TLDR (Summary)
The best time tracking software for bookkeepers is Plutio ($19/month).
Bookkeeping practices need time tracking that connects hours to clients, projects, and invoicing. Plutio logs time against specific work, shows how much you're making per client, and converts tracked hours directly to invoice line items.
Bookkeepers using Plutio typically recover 10-15% by capturing all billable time and eliminating manual invoice data entry.
For additional strategies, read our freelance time tracking guide.
What is time tracking software for bookkeepers?
time tracking software for bookkeepers logs hours worked against clients and tasks, analyzes how much you're making, and connects to invoicing for accurate billing.
The distinction matters: basic time tracking records hours, practice time tracking connects time to clients, provides work analysis, and flows into billing systems.
What bookkeeper time tracking actually does
Core functions include starting and stopping timers, logging time against specific clients and tasks, categorizing time by work type, calculating earnings per client, reporting on time distribution, and connecting logged hours to invoicing.
Standalone tracking vs connected tracking
time tracking software and standalone timers track time efficiently but create data that must be manually moved to invoicing. Practice time tracking like Plutio connects hours directly to billing, eliminating manual invoice creation.
What makes bookkeeper time tracking different
Bookkeeping involves recurring work with predictable time budgets. Monthly closes should take consistent hours; significant variance signals extra work without extra pay or efficiency issues. Connected time tracking surfaces these patterns automatically.
When time tracking connects to clients and invoicing, billing becomes accurate by default. Logged hours flow to invoices without manual data entry or estimation.
Why bookkeepers need time tracking software
Bookkeepers who grow beyond a handful of active clients face a compounding problem: every new client adds admin work that does not scale, and time-to-invoice conversion is where that admin tends to pile up.
Lead tracking, quoting, project management, payment follow-ups, and clients communication multiply with each engagement. Without a system that connects these functions, details fall through cracks, time-tracking tasks accumulate during busy engagements phases, and Spending evenings catching up on admin instead of resting or doing bookkeeping work.
The unbilled hours problem
According to industry research, 36% admin. For bookkeepers specifically, that means 10-15 hours per week spent on non-billable tasks: unbilled hours, inaccurate estimates, extra work without extra pay, and responding to clients questions.
Those 10 hours of admin represent significant potential billable time that goes unbilled. That's thousands per month in opportunity cost, not counting the mental energy spent on context switching between bookkeeping work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: QuickBooks or Xero for accounting, Toggl or Harvest for time tracking, spreadsheets for billing, and email for client communication. Each tool handles one function, but none share data automatically.
Disconnected tools create daily friction: logging into multiple platforms to piece together a client's history, copying details from one system to another, manually cross-referencing entries with project scope, and hoping that the terms you quoted match what you're actually delivering. The cognitive admin work adds up, and the risk of errors increases with every manual handoff.
The inaccurate estimates epidemic
Inaccurate estimates affects nearly every bookkeeper at some point. According to research, 50-70% experience, with the average invoice paid 20 days.
The issue compounds because bookkeepers often work on multiple engagements with different schedules. Manual tracking across spreadsheets or disconnected tools leads to missed tasks, forgotten follow-ups, and opportunities left on the table.
The scaling tipping point
You hit a threshold where the manual approach breaks down. At this point, you're either spending more time on admin than bookkeeping work, or you're dropping balls. Tasks go out late, follow-ups get missed, and you start turning down good work because you can't imagine adding more complexity to an already chaotic system.
Connected time tracking software absorbs the admin work that would otherwise scale linearly with each new client. Plutio handles routine time-tracking tasks, tracking, and follow-ups automatically, leaving bookkeepers to focus on the work that actually generates revenue.
Time tracking features bookkeepers need
The essential time-tracking features for bookkeepers connect hours logging and budgets with engagements delivery, time tracking, and clients communication while handling the unique patterns that bookkeeping work requires.
Core time-tracking features
- Custom templates: Add your logo, brand colors, typography, and terms. Create different templates for hourly work, budget tracking, earnings analysis. Set up once and apply with one click.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases completion speed.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or remembering to check status.
- Recurring automation: Schedule recurring tasks for retainer clients that send automatically on set dates. Pair with automation to complete without either party taking action.
- Time-to-billing conversion: Select tracked time entries from engagements and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log engagements expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Bookkeepers-specific features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. Plutio should connect deposits to final billing automatically.
- Milestone billing: Split engagements payment across phases. Each milestone triggers its own action when you mark that phase complete.
- Revision tracking: When scope expands beyond contracted revisions, the billing should reflect additional work. Connect revision logs to billing so extra rounds generate accurate charges.
- Proposal-to-project flow: When a client accepts a proposal, the schedule should generate automatically based on the payment terms defined.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. All clients-facing communications show your brand. clients never see the software vendor's name.
- Unified inbox: All clients messages, engagements comments, and notifications arrive in one place. Reply without switching to email. Conversation history stays attached for context.
- Permissions: Control who sees what. Contractors see only their assigned work. clients see their portal, not your internal notes or margins.
- Customizable navigation: Rename menu items to match how you talk about your work. Hide features you don't use to reduce clutter.
- Mobile apps: iOS and Android apps for full functionality on the go. Work from anywhere with the same capabilities as desktop.
- Automations: Create rules that trigger actions without your involvement. Set up once, runs continuously.
The deciding factor for bookkeepers is integration depth. Time Tracking software that connects with proposals, contracts, projects, time tracking, and clients communication eliminates the duplicate data entry that consumes hours every week.
Time tracking pricing for bookkeepers
time tracking software for bookkeepers typically costs $8-20 per user per month for standalone tools, with practice platforms including time tracking in broader packages.
What bookkeepers typically pay for stacked tools
Most practices piece together multiple subscriptions:
- Time tracking: time tracking software ($10-20/user), standalone timers ($12/user), a time tracker (Free-$12/user)
- Invoicing: Standard billing software ($15-50/month), accounting software ($25-80/month)
- Integration: Zapier or manual data transfer between systems
A 3-person practice spends $100-200/month on time tracking plus invoicing.
Plutio pricing (January 2026)
- Core: $19/month - Complete time tracking with projects, CRM, and invoicing
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
- Max: $199/month - Unlimited contributors, advanced reporting, white-label portals
The ROI calculation for bookkeepers
If accurate tracking captures 10% more billable time on $10,000/month in fees:
- Additional captured revenue: $1,000/month
- Tool cost: $19-99/month for entire practice
- Net gain: $900-981/month
Time tracking ROI comes from captured revenue plus eliminated invoice creation time. Both directly impact how much you're making.
Why Plutio is the best time tracking for bookkeepers
Plutio handles time-tracking as part of a complete platform where proposals, contracts, projects, time tracking, and clients communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a client accepts your proposal, Plutio can automatically create the project, set up the time-tracking schedule based on milestone payments, and prepare the contract for signing. When they sign, setup tasks generate. When you track time on bookkeeping work, those hours attach to the project. When a milestone completes, the action triggers. Every step connects to the next without copying data between systems.
White-label everything
Use your own domain (clients.yourstudio.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, receipts. clients never see "Plutio" or any indication you're using third-party software. Brand perception matters for bookkeepers because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all clients communication
When a client messages about a engagement, responds to a proposal, approves work, or asks about billing, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that client's record, so months later when they return, you have full context.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work. clients see their portal and documents. Neither sees your internal notes, profit margins, or other clients data.
No-code automations
Create rules that trigger actions without your involvement. Common bookkeepers automations include: send reminders before due dates, notify you when a client views a proposal, create follow-up tasks when items are overdue, send welcome emails when contracts are signed. Set up once during initial configuration, runs continuously without attention.
Native integrations for bookkeepers workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Add Zoom links to booked calls automatically. Push financial data to accounting software or Leading bookkeeping tools for accounting. Use Zapier to connect 3,000+ other apps. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed to handle the complete service business lifecycle.
How to set up time tracking in Plutio
Setting up time tracking in Plutio takes 15-30 minutes, with tracking ready to use immediately after configuration.
Step 1: Configure time categories (10-15 minutes)
Set up categories for your work types:
- Monthly reconciliation: Standard monthly close work
- Tax preparation: Tax-related services
- Consultation: Advisory and meeting time
- Administrative: Non-billable practice time
Step 2: Set billing rates
Configure rates for time-to-invoice conversion:
- Standard rate: Default hourly rate for most work
- Client-specific rates: Custom rates for specific accounts
- Category rates: Different rates for different work types
Step 3: Train on tracking methods
Two ways to track time:
- Timer: Click to start, click to stop
- Manual entry: Add time after completion
Step 4: Establish tracking habits
Build time tracking into workflow. Track from task views. Review logged time daily. Adjust habits based on what gets captured.
Start tracking immediately. Refine categories and rates based on actual usage. Perfect setup isn't required to begin capturing billable time.
Time tracking templates for bookkeepers
Standardized time categories and tracking practices make sure consistent data capture across your practice.
Recommended time categories
- Monthly close: Bank reconciliation, GL review, statements
- Tax work: Preparation, filings, planning
- Payroll: Processing, compliance, journal entries
- Consultation: Meetings, advisory, planning sessions
- Administrative: Practice management, non-client work
- Research: Technical research for client issues
Billable vs non-billable
- Billable: Work directly serving client needs
- Non-billable: Practice development, internal administration
- Write-off: Time performed but not billed for relationship reasons
Tracking cadence recommendations
- Real-time: Use timers for accurate capture during work
- Same-day: Log manual entries before end of day
- Weekly review: Check for missing time entries
- Monthly analysis: Review earnings and patterns
Consistent tracking creates reliable data. Reliable data supports informed decisions about pricing, staffing, and client selection.
Client visibility into time tracking
Client portals can optionally show time logged against their account, providing transparency for those who value detailed billing information.
Time visibility options
Configure what clients see in their portal:
- Full detail: All time entries with descriptions
- Summary only: Total hours by category
- Invoice only: Time shows only on invoices
- Hidden: No time visibility in portal
Benefits of transparency
Clients who see detailed time often understand fees better. They see the work behind the invoice. Consolidation can reduce invoice disputes and fee complaints.
When to show time
Consider showing time for:
- Hourly billing arrangements
- Clients who request detail
- New clients building trust
When to hide time
Consider hiding time for:
- Fixed-fee arrangements
- Clients who focus on outcomes
- Value-based pricing situations
Transparency builds trust with the right clients. Understand your client relationships and configure visibility accordingly.
How to migrate time tracking to Plutio
Migration from another time tracking software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between engagements rather than mid-delivery when you have active clients commitments.
Step 1: Export from your current tool
Most time tracking software provides CSV export for clients data and document archives. Here's what to export from common tools:
- time tracking software: Export clients and engagements data from Settings or Reports. Download important documents manually.
- standalone timers: Export contacts and history from Reports section. Download transaction history for reference.
- a time tracker: Export clients list and engagements data. Use the data export feature for complete records.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new templates. Start with the engagement type you use most frequently. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (accounting software, Leading bookkeeping tools). Test each integration with a sample transaction to make sure data flows correctly before relying on it for real clients work.
Step 4: Import clients data (30 mins)
Upload your clients CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For active clients with ongoing engagements, create their records. For historical clients you may never work with again, consider whether import is necessary.
Step 5: Run parallel for new work
Use Plutio for all new clients engagements while keeping the old system active for engagements already in progress. Running parallel avoids the complexity of migrating mid-engagement work and gives you time to learn the new system on fresh engagements. As active engagements on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active engagements on your old system complete (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-engagement: Finish in-progress work on the old system. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 engagements as deliberate learning opportunities.
The investment in migration pays back in time saved on every future engagement, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
