Arkadiusz Krysik

Key Benefits of Time Tracking Software

Did you know that time tracking software is one of the most essential tools for managing your business operations?

This rather inconspicuous software application offers a multitude of benefits for large companies, managers, clients, as well as small businesses and even employees themselves.

In this article, we will explore the key benefits of implementing time tracking software and how it can streamline processes, foster better customer relationships, and promote a culture of accountability among team members. Discover how this single tool can create a ripple effect of positive change across multiple elements of your business.

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What is time tracking software?

Time tracking software is a tool used by businesses to record the amount of time spent by employees on different tasks or projects. This type of software helps to understand how time is being spent, which in turn helps to better manage resources, improve efficiency, and increase productivity.

By implementing time-tracking software, companies can gain a clearer understanding of how employee time is being used.

tracking time

The information gained from time tracking software helps companies work better, fix process problems, and use resources wisely. Additionally, by having a clear record of work hours, companies can make sure projects get done on time and within the budget, which is crucial for keeping profits up and making clients happy.

Time tracking software benefits for managers

First, let’s take a closer look at managers and how they can benefit from implementing time tracking software into their workflow:

team's time tracking data

Better Resource Allocation

Managers often need to decide who should work on what. That’s basically their key responsibility and they should be able to use proper tools for the job.

That’s the role of time tracking software – allowing for employee time tracking and time management.

Time tracking software shows how each team member spends their time on different tasks. This helps managers see who has extra time or who is overworked, and they can then shift tasks around to make sure work is divided fairly and wisely. This way, projects can move smoothly without overloading anyone.

Improved Project Management

Managing a project requires a good understanding of how long each task will take.

By using time tracking software, project managers can see how much time different tasks have taken in the past. Implementing time tracking software helps them plan better for future projects, making sure that deadlines are met without going over budget. When projects are well-managed, they are more likely to be successful and profitable.

tracking billable hours

Performance Evaluation

It’s important for managers to know how well individuals and teams are performing.

Time tracking software helps by showing how much time is spent on various tasks. By analyzing this data, managers can examine team performance and find out who is working efficiently and who might need some extra help or training. This helps in making sure everyone is performing at their best, contributing to the overall success of the business.

Data-Driven Decision-Making Process

Good decisions are based on accurate information.

Time tracking software provides precise data on how time is spent across different projects and tasks. With this information, managers can make better choices about where to invest resources, improve payroll management, check whether more staff are needed, or if budgets need to be adjusted.

By making decisions based on solid data, managers can improve how the business operates, leading to increased productivity and profits.

Time tracking benefits for team members

But managers are not the only ones who are benefiting from time tracking functionalities. Contrary to popular belief, team members themselves can benefit from having access to team time tracking data.

tracking time

Enhanced Productivity

The ability to track time spent on various tasks can greatly boost the productivity of all team members

It helps them understand how they spend their time to complete specific tasks during the workday, allowing them to manage it better. By having a clear view of time spent on each task, individuals can prioritize their work efficiently and reduce time spent on less important activities.

Clearer Communication

Time tracking software often comes with features that promote better communication within teams.

When everyone can see the progress on tasks and projects, it’s easier to discuss priorities, share feedback, and collaborate effectively. This transparency helps in aligning everyone’s efforts towards common goals.

project manager

Professional Growth

By analyzing their time data, team members can identify areas where they can improve.

They can also demonstrate their dedication and efficiency during performance reviews, which can help them advance within the organization. It’s a tool that can help individuals grow and excel in their roles.

What time tracking brings to the team members is the ability to reflect and adapt. your employees can ask themeselves:

  • Did the task contribute to a broader goal? (e.g., the company mission)
  • Was the task important enough to take this amount of time?
  • Could the time have been spent more effectively and beneficially?
  • Did the task serve a personal or professional goal?
  • What concrete changes did the task bring about?

Fair Workload Distribution

Time tracking ensures that work is distributed fairly among team members.

When a manager can see exactly how much time each person has spent on a particular task, how many billable hours they have accumulated, and how long it takes, he or she can redistribute work to ensure that no one is overburdened. This results in a more balanced workload, which is critical for maintaining work-life balance and overall job satisfaction.

Time tracking software benefits for small business

Time tracking software is often associated with big companies, corporations and the large business world.

Remote teams working together on various projects need a tool to track time and follow the progress of their work. But as it turns out, small businesses can reek significant benefits of time tracking as well!

team member

Cost Management

Small businesses often operate on tighter budgets, making cost management a priority.

Time tracking software plays a vital role.

It provides a detailed breakdown of how time is spent on different tasks and projects. By analyzing this data, business owners can see which activities are consuming the most time and resources. If certain tasks are taking longer than expected, it could be a signal to reevaluate the process or allocate additional resources to improve efficiency. It also helps to better understand labor costs, which are a significant expense for many organizations. Accurate time tracking ensures that every hour billed is accurate, helping to maintain a balanced budget.

Client Transparency

In a competitive market, building a strong, trusting relationship with clients is critical for small businesses.

Time tracking software enables accurate billing by showing exactly how many hours were spent on a particular client project. This transparency not only justifies the cost to the client, but also builds trust. When clients see the effort put into their projects, they are likely to appreciate the transparency, which can lead to long-term relationships, repeat business, and positive referrals.

bill clients

Competitive Pricing

Accurately pricing services is a challenge that many small businesses face.

The equation is simple: underpricing can lead to losses, while overpricing can drive away potential customers.

Running a business is all about finding that sweet spot, no matter the niche.

Time tracking software sheds light on the actual time spent on various tasks, providing a clearer understanding of the cost of providing services. With this information, small businesses can set prices that cover costs and provide a reasonable profit margin while remaining competitive in the marketplace. Over time, this data can also help make more informed pricing decisions that can positively impact the bottom line.

Efficient Operations

Efficiency is the key to small business success.

Time tracking software provides insight into workflow patterns and processes.

By identifying tasks that take longer than necessary or processes that have become bottlenecks, small businesses can take corrective action to streamline operations. This could include reallocating resources, automating repetitive tasks, or eliminating unnecessary steps in a process. The goal is to streamline operations to get more done in less time, which is especially important when resources are limited. By fostering a culture of continuous improvement and efficiency, small businesses are better positioned to grow and thrive in a competitive environment.

Time tracking software benefits for clients

Last but not least, we have customers. Is time tracking software really beneficial to them in any way whatsoever?

Of course it is!

Let’s take a quick look at the main benefits of time tracking software from the client’s perspective:

time tracking app

Transparent Billing

Transparent billing is about being open and clear about the costs incurred for the services provided.

Time tracking software provides a detailed account of the hours spent on different tasks within a client’s project. This detailed breakdown can be shared with clients when invoicing, giving them a clear understanding of where their money has gone. It’s an honest way of billing that can build trust and potentially lead to long-term business relationships. When clients can see the time and effort that went into their projects, they are more likely to feel valued and treated fairly.

Project Timeliness

Meeting deadlines is a fundamental aspect of customer satisfaction.

Time tracking software allows service providers to monitor the progress of ongoing tasks and projects to ensure they are on track to meet deadlines. If delays are identified, corrective action can be taken immediately to get back on schedule.

Customers appreciate timely delivery because it demonstrates professionalism and respect for their time and plans. In addition, completing projects on time can have a positive impact on the client’s own timelines and business goals. All of these things can be achieved thanks to a solid time tracking tools.

encourage team members

Quality Assurance

From the client’s perspective, the quality of the final deliverable is paramount.

Time tracking software helps ensure that sufficient time is spent on each critical aspect of a project, including quality assurance.

By analyzing time data, service providers can allocate sufficient time to review, test, and refine deliverables to meet client expectations. When customers receive high-quality work, they are not only satisfied, but the service provider’s reputation is enhanced, which can be beneficial for future business opportunities.

Better Communication

Communication is the key to a successful client-service provider relationship.

Time tracking software often includes features that foster better communication, such as shared project timelines, task updates, and a platform for feedback. These features allow for a seamless flow of information between clients and service providers, allowing clients to stay up-to-date on the progress of their projects and voice any concerns or changes in a timely manner.

This level of engagement can lead to a more collaborative and satisfying working relationship, ensuring that the final deliverables meet the client’s expectations.

How to choose the best time tracking software?

Selecting the right time tracking software is a complex process that requires a thorough understanding of a company’s unique needs.

It’s critical to identify the primary goals, whether it’s project management, billing, monitoring employee productivity, or a combination of these.

What features and characteristics should a good time tracking solution include?

Here are eight of the most important:

detailed reports

  • Ease of Use – Intuitive interface that requires minimal training for users to get started.
  • Accurate Tracking – precise and reliable time tracking to ensure accurate data collection.
  • Robust Reporting Features – Comprehensive reporting capabilities to analyze and interpret time data effectively.
  • System Integration Capabilities – Ability to integrate seamlessly with other business tools and systems used within the organization.
  • Customizability – Features that can be tailored to meet the specific needs and workflows of the business.
  • Maximizing Security and Complience – Adherence to industry standards and regulations for data privacy and security.
  • Real-Time Monitoring – Capability to monitor time and project progress in real-time to make informed decisions promptly.
  • Automated Features – Automation of routine tasks such as data entry, invoicing, or notifications to save time and reduce errors.

We covered key functionalities of such systems in great detail in the latest post about 35 features of time-tracking software. If you are considering choosing or building one yourself you can consider it as your to-do list.

Often, out-of-the-box solutions just don’t cut it.

They may lack some niche-specific functionality, or they may suffer from performance issues. That’s when you want to consider building your own custom solution.

Creating custom time tracking software can offer significant advantages.

It allows for a solution that is tailored to a company’s unique operational needs and workflow, providing a level of customization and functionality that off-the-shelf software may not offer.

However, traditional software development can be a lengthy and costly endeavor.

This is where low-code platforms come in.

They significantly speed up the development process by allowing software to be created with minimal hand coding, using visual development interfaces. This not only speeds up software deployment but also reduces development costs, making custom time-tracking software a more accessible and attractive option for companies looking for a customized solution without the high price and time investment usually associated with custom software development.

[Read also: How to Find Software Developers in 2023? 10 Experts Tips]

Benefits of open source time tracking software

Open-source time tracking software offers many advantages that make it a favorable choice over proprietary or closed source options.

One of the most important benefits, of course, is the lack of external costs, which gives companies more control and flexibility. Open source software is known for its security and its ability to scale or grow with an organization, thanks to a community of developers constantly working to improve it.

But when open source meets low-code, the magic happens.

As we’ve mentioned before, building a custom time tracking solution will always be beneficial to your business in the long run.

There’s just one big caveat: cost and time.

Custom software development projects often involve several complex phases, including planning, development, testing, and deployment, all of which require skilled professionals. In addition, unexpected challenges or changes in project requirements can occur, further extending timelines and increasing costs.

Is there a way around this? To build custom software applications faster and easier?

There may be, in the form of an open source low-code platform like Openkoda.

business owner

A low-code platform simplifies the creation of custom development, making it faster and less expensive. So when you use an open source low-code platform, you get a custom, extensible solution without being tied to a specific vendor, all while saving time and money. You eliminate high licensing fees, which can significantly reduce the total cost of custom development. In addition, the flexibility to modify the source code means that companies can tailor the platform to better fit their processes and goals.

But what if you want to take your time tracking application elsewhere?

After all, that’s one of the biggest problems the programming community currently has with no-code and low-code projects.

Not a problem!

The open source nature of such a platform gives you complete code ownership!

working hours


Recently we’ve prepared a sample application of time tracking software in no time using Openkoda low-code platform, in which we’ve shown the capabilities of the platform as well as the ease with which you can create new functionalities and features. We’ve integrated it with an AI companion that you can ask with simple natural language commands to create useful data reports, spreadsheets, and charts – functionality that, once implemented, will become indispensable to all departments of the company.

Best of all, we’ve built this powerful and complex time-tracking application in record time, allowing for further customization with AI and scalability with a multi-tenant database architecture.

Want to see how we did it?

Check out this demo to find out!

Time tracking application is just one example of the true capabilities of these platforms. With Openkoda you can build complex business applications super fast and customize them with AI. Without a doubt, this is the future of software development.


In conclusion, time tracking software is proving to be an indispensable asset for modern businesses.

Its many benefits touch every stakeholder, from small business owners and managers to customers and employees. By promoting transparency, increasing productivity and ensuring accurate billing, time tracking software paves the way for a more organized and accountable work environment.

Investing in a robust time tracking system is a step toward achieving operational excellence and increased customer satisfaction, setting your business up for sustainable growth.

We are Stratoflow, a custom software development company. We firmly believe that software craftsmanship, collaboration and effective communication is key in delivering complex software projects. This allows us to build advanced high-performance Java applications capable of processing vast amounts of data in a short time. We also provide our clients with an option to outsource and hire Java developers to extend their teams with experienced professionals. As a result, our Java software development services contribute to our clients’ business growth. We specialize in travel software, ecommerce software, and fintech software development. In addition, we are taking low-code to a new level with our Open-Source Low-Code Platform.

Building a new application or extending your development team?

🚀 We're here to assist you in accelerating and scaling your business. Send us your inquiry, and we'll schedule a free estimation call.

Estimate your project


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