Time Tracking for Agencies

Run your agency.
Track hours, retainers, and scope.

TrackingTime helps marketing, creative, and digital agencies connect billable hours to project profitability, retainer control, and client transparency without changing how the team works.

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Used by agencies worldwide

THE PROBLEM

See project margin in real time.

A $15,000 project can look profitable on paper, until the team spends 180 hours on a 120-hour scope and nobody notices until delivery.

Catch overruns before they hit margin

Most agencies don’t lack time data. They lack timely visibility. Hours live across spreadsheets, PM tools, and disconnected reports. By the time someone reconciles the numbers, the project is already over budget.

All project data in one place

Project status, tracked hours, and retainer usage are separated across systems. Without an operational view, agencies struggle to identify scope creep, utilization issues, or profitability risks early enough to act.

Hours, retainers, and scope working together

Profitable agencies don’t just track more hours.
They connect time tracking to projects, clients, and retainers in real time, making overruns visible before margins disappear.

WHAT AGENCIES NEED TO TRACK

See hours, scope, and utilization in one place.

Not all time data is equally valuable. Agencies that protect margins track operational context, not just hours worked.

Billable vs. non-billable hours

Meetings, admin work, business development, and revisions all consume capacity. Separating billable from non-billable work reveals true utilization and shows profitability leaks.

Time by client and project

Total hours alone don’t explain margin. Agencies need visibility into which clients, projects, and deliverables generate profit, and which quietly consume resources.

Real-time retainer consumption

Retainers become risky when usage is only reviewed at month-end. Real-time tracking helps agencies see whether delivery is pacing correctly before hours exceed scope.

Estimated vs. actual hours

The most valuable operational insight comes from comparing quoted hours against actual execution. Over time, this improves pricing accuracy, scoping, and forecasting.

Team utilization rate

Healthy agency utilization typically sits between 65–80% billable capacity. Tracking utilization by role, person, and week helps prevent both underused capacity and team burnout.

Centralized operational data

When timesheets, project status, and budgets live in separate tools, decision-making slows down. A unified operational view makes agency performance measurable in real time.

How TrackingTime
fits into your workflow

No workflow changes required.
Set up clients, projects, tasks, estimates, and retainers once, then let the team track time from the tools they already use.

As time is tracked, managers gain real-time visibility into project pace, budgets, retainers, utilization, and client reporting, making it easier to identify overruns early, rebalance workloads, and keep projects profitable as work progresses.

Step 1: Structure work

Create your client and project structure in TrackingTime, then add tasks, estimates, and team assignments.
Every tracked hour follows the same hierarchy: client, project, or task, so time data is automatically attributed to the right place.

Step 3: Track without friction

Give each role the tracking method that fits their workflow: calendar entries, browser extension, mobile app, web timesheets, or AutoTrack suggestions.
This reduces missing hours and makes time tracking easier to adopt consistently across the agency.

Step 2: Connect tools

Sync tasks from Asana, ClickUp, Jira, Monday, and other project management tools your team already uses.
The team can track time directly from existing tasks, without switching systems or changing how work gets managed.

Step 4: Manage delivery

Use Pace Reports, retainer tracking, and shared client reports to monitor consumption before projects go over scope.
Managers can adjust workloads, start scope conversations early, and keep clients aligned without manual exports or Friday reporting rituals.

Built for agencies that need operational visibility across projects, retainers, billable hours, and client reporting.

BEFORE AND AFTER

Scattered hours vs. connected project data.

See how agencies move from end-of-week chaos and spreadsheet reconciliation to structured time tracking, live retainer visibility, and proactive client management.

Before TrackingTime

Hours are collected at the end of the week through Slack reminders and manual follow-ups.
Teams submit incomplete or inconsistent timesheets across different tools and spreadsheets.
Operations manually reconciles project hours before invoicing deadlines.
Retainer overruns are discovered too late, creating rushed scope conversations with clients.
Reporting depends on exports, cleanup work, and last-minute administrative effort.

After TrackingTime

Teams track time daily from the tools they already use.
Every hour is automatically connected to the right client, project, and task.
Retainer consumption and project pace are visible in real time.
Managers identify overruns early and adjust scope before profitability is affected.
Client reports and invoice data are generated from approved, structured time entries.

Replacing end-of-week reconciliation with connected time data gives agencies real-time visibility into retainers, project pace, and client delivery before problems become conversations.

AGENCY OPERATIONS

Created for modern agency workflows.

From project planning to client delivery, TrackingTime fits into the tools and routines agencies already use every day. Teams track time directly from tasks while managers stay aligned on budgets, utilization, and project progress in real time.

Real-time retainers

Set retainer hours or monetary value, define billing periods, and configure alerts at 70%, 90%, and 100% consumption. TrackingTime monitors usage in real time so managers can identify scope risks early and keep projects aligned with retainer limits before profitability is affected.

Controlled client visibility

Share live reports with clients showing hours by project and task without exposing internal workspaces, rates, or unrelated accounts. Choose the level of visibility that fits each client relationship: public report links, read-only client access, or active collaborator access for shared projects.

Plans that scale

Most agencies start with Pro for billable hours, invoicing, and day-to-day team operations.
As retainers, approvals, expenses, and client collaboration become part of the workflow, Pro Plus adds the operational controls needed to manage agency growth at scale.

FAQ

Frequently Asked Questions

Get answers to all your questions about our service and plans.

Will the team actually track time if we implement time tracking software?

The biggest adoption failure in agencies is asking the team to do something disconnected from their workflow. TrackingTime embeds directly into tools like Asana, ClickUp, and Jira, so the timer lives where work already happens. AutoTrack suggests entries automatically, and reminders help teams stay consistent without manual follow-up. Adoption comes from convenience, not enforcement.

Is TrackingTime employee surveillance software?

No. TrackingTime does not record screenshots, keystrokes, GPS location, or continuous screen activity. Employees track their own time voluntarily, while managers gain visibility into project hours and workload distribution not surveillance of how people work. This distinction is important for maintaining a healthy agency culture.

Do we need to replace ClickUp, Asana, or Monday with TrackingTime?

No. TrackingTime connects with your existing project management tools, including ClickUp, Asana, Monday, Jira, and others. Tasks sync automatically, and teams can track time directly from the tools they already use. TrackingTime adds operational visibility, billing, retainers, financial reporting, and client reporting on top of your current workflow.

Can clients see their hours without accessing our TrackingTime workspace?

Yes. Shared Reports let clients access a live view of their tracked hours by project and task through a secure report link, no account required. You control exactly what clients can see, without exposing internal workspaces, billing data, or unrelated projects.

How does TrackingTime handle fixed-fee, retainer, and hourly projects?

TrackingTime supports fixed-fee, retainer, and hourly billing models simultaneously across different clients and projects. Fixed-fee projects compare tracked hours against estimated budgets to monitor profitability in real time, while hourly projects accumulate billable time for invoicing. Retainers track hour consumption within the defined billing period, including configurable alerts and real-time visibility into usage. Carryover rules for unused retainer hours remain flexible and depend on the agreement between the agency and the client, giving teams accurate operational data for renewals, overages, and scope conversations.

Can agencies manage multiple retainers at the same time?

Yes. TrackingTime lets agencies manage multiple retainers across different clients, projects, and billing periods simultaneously. Each retainer can have its own budget, consumption limits, alerts, and reporting visibility, making it easier to monitor profitability across the entire client portfolio.

Can teams receive alerts before retainers go over budget?

Yes. TrackingTime supports real-time retainer monitoring with configurable alerts at different consumption thresholds, helping agencies identify scope risks early and take action before retainers exceed their planned limits.

Run your agency.
Track hours, retainers, and scope.