TLDR (Summary)
The best time tracking software for coaches is Plutio ($19/month).
Standalone timers track hours but don't connect to your coaching clients. Plutio time tracking links to client records, sessions, and invoicing... so tracked hours become accurate bills without manual data transfer.
Coaches get session timers, prep time logging, automatic invoice line items, and margin reports by client. Track coaching calls, preparation, and admin separately to see where time actually goes.
Coaches using connected time tracking 3-5 hours that standalone timers miss.
For additional strategies, read our freelance time tracking guide.
What is time tracking software for coaches?
Time Tracking software for coaches is software that handles hours logging and budgets, tracks status, sends automated notifications, and connects time-tracking directly to programs.
The distinction matters: basic tools handle one function in isolation, while coaches-focused time tracking software combines multiple functions while connecting to project management, clients communication, and workflow automation.
What coaches time tracking software actually does
Core functions include creating branded templates with your logo and colors, setting up recurring workflows for retainer clients, converting tracked work into billable items, handling different programs types, sending automated reminders at intervals you choose, and providing clients with a branded portal. Advanced platforms add workflow automation where completed steps automatically trigger the next action.
Standalone time-tracking vs integrated platforms
standalone applications like time tracking software, standalone timers, a time tracker handle time-tracking as an isolated function. You enter client details manually, create items from scratch, and track status in a separate system from your programs. Integrated platforms like Plutio connect time-tracking with proposals, contracts, projects, time tracking, and clients communication. When you finish a program, Plutio already knows the scope, the tracked hours, and the client's history.
What makes coaches time-tracking different
Coaches face unique scenarios that generic time tracking software struggles with: hourly work; budget tracking; margin analysis; and programs scope that can shift mid-engagement. Without time-tracking that connects to programs status, the process becomes disconnected from the work itself.
Coaches programs also range dramatically in value. A small program and a large one both need time-tracking, but the structure, schedule, and follow-up sequence differ completely. Time Tracking software built for coaches handles these variations through templates rather than manual setup each time.
When time-tracking connects to projects, contracts, and time tracking, the manual copying between apps disappears. Changes update everywhere automatically, and time-tracking reflects what actually happened instead of what you remember to enter.
Why coaches need time tracking software
Coaches 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 programs phases, and Spending evenings catching up on admin instead of resting or doing coaching work.
The unbilled hours problem
According to industry research, 36% goes. For coaches 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 10-15 hours of weekly admin represent billable time that could go toward client sessions, program development, or business growth - not counting the mental energy spent on context switching between coaching work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: Zoom, course platforms, scheduling software for coaches, and email for client communication. Each tool handles one function, but none share data automatically.
Automated reports 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 coache at some point. According to research, 50-70% experience, with the average invoice paid 20 days.
The issue compounds because coaches often work on multiple programs 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 around 8-12 active clients where the manual approach breaks down. At this point, you're either spending more time on admin than coaching 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 coaches to focus on the work that actually generates revenue.
Time tracking features coaches need
The essential time-tracking features for coaches connect hours logging and budgets with programs delivery, time tracking, and clients communication while handling the unique patterns that coaching work requires.
Core time-tracking features
- Custom templates: Add your logo, brand colors, typography, and terms. The theme builder makes it easy - a few clicks and your entire brand is applied everywhere. Create different templates for hourly work, budget tracking, margin 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 programs and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log programs expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Coaches-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 programs 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, programs 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 coaches 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 software pricing for coaches
time tracking software for coaches typically costs $10-20 per month, with integrated platforms providing complete functionality.
What coaches typically pay for time tracking
- time tracking software: $9-18/user/month
- a time tracker: Free-$10/user/month
- standalone timers: $10.80/user/month
- Timely: $9-16/user/month
These tools track time but require separate systems for scheduling, invoicing, and client management.
Plutio pricing (January 2026)
- Core: $19/month: Unlimited time tracking plus scheduling, invoicing, contracts, projects.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, advanced reporting, full white-labeling.
The ROI calculation for coaches
- Pricing optimization: Understanding true time supports better pricing
- Capacity management: Accurate time reveals actual availability
- Boundary setting: Data supports healthy work limits
time tracking software ROI comes through business understanding. Accurate data improves pricing, capacity, and sustainability decisions.
Why Plutio is the best time tracking for coaches
Plutio handles time tracking as part of a complete coaching platform where session time connects to client delivery, program investment, and the capacity management that sustainable coaching requires.
Session delivery confirmation
Coaching sessions represent commitments delivered. Session tracking confirms delivery... providing the record that supports both invoicing and the "sessions remaining" visibility that clients expect.
Program time investment visibility
How much total time does a 12-session program actually require? Sessions, preparation, follow-up, resource creation. True program investment informs pricing... so rates reflect reality rather than guesswork.
Preparation time tracking
Good coaching requires preparation. Reviewing notes, creating resources, planning sessions. Prep time tracks separately from delivery time... showing the complete investment behind each client relationship.
Client-level time investment
Some clients require more investment than others. Time by client reveals which relationships provide appropriate return... informing both pricing and which clients to continue serving.
Session duration accuracy
Are 60-minute sessions actually running 90 minutes? Duration tracking shows reality... supporting honest conversations about session length and appropriate adjustments to pricing or expectations.
Group vs individual time allocation
Group coaching uses time differently than one-on-one work. Time by session type shows the efficiency of different delivery models... informing program design and offer structure.
Content creation tracking
Workshops, courses, written materials. Content creation represents significant time investment. Tracking this work separately shows the real cost of building coaching assets... and the uses they eventually provide.
Capacity management for sustainable practice
How many hours of coaching can one person sustainably deliver? Time data reveals actual capacity... preventing overcommitment and the burnout that damages both coach and clients.
Revenue per hour visibility
When prep and follow-up time enter the picture, what's the true hourly rate? Effective rate calculations inform whether pricing matches the investment... and where efficiency improvements might help.
Monthly rhythm tracking
How does coaching time distribute across the month? Patterns emerge from data... showing when busy periods cluster and when capacity opens for new clients.
Time tracking connects to session delivery, program economics, and sustainable capacity... all working as part of the coaching workflow. That's time visibility designed for how coaching actually operates.
How to set up time tracking in Plutio
Setting up time-tracking in Plutio takes 30-60 minutes for initial configuration, then 5-15 minutes per client after your templates, rates, and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your default hourly rate, standard payment terms (Net-15, Net-30), preferred currency, and tax settings. These defaults apply automatically unless overridden for specific clients. Consider setting your deposit requirement (25-50% is standard) and late fee policy (1-1.5% monthly is common).
Step 2: Create templates (30-60 minutes)
Build 3-5 templates covering your common programs types. For coaches, recommended templates include:
- Full program package: 50% deposit, milestone payments, final on delivery. Includes scope for complete coaching work.
- Quick program: Simpler structure for smaller engagements.
- Monthly retainer: Automatic monthly billing. Specify included scope and how out-of-scope requests are handled.
- Rush program: Standard templates modified with 25-50% rate increase and expedited timeline.
Step 3: Connect payment processing (20 mins)
Link Stripe and/or PayPal to accept online payments. Both take 2.9% + $0.30 per transaction. Consider offering ACH bank transfer (typically 0.8%) for larger amounts. Test each payment method before using with clients.
Step 4: Set up integrations (30 mins)
Connect your calendar (Google Calendar or Outlook) for scheduling, your accounting software (accounting software or Leading bookkeeping tools) for financial sync. If you have specialized needs, explore Zapier for additional connections.
Step 5: Import existing clients (30 mins)
Upload existing clients data via CSV export from your current system. Plutio maps common fields automatically. For active clients, create their programs records. For historical data, decide how much to migrate vs. archive.
Step 6: Test with one real program
Run through the complete workflow with an actual client rather than a test account. Create the proposal, convert to program, track time, generate billing, send it, and confirm receipt. Real interaction reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates and refine based on actual use rather than imagining every possible scenario upfront.
- Ignoring mobile: Download the mobile apps during setup and test key workflows.
- Skipping automation setup: Reminders and notifications save significant time. Configure these during initial setup.
Build templates for the 80% cases that cover most of your programs. Handle the other 20% by customizing the closest template per situation rather than trying to create templates for every possible scenario.
Time tracking organization for coaches
Organizing time tracking categories creates meaningful analysis and consistent capture habits.
Essential time categories for coaches
- Session time: Actual coaching calls and meetings
- Preparation: Session prep and client review
- Follow-up: Notes, resources, and post-session work
- Client support: Between-session communication
- Administration: Scheduling, invoicing, and business operations
- Marketing: Content creation and business development
Client attribution approach
- All client-specific work tracked to client record
- General business time tracked separately
- Program development tracked to program or general
Tracking methods
- Real-time tracking: Timer running during focused work
- Batch entry: Log multiple entries at end of day
- Session auto-log: Scheduled sessions tracked automatically
Proven methods
- Track daily rather than weekly for accuracy
- Include non-session work for complete picture
- Review weekly to catch missing entries
- Analyze monthly for business visibility
Consistent categorization supports meaningful analysis. Structure creates data that informs decisions.
Client portals for coaches: time visibility
Client portals can provide appropriate time information for transparency and package tracking.
Session tracking in portals
Clients with coaching packages see session count and remaining sessions through their portal. Self-service access reduces status inquiries.
Time transparency options
Configure what time information clients can access. Some coaches share full time tracking; others show only session counts. Control visibility per client.
Package status
Clients view their package status: sessions completed, sessions remaining, and package expiration if applicable. Clear visibility prevents confusion.
History access
Session history with dates accessible to clients. Reference for their own records and progress tracking.
When to share time data
Time tracking visibility is optional. You share session information while keeping preparation and admin time internal.
Portal time visibility provides appropriate transparency. Clients see relevant information while detailed time remains internal.
How to start tracking time in Plutio
Migration from another time tracking software typically takes 1-2 hours of active work spread over a weekend, with the best time to switch being between programs 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 programs 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 programs data. Use the data export feature for complete records.
Step 2: Build templates in Plutio (45-60 minutes)
Use your exported content as reference to create new templates. Start with the program 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 keeps 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 programs, 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 programs already in progress. Running parallel avoids the complexity of migrating mid-program work and gives you time to learn the new system on fresh programs. As active programs on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active programs 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-program: 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 programs as deliberate learning opportunities.
The investment in migration pays back in time saved on every future program, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
