How do you keep track of your time when your to-do list never seems to end? Without the right system, it can seem like a daunting task to time track as a virtual assistant. Task pile up, focus evaporates, and quickly juggling a number of clients is total chaos. The good news? Choosing the right time-tracking tool can change everything. Knowing what to look for brings clarity, structure, and control to your workflow. Let’s dive into the best time tracking tools for virtual assistants and discover how to work smarter.
What is a Virtual Assistant?
A virtual assistant (VA) is a skilled professional who provides administrative, technical, creative, or other business support services to clients or businesses from a remote location. Now, instead of having in-house staff, many businesses hire virtual assistants to do these tasks efficiently, without the need for office space or full-time commitments.
Virtual assistants can handle many tasks, such as email management, scheduling , social media management, data entry, customer support, content creation, bookkeeping, and more. They help businesses grow by taking care of routine tasks so the business owner and team can focus on strategy, innovation, and scaling. Whether you’re a business owner looking to free up time or a startup trying to stay agile, a virtual assistant can become an invaluable part of your team.
Why Do Virtual Assistants Need Time Tracking?
For virtual assistants, time is quite literally money. Having multiple clients, changing priorities with a variety of tasks, they need to track time to remain focused and organized on daily chores. It ensures every hour is accounted for, whether it's inbox management, research, scheduling, or social media support.
Time tracking also brings clarity. It serves to show where their energy truly goes, allows them to put up realistic boundaries, and prevents burnout from committing too much. For clients, it offers transparency and peace of mind, knowing they are only paying for the actual time spent on their work. In short, time tracking isn’t just about hours. It is about building trust, efficiency , and a healthier work rhythm.
Best Time Tracking Tools for Virtual Assistants
Too many tasks, not enough hours? The right time tracking tools help virtual assistants stay sharp, bill accurately, and get more done without burnout. Let’s dive into the best options.
1.Time Champ
Time Champ is a robust time and productivity tracking tool that is designed to assist virtual assistants and teams to work smarter. Its visual task boards and drag-and-drop task organization make it easy to manage workloads and ensure every project remains on track. Time Champ simplifies work structure, progress monitoring, and keeping up with deadlines, leading to smooth project delivery.
It helps you define clear goals, and work with detailed task lists or sprints and budgets . It also offers detailed reports and timesheets, which enable you to understand how time is being spent and opportunities to improve productivity .
Key Features of Time Champ:
- Effortless task creation and allocation
- Organized workflows with deadlines and priority tracking
- Time tracking for individual tasks and projects
- Automatic attendance tracking
- Employee activity monitoring
- Productivity analysis and reports
- Timesheet management and invoicing
- Location tracking for remote teams
Time Champ Pricing:
Time Champ offers a 7-day free trial for unlimited users to explore all features.
Pricing plans are available in annual, quarterly, and 3-year formats:
- Starter Plan: $3.9 per user/month (billed annually)
- Professional Plan: $6.9 per user/month (billed annually)
- Enterprise Plan: $13.9 per user/month (billed annually)
For details on quarterly and 3-year pricing plans, you can visit the official Time Champ pricing page .
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Signup for FreeBook Demo2.Clockify
Clockify is a popular time-tracking solution for virtual assistants who want to track hours on multiple tasks and projects. Its user-friendly dashboard allows you to log time manually or with a timer, ensuring precise tracking without any hassle. Whether you’re managing multiple clients or juggling deadlines, Clockify helps you stay organized and efficient.
Key Features of Clockify:
- Kiosk mode for on-site clock-ins
- Team scheduling for assigning shifts and tasks
- Simple timesheets for weekly time logs
- Project and budget tracking
- Expense management and reporting
- Team management features with roles and permissions
- Integrations with other tools, like Trello, Asana, Slack
Clockify Pricing:
Clockify is free for unlimited users and projects. Its standard plan starts at $5.49 per seat/month (billed annually).
3. Toggl Track
Toggl Track is a simple time-tracking tool that helps virtual assistants, freelancers , and teams keep track of how they spend their time. It enables you to do real-time time tracking or manually log time when convenient. Toggl Track makes it easy to track your billable hours wherever you are (desktop, mobile device, or offline) so you never forget to log it.
Key Features of Toggl Track:
- Real-time tracking or manual time entry, tailored to your workflow
- Calendar view to see time entries alongside Google and Outlook calendars
- Mobile and desktop apps for on-the-go tracking and automated workflows
- Custom dashboards and reports available via API and webhooks
- Project alerts to notify when it is nearing budget limits or deadlines
Toggl Track Pricing:
Toggl Track offers a 30-day free trial to explore premium features. It has a starter plan that starts at $9 per user/month.
4. RescueTime
RescueTime is a smart time management tool that helps virtual assistants stay focused and organized throughout the workday. It silently runs in the background to record the time spent on apps, websites, and files without manual entry. This will help you understand your daily habits and also optimize how you handle tasks and meet deadlines.
Key Features of RescueTime:
- Automatic time tracker for all apps, websites, and files
- Detailed reports on where time is spent and trends in productivity
- Focus Sessions to block distracting websites and apps for enhanced focus
- Custom goal tracking to help limit unproductive actions
- Drag-and-drop visual timesheets for fast billing and client tracking
RescueTime Pricing:
For Individuals (Solo):
- Annual Plan: $78 USD/year ($6.50/month)
- Monthly Plan: $12.00/month
For Teams:
- Annual Plan: $72 USD per team member/year ($6/month per team member)
- Monthly Plan: $9/month per team member
5.Harvest
Harvest is a user-friendly time-tracking and invoicing tool that allows virtual assistants and teams to manage their work and finances effectively. It allows users to track time using live timers or hours can be logged manually either in daily or weekly views. Harvest even allows smooth integration with popular accounting tools so billing and expense management can be made simple and accurate.
Key Features of Harvest:
Harvest Pricing
Harvest offers a 30-day free trial with full access, no credit card is required. It has a pro plan that starts at $11 per seat/month.
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Signup for FreeBook Demo6.Everhour
Everhour is a time-tracking and project management tool that allows teams to manage budgets, track hours spent on work and improve workflows . It features real-time tracking, detailed reporting, seamless integrations, and built-in invoicing to make billing easy and ensure accurate payments.
Key features include:
- Enables manual entries or real-time timers for flexible time tracking.
- Supports creating, estimating and tracking tasks in projects.
- Provides customizable reports for analysis of team performance and project progress.
- Integrates with Asana, Trello, and Jira for enhanced productivity.
- Facilitates billing by generating invoices based on tracked time and expenses.
Pricing
Starts at $8.50 per user per month (billed annually) with full tracking, reporting, budgeting, and integrations.
7.Hubstaff
Hubstaff is a time-tracking and workforce management tool for remote teams, freelancers, and businesses. It records work hours, tracks productivity, handles payroll, and provides GPS tracking of field teams. It simplifies operations and boosts accountability through automated payroll, productivity reports, and project management integrations .
Key Features of Hubstaff:
- Keeps track of activity levels through the keyboard/ mouse movement.
- Useful for field teams to track location-based work.
- Allows time tracking on specific tasks and projects.
- Streamlines payments through PayPal, Wise, and more.
- Integrates with tools like Asana, Trello, QuickBooks, and Slack
- Provides insights into work patterns and efficiency.
Pricing
The Starter plan is priced at $7 per user per month, a 2-seat minimum designed for small teams who need basic time-tracking and productivity tools at an affordable cost.
8.Time Doctor
Time Doctor helps individuals and teams track time, stay focused, and work more efficiently. It keeps track of web and app usage and sends gentle reminders when distractions happen. Whether you juggle projects solo, or coordinate team workflows, it ensures accountability and productivity through a workday.
Key Features
- Timesheets and activity tracking in real-time
- Pop-up alerts to minimize distractions
- In-depth productivity and distraction breakdowns
- Integrations with payroll and invoicing
Pricing
The basic plan starts from $6.70 per user/month.
9.Timely
Timely is an AI-powered time-tracking tool built for agencies and software teams, but it's also a great fit for virtual assistants. It automates time logging, so VAs can focus on work without interruptions and still get clear, accurate reports for better time management.
Key Features
- Automatic time tracking
- Memory tracker for activity capture
- AI-generated timesheets
- Smart time planning tools
- Project-specific cost rates
- Flexible billable rates
- Workspace capacity management
Pricing
Timely’s Starter plan starts at $9 per month.
10. Workstatus
Workstatus is a comprehensive workforce management software to manage remote, hybrid , and field teams. From attendance monitoring to location tracking, it is providing an end-to-end solution to HR teams and business leaders. Workstatus provides real-time insights and automation connecting project needs without manual work while holding organizations accountable, increasing productivity, and streamlining billing processes.
Key Features
- Smart attendance tracking with detailed insights
- GPS-based location monitoring for on-site teams
- AI-powered timesheet validation for accurate invoicing
- Automated client billing using smart time tracking
- Field force management with task allocation and tracking
- Time analysis tools to boost development team efficiency
Pricing
Workstatus pricing starts at $2.31 per user/month, with advanced plans available for businesses needing additional features and customization.
Effortless timesheet management is here!
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Signup for FreeBook Demo11.Desk Time
DeskTime is a simple time-tracking app that helps, remote workers and virtual assistants stay productive by tracking daily activities and minimizing distractions. It offers real-time visibility on how time is spent, giving you transparency into workflows and project profitability. Applicable on desktop and mobile, DeskTime simplifies team management, helping teams stay organized and focused throughout the day.
Key Features
- URL and app usage tracking for complete visibility
- Built-in scheduling to cover shifts and absences
- Integration with many popular project managemen t and calendar tools
- Fully customizable settings for personalized tracking
- Productivity measurement to find the high-performers and areas for improvement
Pricing
DeskTime provides a free Lite plan for individual users with single-user access. The Pro plan, designed for small teams and startups, begins at $4.58 per user/month, billed yearly.
12. ClickUp
ClickUp is a versatile project management tool that allows teams to work more efficiently and collaborate better. It brings together task management, team communication, document sharing, and visual planning into one easy-to-use platform. ClickUp empowers virtual assistants and remote teams to get organized and work more efficiently in a unified workspace.
Key Features
- Over 35 ClickApps to customize workflows with customizable tasks
- Create nested subtasks and checklists to break down complex projects
- Automate repetitive tasks with 50+ triggers and conditions
- Pre-built templates for tasks, checklists, docs, and views
- Workload and Box views to manage team capacity and avoid bottlenecks
- Pulse reports using machine learning to track time spent and activity
Pricing
The Unlimited plan starts at $7 per user/month, designed for small teams looking to scale productivity.
13. Apploye
Apploye is a simple time-tracking and workforce management tool that helps teams and individuals stay on top of their work hours and productivity. Featured with a user-friendly desktop app, users can easily clock in and clock out , thus, ensuring accurate time records as no manual effort is required. It's great for virtual assistants, freelancers, and remote teams who need to stay focused on tasks and track their performance.
Key Features
- Accurate time tracking for individuals and teams
- Optional screenshots through RemoteTrack to track productivity
- Central control for team settings and administrative roles
- Live feed to see active team members in real-time
- Integrated payroll management based on tracked hours
- Billable and non-billable hours tracking for clear invoicing
Pricing
The Standard plan is $2.50 per user/month, making it an affordable tool for growing teams looking to track productivity and manage teams.
14.Jibble
Jibble is a time-tracking and attendance management software designed for businesses to monitor employee work hours, productivity, and payroll integration. It enables staff to log in and out through mobile apps, web browsers, and even biometric or facial recognition techniques. It’s used by businesses in industries such as retail, construction, remote work, and field services to ensure accurate timekeeping and compliance with labor laws.
Key Features
- Real-time time tracking across devices
- Automatic timesheets with calculated hours, breaks, and overtime
- Project-based time logging for accurate resource allocation
- Clock-ins with face recognition for security and rapid authentication
- Geofencing to verify that clock-ins occur within designated locations
Pricing
The Premium plan starts at $2.99 per user/month, supports teams of all sizes and the advanced time tracking features include custom policies, overtime settings, and an unlimited number of geofences.
15. Calendly
Calendly is an online scheduling platform that simplifies appointment booking for individuals and businesses. It removes the need to exchange emails by enabling users to share their availability through a custom booking link that invitees can use to pick a convenient time. Most sales teams, recruiters, consultants, and service providers use it to streamline appointment settings and improve efficiency.
Key Features
- Automated scheduling based on real-time availability
- Synchronises with Google, Outlook, Office 365, and Apple calendars
- Offers support for one-on-one, group, and round-robin scheduling
- Personalizable email and SMS reminders
- Adjusting time zones automatically
- Payment integration with Stripe and PayPal
- Workflow automation for follow-ups and reminders
Pricing
The Standard plan starts at $10/seat/month, ideal for professionals and small teams that require effective, automated scheduling.
Seamless shifts, zero confusion!
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Signup for FreeBook DemoHow to Choose the Right Time Tracking Tool for Virtual Assistants?
Choosing the right time-tracking tool helps virtual assistants stay organized, track billable hours, and manage tasks efficiently. The best tool fits seamlessly into workflows while balancing features and usability. Here’s what to consider:
- Look for a time tracker with a simple, intuitive interface that allows quick clock-ins and clock-outs without disrupting your workflow.
- Find a tool that includes manual and automatic tracking. Timers capture real-time work, while manual entry provides flexibility.
- Seamless integration with platforms like Asana, Trello, or Slack keeps tasks and time tracking in sync without switching between apps.
- Detailed reports help track work patterns, identify time-consuming tasks, and optimize productivity, with exportable reports for invoicing.
- Built-in invoicing ensures you are paid accurately, while integration with payment platforms can help automate the process.
- Whether you are working solo or in a team, the tool should provide a pricing plan that suits your budget while leaving space to grow.
Choosing a tool that balances ease of use, accuracy, and essential features helps virtual assistants boost productivity, maintain transparency, and streamline workflows.
Conclusion
Time tracking is essential for virtual assistants to stay organized, boost efficiency, and build trust with clients. The proper tool can accurately manage tasks, unveil professionalism, and sustain steady growth for your business. With clear tracking in place, you can focus on delivering quality work, making each minute count, and building strong client relationships.
No more time wasted or tasks slipping through the cracks!
Time Champ gives virtual assistants the tools to stay sharp and deliver more. Start your free trial today
Signup for FreeBook DemoFAQs
Tracking time increases productivity and accountability but can sometimes feel restrictive. Virtual assistants can be influenced to work continuously, ultimately making them stressed and less adaptable. Some of these tools track mouse movement and keystrokes, so they can feel intrusive. Additionally, manual tracking requires discipline, and forgetting to log hours can lead to inaccuracies in billing.
A good time-tracking tool needs to be intuitive and have both a manual and automatic tracking option. Features include advanced reporting, integrations with project management tools, invoicing features, mobile access, etc. GPS tracking and offline mode are also useful for working remotely.
As long as it does so with respect for privacy and with transparency. Time tracking should focus on logging work hours rather than excessive monitoring, like screen recording or keystroke tracking. When applied ethically, it reinforces accountability, guaranteeing fair compensation for both virtual assistants and clients.
In manual time tracking, users enter hours manually, allowing for flexibility in editing timesheets. Automatic tracking, however, logs work right as they work, using timers. While automatic tracking ensures accuracy, manual tracking allows customization, making it useful for tasks that don’t require real-time logging.
