Tracking time per project tells you where the hours went. Tracking time per task tells you why — which part of the job took longer than planned, what to charge next time, and where work gets stuck. Here’s how to set it up so your team actually does it.
Why track time on tasks
- Better estimates. After a few projects you know how long “homepage design” or “monthly close” really takes.
- Accurate invoices. Clients see what they paid for, task by task.
- Profitability. Find the tasks that eat the budget — see project profitability.
- Fewer status meetings. Hours and status are already on the task.
1. Keep the task list short and clear
Tasks should be pieces of work someone can finish in hours or days, not “Misc” or “Website”. If a task stays open for weeks, split it. Put them on a kanban board so everyone sees what’s in progress.
2. Make starting the timer one click
The fewer fields, the more people track. In Clocknico you pick the project and task and press start; the timer keeps running in the browser and on the Android app. To keep working on yesterday’s task, continue an earlier entry instead of typing it again.
3. Allow manual entries — and expect them
People forget timers. Let them add time afterwards, including entries that cross midnight. A reminder helps too: Clocknico sends a notification when a timer has been running for 8 hours.
4. Decide what is billable
Mark time as billable per entry or per project, so internal tasks don’t end up on invoices. Read more about reducing non-billable hours.
5. Review weekly
The weekly timesheet shows projects in rows and days in columns. A five-minute check on Friday catches missing hours while people still remember.
6. Use the data
- Filter reports by client, project, department and person, and export CSV.
- Turn billable hours into an invoice — hourly, fixed-price or retainer — see track billable hours and create invoices.
- Compare cost rates and expenses with revenue to see profit per project and client.
Common objections
“It feels like surveillance.” Explain the purpose — estimates and billing, not counting minutes — and let members see only their own time. See how to introduce time tracking to your team.
“It takes too long.” With one-click start and a weekly review it’s a minute a day.
Tasks and time in one place
Clocknico combines tasks (kanban, due dates, assignees, a personal and team calendar) with the timer, timesheets, reports and invoicing. It’s free for teams of up to 5 users — try it with your next project.