Guide · 5 min read
How to track billable hours (without a spreadsheet)
The best billable-hours system is the one you actually use every day. Here's a simple method that works for freelancers and teams, whatever tool you choose.
- Free for your whole team, forever
- No credit card
- Every feature included
1. Set up clients, projects and types of work
One client per customer, one project per engagement, and a short list of work types (Design, Development, Meetings, Admin). Mark which work types are billable.
2. Track in real time when you can
Real-time timers are more accurate than end-of-day estimates. Keep the timer visible — in the menu bar, not a forgotten browser tab.
Put it into practice in Hourtick
Timers, rates, approvals and reports in one place. Free for your whole team.
- Free for your whole team, forever
- No credit card
- Every feature included
3. Fill gaps the same day
Forgot to start a timer? Add the duration to today before you log off. Memory decays fast.
4. Review weekly
Submit or review the week every Friday. Look for missing days and entries on the wrong project.
5. Bill from a filter, then lock
Filter billable, not-invoiced time per client, invoice it, and mark it invoiced so the numbers can't change afterwards.
Frequently asked questions
Timer or manual entry?
Use timers during focused work and manual entries for quick gaps. Hourtick supports both on any day.
How often should I review?
Weekly at minimum. Daily if you bill many small tasks.
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Track your first hour in a minute.
Free for your whole team, forever. Every feature included.