TLDR (Summary)
The best time tracking software for designers is Plutio ($19/month).
Standalone timers track hours but don't connect to projects or billing. Plutio time tracking links to specific projects, clients, and invoices... so tracked hours become accurate bills without manual data entry.
Designers get project timers, automatic invoice line items, revenue per hour reports, and time logged by project phase. See which clients and project types are actually profitable.
Designers using connected time tracking capture unbilled that standalone timers miss through automatic project linking.
For additional strategies, read our freelance time tracking guide.
What is time tracking software for designers?
time tracking software for designers is software that records how long Spending on projects and tasks, organizes hours by client and project, calculates billable amounts, and connects to invoicing for accurate billing.
The distinction matters: timers record duration, time tracking organizes that data meaningfully, and billing integration turns tracked hours into revenue. Designer-focused time tracking connects to project budgets, proposal scope, and invoicing workflows.
What designer time tracking actually does
Core functions include starting and stopping timers for work sessions, logging time manually when you forget to start a timer, organizing hours by client, project, and task, calculating billable amounts based on hourly rates, generating reports showing where time goes, and exporting or connecting to invoicing. Advanced platforms show real-time budget tracking against project estimates.
Standalone vs integrated time tracking
Tools like time tracking software and standalone timers handle time tracking as an isolated function. You track hours, export reports, and manually transfer data to invoices. Integrated platforms like Plutio connect time tracking to proposals, projects, and invoicing. When you finish a project phase, the tracked hours become invoice line items without re-entering data.
What makes designer time tracking different
Designers work on both fixed-fee and hourly projects, often simultaneously. They need to track time against fixed-fee work to understand true revenue per hour, while also tracking billable hours for hourly clients. Without time tracking that knows your project type and budget, you can't answer basic questions: is this project profitable? Am I over budget? Which clients consume the most time?
When time tracking connects to project budgets and invoicing, hours become revenue automatically. You capture more billable time, invoice more accurately, and understand which work is actually profitable.
Why designers need time tracking software
Designers without time tracking lose revenue to forgotten hours, underbid future projects based on inaccurate estimates, and can't identify which clients or project types drain revenue per hour.
The cost of untracked time
Research shows 10-20% lost to hours they forget to track or invoice. For a designer billing $75/hour and working 30 billable hours weekly, that's $225-450/week in lost revenue. Over a year: $11,000-23,000 that disappears.
What breaks without time tracking
- Lost revenue: Hours worked but never invoiced because you forgot to record them
- Inaccurate pricing: Future quotes based on gut feeling instead of actual time data from similar projects
- Hidden unrevenue per hour: Projects that seem profitable but consume more hours than quoted
- Extra work without extra pay blindness: Extra requests handled without realizing how much time they consume
- Client imbalance: Some clients take more time than others at the same rate, but you can't see which
The pricing feedback loop
Without time tracking, pricing becomes guesswork. You quote a logo project at $2,000, spend 40 hours (effective rate: $50/hour), and don't realize the problem until it's too late. With tracking, you see this project actually costs 40 hours, so similar projects should quote higher or different. Time data informs future pricing.
Time tracking reveals where hours actually go versus where you think they go. Time visibility turns pricing from guesswork into informed decisions, recovers revenue from forgotten hours, and identifies which projects and clients deserve more (or less) attention.
Time tracking features designers need
The essential time tracking features for designers connect hour logging with project budgets, client billing, and revenue per hour analysis.
Core time tracking features
- Timer and manual entry: Start/stop timers for live tracking, or add time manually when you forget to start. Both methods should be equally easy
- Project and task organization: Assign hours to specific clients, projects, and tasks. Granular organization supports meaningful analysis
- Billable vs non-billable: Mark time as billable or internal. Some hours are admin work; others generate revenue
- Multiple rates: Different rates for different clients, project types, or activities. Rush work at premium rates, retainer work at standard rates
- Rounding options: Round to nearest 15 minutes, 6 minutes, or bill exact time. Match your billing practices
- Weekly and daily views: See time distribution across days and weeks. Identify patterns and availability
Designer-specific features
- Budget tracking: See hours logged against project estimates in real-time. Catch overruns before they become surprises
- Project revenue per hour: Compare tracked time to project revenue. Identify which work generates the best return
- Invoice conversion: Turn tracked hours into invoice line items without re-entering data
- Retainer tracking: Monitor hours used against monthly retainer allocations
Platform features that multiply value
- Mobile apps: Track time from anywhere. Log hours during client meetings or while working on-site
- Idle detection: Detect when After away and prompt about untracked time
- Reports and exports: Generate time reports by client, project, date range. Export for accounting or client documentation
- Team tracking: If you work with contractors or team members, see everyone's time in one place
The deciding factor for designers is integration depth. Time tracking that connects with project budgets and invoicing captures the full value of tracked hours instead of creating another data silo.
time tracking software pricing for designers
time tracking software for designers typically costs $10-20 per user per month for standalone tools, with the actual cost depending on features and whether you need additional tools for invoicing.
What designers typically pay for stacked tools
You piece together multiple subscriptions:
- Time tracking: time tracking software ($10-20/user), standalone timers ($12/user), a time tracker (Free-$12/user)
- Project management: General project management software ($10.99-24.99/user), a project app.com ($12-24/user)
- Invoicing: Standard billing software ($17-55/month), accounting software ($30-90/month), Legacy invoicing apps (Free)
- Proposals/Contracts: management software ($29-79/month), Freelance business suites ($17-52/month)
Combined, this stack costs $50-150/month with time tracking as just one disconnected piece requiring manual data transfer to invoicing.
Plutio pricing (January 2026)
- Core: $19/month - Complete time tracking with project management, proposals, contracts, invoicing, and client portals included
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
The ROI calculation for designers
If you currently spend $70/month on separate tools and lose 3 hours/week to untracked or uninvoiced time:
- Tool savings: $70/month to $19/month = $51/month saved
- Revenue recovered: 3 hours/week at $75/hour = $225/week previously lost
- Monthly impact: $51 direct savings + $900 in recovered billable revenue
When comparing time tracking costs, factor in lost revenue from disconnected tools. The $10/month you save on standalone tracking costs far more in hours that never reach invoices.
Why Plutio is the best time tracking software for designers
Plutio handles time tracking as part of a complete platform where project management, proposals, and invoicing work together rather than as separate tools.
Hours flow to invoices automatically
Select tracked time entries and convert to invoice line items with one click. The description, duration, and rate pull from time logs. No copying data between tools, no missed hours because you forgot to transfer them.
Budget tracking in real-time
See hours logged against project estimates as you work. When a project approaches its budget, you see the warning before it becomes a surprise. Time visibility supports scope conversations before projects become unprofitable.
Project revenue per hour visibility
Each project shows revenue versus time invested. See which clients and project types generate the best return, not just the most revenue. A $10,000 project consuming 200 hours is less profitable than a $5,000 project consuming 40 hours.
Connected to proposals and scope
Projects link to their original proposals. When tracking time, you can reference what was actually quoted. Extra work without extra pay becomes visible when hours exceed what the proposal covered.
Multiple rate support
Set different rates for different clients, project types, or activities. Rush work bills at premium rates. Retainer work bills at standard rates. Plutio calculates totals correctly regardless of rate complexity.
Mobile tracking
iOS and Android apps let you track time from anywhere. Start a timer during a client meeting, log time after an on-site session, or review timesheets while traveling. The mobile experience matches desktop functionality.
Concept vs production time
Creative concepting takes different time than production execution. Categorized time tracking shows where hours actually go... informing more accurate scoping.
Revision time visibility
How much time do revisions consume? Revision tracking exposes extra work without extra pay in hours... providing data for scope discussions.
Project revenue per hour by work type
Logo projects vs website projects vs print work. Revenue per hour by category reveals which work types actually pay... informing which projects to pursue.
Client-side delay impact
When clients delay feedback, project timelines slip. Delay tracking shows impact... supporting timeline discussions and rebooking conversations.
Every tracked hour connects to your broader workflow. Time logs against projects, projects connect to proposals, and completed time converts to invoices. The connections eliminate the data transfer admin work that loses hours in standalone tools.
How to set up time tracking in Plutio
Setting up time tracking in Plutio takes 15-30 minutes for initial configuration, with tracking ready to use immediately.
Step 1: Configure default rates (10 minutes)
Set your default hourly rate for time entries. Add additional rates if you bill different amounts for different work types: standard rate, rush rate, retainer rate. These defaults apply automatically unless overridden per client or project.
Step 2: Set up projects and clients (varies)
Create client and project records if you haven't already. Time tracks against these entities, so they need to exist before you start logging. Import existing clients or create as you begin new work.
Step 3: Choose your tracking method
Decide on your primary approach:
- Timer-based: Start/stop timers as you work. Most accurate but requires discipline
- Manual entry: Add time after work sessions. More adaptable but easier to forget
- Hybrid: Timer when you remember, manual entry to fill gaps. Most realistic for most designers
Step 4: Install mobile apps
Download iOS or Android apps for tracking away from your desk. supports notifications for timer reminders if helpful.
Step 5: Build the habit
Time tracking only works with consistent use. Strategies that help:
- Start a timer as the first action when beginning any work session
- Review timesheet at end of each day to catch unlogged time
- Weekly review to keeps all billable hours captured
Start simple with timer and manual entry. Add complexity (multiple rates, project budgets) as you develop consistent tracking habits. Accuracy matters more than completeness in early weeks.
Time tracking templates for designers
Different project types benefit from different time tracking approaches, and standardizing your methods keeps consistent data for analysis and billing.
Recommended tracking approaches by project type
- Fixed-fee projects: Track time to understand true revenue per hour, not for billing. Compare actual hours to estimates. Use data to improve future pricing
- Hourly projects: Track all billable time. Set budget limits if clients have caps. Convert directly to invoices
- Retainer clients: Track against monthly hour allocation. Show clients usage if they request. Roll over or reset based on agreement
- Internal work: Track as non-billable to understand admin work. Marketing, admin, bookkeeping all consume time without generating direct revenue
Task categories to standardize
- Research and discovery: Client interviews, brief analysis, inspiration gathering
- Concept development: Initial designs, explorations, directions
- Refinement: Chosen direction development, detail work
- Revisions: Client feedback setup (track rounds separately if possible)
- Production: Final files, handoff preparation, documentation
- Communication: Emails, calls, meetings (often underestimated)
Reporting templates
Set up saved reports for common views:
- Weekly timesheet: All time logged this week by project
- Client summary: Total hours per client for billing period
- Project revenue per hour: Revenue vs hours for completed projects
Consistent categorization supports meaningful analysis. When all logo projects use the same task structure, you can compare across projects and improve estimates based on real patterns.
Client portals for time tracking visibility
A client portal can give clients visibility into time spent on their projects, reducing billing disputes and building trust through transparency.
When to share time visibility
Time visibility makes sense for some client relationships but not all:
- Hourly clients: High value. Clients see exactly what they're paying for
- Retainer clients: Often expected. Shows hours used against monthly allocation
- Fixed-fee clients: Usually unnecessary. They're paying for the work, not hours
What clients see in portal time views
Configure visibility at the project or client level. Options include: time entries with descriptions and durations, summary totals without detail, or no time visibility. Match access to client expectations and your billing model.
Reducing billing disputes
When clients see time as it logs, invoices contain no surprises. They've watched hours accumulate and understand what the work involved. Disputes decrease because transparency builds trust throughout the project rather than only at billing time.
Retainer transparency
Retainer clients particularly benefit from time visibility. They can check remaining hours before requesting work, see what previous requests consumed, and understand the value they're receiving. Portal visibility often leads to retainer renewals because clients see concrete work being done.
Time visibility transforms billing from a surprise into a shared understanding. Clients who see time accumulating accept invoices as fair because they've witnessed the work happening.
How to migrate time tracking to Plutio
Migrating time tracking typically focuses on setting up tracking for new work rather than importing historical data. Past time records often remain in the old tool for reference.
Step 1: Export historical data for reference
Export time data from your current tool:
- Toggl: Export detailed reports as CSV from Reports section
- Harvest: Export timesheets from Reports section
- Clockify: Export detailed reports from Reports
Save for reference when calculating project revenue per hour or pricing future similar work.
Step 2: Set up Plutio time tracking (15-30 minutes)
Configure rates, install mobile apps, and create projects for active work. Time tracking doesn't require extensive historical import to function.
Step 3: Begin tracking new work in Plutio
All new time logs go into Plutio immediately. A clean start avoids the complexity of importing historical data while building your dataset going forward.
Step 4: Handle in-progress projects
For active projects, decide whether to:
- Continue tracking in old tool until project completes
- Switch to Plutio and note hours already logged elsewhere
- Import previous time manually if critical for billing
Step 5: Cancel old subscription
Once all active work tracks in Plutio and you've exported historical data for reference, cancel the old tool. Keep exports archived for future reference.
Common migration considerations
- Historical analysis: Past revenue per hour analysis uses old tool data. Export before canceling
- Team adoption: If team tracks time, keeps everyone switches simultaneously to avoid fragmented data
Time tracking migration is simpler than most because the value is in future tracking, not historical data. Focus on setting up tracking for new work rather than perfectly importing the past.
