billing and HR Management
Factorial is a robust business management system that provides comprehensive HR tools to manage a workforce, including advanced time tracking, payroll integrations and expense management support. Instead of employees having to access many different systems, Factorial connects everything you need in one platform to save you time, ensure accurate billing and give you peace of mind that the correct information is being stored securely for compliance and audit requirements. Additionally, Factorial’s project management module enables employees to log in and out using the app, associate hours with specific projects, and allocate both billable and non-billable hours.
Pros:
- Time tracking and billing are integrated into broader HR and finance management to provide one centralised platform.
- Native mobile app makes it easy for remote and hybrid staff to log their hours.
- The platform is customisable, so it’s easy to set up specific projects for individual clients.
- Stores employee and client records safely and securely, and uses e-signatures for fast contract signing.
- Generate invoices with your logo for a personalised touch.
- The expenses tool allows employees to upload receipts directly, sets approval levels to control costs and stores documents safely for compliance.
- Reports on hours and billing are ready immediately, providing data-driven insights for forecasting and client communication.
- Scalable as your business grows.
Cons:
- The large number of features can be more than needed for smaller firms.
- Onboarding can take time and resources before staff are entirely up to speed.
Monthly price:
- Factorial’s plans start from £5.40 per user per month.
👉 Get your free demo to see why UK accounting firms choose Factorial.
2. Harvest: Simple System for Small Teams
Popular with freelancers and smaller accounting teams, Harvest is a solid and reliable time tracking tool which people find simple and easy to use. It provides support with time tracking, creating invoices and generating payments, and basic reporting and analysis. However, if you require customisable workflows, deeper analytics or advanced budgeting options, you may find Harvest too limited.
Pros:
- User-friendly, intuitive interface makes onboarding the system quick.
- Reliable integrations with platforms such as Xero and QuickBooks for payroll, as well as Asana and Slack for communication and project management.
- A detailed timesheet system and expense tracking tool are available as part of the platform.
- Supports compliance and audit trails with approval workflows to ensure consistency of practices.
- Affordable option for smaller teams.
Cons:
- The mobile app lacks some of the features available on the desktop application.
- Limited reporting and analytical insights are available.
Monthly price:
- A free plan is available for one person, allowing two projects with basic reporting functionality.
- More features are available with their Pro Plan, which costs around £9 per user per month, and their Premium Plan, which costs around £12 per user per month.
- Prices are billed in US dollars regardless of location.
3. QuickBooks Time: the System for QuickBooks Users
Part of the QuickBooks suite, QuickBooks Time provides real-time data on time spent on projects and syncs it with your accounting systems to ensure efficient invoice generation and payment processing. Perhaps unsurprisingly, users report that the best value from using QuickBooks comes when you already use the QuickBooks suite of products.
Pros:
- The platform helps build employee schedules by shifts or specific jobs, which can then be edited and shared with the team.
- Integrates with QuickBooks for payroll and accounting.
- GPS tracking and optional photo capture via the mobile app for remote teams.
- Flexible reporting tools provide custom reports for employees and projects.
- Minimal training required due to the easy-to-use interface.
Cons:
- The cost can feel high for smaller teams.
- Limited support for offline workflows.
Monthly price:
- Free trial for 30 days.
- Premium plan from £6 per user per month, with a £16 base fee.
- Elite plan from £8 per user per month, with a £30 base fee.
4. Xero Projects: Time Tracking for Xero Users
Another option that is part of a pre-existing system, Xero Projects is a tool within the Xero ecosystem that helps you track time and profitability on specific projects. Unlike QuickBooks Time, you can’t use Xero Projects without signing up for the whole platform. However, if you already use the Xero system, then Xero Projects can be a good choice for small accountancy firms that work on a project basis and want simple, integrated tracking tools.
Pros:
- The system is fully integrated into the financial workflow of Xero accounting, so everything, including invoicing and profitability reports, is in one place.
- Flexible invoicing options.
- Simple and easy to set up, making onboarding straightforward.
- Easy to track billable and non-billable time.
- Includes tools to track profitability and track expenses.
Cons:
- Only available as part of the whole Xero package
- Lacks multicurrency support.
Monthly price:
- Prices are for the whole Xero package, starting at £7 per month for sole traders and going up to £59 per month for the ‘Ultimate’ package.
5. Clockify: Affordable Time Tracking
Clockify is a simple digital platform that offers a free plan with unlimited users, ideal if you are starting out using time tracking software and want to see how well it works for you. The system supports time tracking, budgeting, reporting, planning, attendance and payroll. However, it doesn’t offer shift scheduling support or integration with payroll, and the free plan can start to feel restrictive as businesses expand.
Pros:
- Unlimited time tracking on both free and paid plans.
- Can be used as a standalone application or integrated with others such as Asana, Jira and Trello.
- An intuitive and straightforward interface that is easy to use.
- 24/7 chat support.
- Mobile app available.
Cons:
- The free plan can feel restrictive as more advanced features, permissions and reporting tools are only available on the paid version.
- Less suited for complex invoicing needs.
Monthly price:
- Free plan available.
- Other plans range from Basic at around £3 per month to Enterprise at around £11 per month.
- Prices are billed in US dollars wherever business is based.
6. My Hours: Client-Focused Billing
Great for freelance accountants and small businesses, My Hours is a simple time tracking solution that helps accountancy firms stay client-focused. Designed to assign specific clients all the correct hours, the platform offers detailed billing features. However, if your business starts to grow or your needs become more complex, you may find My Hours is more limited in how it can support you.
Pros:
- Clean, easy-to-use interface.
- Free tier includes basic time tracking, reporting and unlimited projects and tasks.
- Reporting options include billable and non-billable hours.
- Ability to set up alerts when approaching the set time budget for a project.
- Tools to support team collaboration on projects.
Cons:
- Limited integration options and offline options.
- No built-in invoicing.
Monthly Price:
- Free plan for up to eight users.
- Pro plan from around £6 per user per month.
- Plans billed in US dollars.
Comparison Table: Top 6 Best Time and Billing Software for Accountants
When there’s so much choice available, sometimes seeing the different options alongside each other in a simple chart can help your decision-making. Here we’ve pulled together the top six best time tracking software systems and provided a summary of their highlights, price and what type of business they are best for.
| Software | Best For | Highlight | Monthly Price |
| Factorial | Growing businesses looking for a centralised approach to time tracking, HR and finance | Customisable fields | From £5.40 per user per month |
| Harvest | Smaller businesses that need a simple system | Reliable integrations | Free basic plan, then from £9 per user per month (US dollar price) |
| Quickbooks Time | Businesses already using QuickBooks | Works seamlessly with the QuickBooks online platform | From £6 per user per month |
| Xero | Xero accounting users | Tracks profitability | From £7 per user per month |
| Clockify | Budget-conscious teams | Offers completely free time tracking | Free and from around £4 per user (US dollar price) |
| My Hours | Client-focused time tracking tool | Billing options by client or project | From £6 per user per month (US dollar price) |
Why Accountants Should Invest in the Best Time Tracking Software for Accountants
If you have ever lost billable hours (and therefore revenue) due to not keeping an accurate record of hours spent on a project or if you have ever worried about a compliance risk due to inadequate documentation, you will already have a good idea of the benefits of investing in time tracking software.
As we’ve seen, the best time tracking software can help your accountancy business in the following ways:
- Automate and streamline how you capture the time spent on specific projects.
- Support accurate billing and protect revenue generation.
- Improve the relationship with your clients through greater transparency.
- Creates efficiencies in workflows, which frees up time for advisory and higher-value work.
- Saving data and workflows supports compliance requirements and audit trails.
📌 Do you need to know Ireland specific laws regarding time tracking? Check out our Ireland time guide.
Tips for Finding the Right Time Tracking Software for your Accountancy Business
When you are thinking about investing in time tracking software to support your business, consider these questions:
- Does the system integrate reliably with your existing accounting platforms?
- How easy is it to use the system?
- Can you create different billing options for specific clients and projects?
- What is the mobile and remote access to the platform?
- How much customer support will you receive?
- Are the reporting tools flexible, in-depth and accurate?
- Does the system support UK compliance requirements for tax and statutory reports?
- Does the system offer a scalable pricing model if your business grows?
Automate Your Time and Billing
Choosing the best software for accountants to track their time is about much more than logging hours. The right software will improve accuracy, create efficiencies and impact profitability, as well as increase transparency and enhance client relationships. This makes the it vital to find the right software for your team.
A business management solution like Factorial, which offers advanced time tracking tools and manages all other HR aspects, including documentation, performance, payroll, and time off, is a strong option for growing businesses. Fewer systems to manage means smoother workflows, less chance of manual errors and more time to focus on delivering value to clients. Additionally, Factorial grows with you and your team as you grow, meaning it’s scalable and customizable throughout your evolution. Transform your time and billing today with Factorial!
