How to Track Billable Hours Effectively
In this post, we’ll share practical tips to help you track your billable hours more easily and efficiently—so you can focus on doing what you do best.
As a freelancer or small business owner, accurately tracking your billable hours is essential to getting paid fairly and running a successful operation. Whether you’re working with clients on an hourly basis or managing multiple projects across your team, knowing exactly how you spend your time can make the difference between profit and burnout.
Understand What Counts as Billable
Before you start tracking time, it’s important to define what qualifies as billable work. Typically, anything that directly contributes to client deliverables or is specified in your contract counts. This can include:
Project work: Design, development, writing, or any service you’re hired to perform.
Client meetings and calls: If they are part of the agreed-upon scope.
Revisions and edits: If they fall within your scope and aren't extra work.
Tasks like invoicing, marketing, or admin work, while important, are usually non-billable unless otherwise agreed upon. Defining billable vs. non-billable time keeps your tracking accurate and ensures transparent billing.
Use the Right Time Tracking Tools
Gone are the days of stationery notebooks and sticky notes. Today’s freelancers and business owners have access to smart, simple tools for tracking hours. Here’s what to look for in a good time tracking app:
Ease of use: You shouldn’t dread opening it. A user-friendly interface makes staying on top easier.
Timer or manual entry options: Flexibility to track in real-time or enter hours after the fact.
Reporting features: Helps generate timesheets, invoices, and insights into how you’re spending your time.
Tools like ours are designed specifically with freelancers and small teams in mind—so you can capture every billable minute without slowing down your workflow.
Review and Bill Regularly
Once you've tracked your time, don’t let it sit in your account unused. Set up a regular schedule—weekly, bi-weekly, or monthly—to review your billable hours and send out invoices. Not only does this ensure timely payment, but it also helps you spot patterns and optimize how you manage future projects.
Establishing a routine review process allows you to improve estimates, manage time better, and ensure no valuable work goes unbilled.
In Conclusion
Tracking your billable hours doesn’t have to be complicated. With clear definitions, reliable tools, and consistent routines, you can gain greater clarity over your work and income. Whether you’re a solo freelancer or managing a small team, good time tracking habits lead to better business—and more peace of mind.
Ready to simplify your time tracking? Try our easy-to-use tool today and take control of your billable hours!