TLDR (Summary)
The best time tracking software for event planners is Plutio ($19/month).
Event planners need time tracking that captures hours across client meetings, vendor coordination, design work, site visits, and event day execution while connecting everything to event projects. Plutio tracks time by event, analyzes margin, and converts tracked hours directly to invoices for consulting work.
Event planners who track time improve margin by 10-25% by pricing future events based on actual effort data instead of gut estimates.
For additional strategies, read our freelance time tracking guide.
What is time tracking for event planners?
Time tracking for event planners is software that captures the hours spent on planning activities, connects that time to specific events, and provides data for margin analysis and billing.
The distinction matters: generic time trackers record hours. Event planner time tracking connects those hours to specific events, categorizes by activity type (client meetings, vendor coordination, design), and answers the question "how profitable was this event really?"
What event planner time tracking software actually does
Core functions include starting and stopping timers for active work, manually logging time when timers aren't practical, categorizing entries by activity type, connecting all time to specific event projects, and generating reports that show where hours actually go. Advanced platforms analyze margin by comparing flat-fee charges against actual hours invested and convert tracked time directly to invoices for hourly or consulting work.
Standalone time trackers vs integrated event platforms
Standalone applications like Toggl Track, Harvest, or Clockify handle time tracking as an isolated function. You track hours, but those entries exist separately from your event management workflow. You manually tag which event the time relates to, and there's no automatic connection to invoicing or margin analysis. Integrated platforms like Plutio connect time tracking with event projects, invoicing, and client management. When time gets tracked, it automatically links to the event project. When you generate invoices for consulting work, tracked hours convert with one click. When events complete, margin reports show actual margins.
What makes event planner time tracking different
Event planners face unique time tracking challenges. Most charge flat fees for full-service planning, but understanding the actual hours invested is essential for pricing future events accurately. A wedding quoted at $6,000 might take 60 hours (great) or 120 hours (problematic). Without tracking, you're pricing blind.
Event planning also involves many activity types: initial consultations, ongoing client meetings, vendor coordination calls, design and planning work, site visits, rehearsals, and day-of execution. Understanding where time goes,not just total hours but hours by category,reveals optimization opportunities.
For planners who offer hourly consulting or hybrid pricing, time tracking becomes essential for accurate billing. "I spent 3 hours on vendor coordination this week" needs documentation to invoice correctly.
When time tracking connects to event projects and invoicing, you get complete visibility into event economics. What did this event actually cost to deliver? Which event types are most profitable? Where is time being spent that could be reduced?
Why event planners need time tracking
Event planners who don't track time price future events based on gut feeling rather than data,and that gut feeling consistently underestimates actual effort.
According to research on service pricing, professionals who don't track time undercharge by an average of 25%. For event planners charging $5,000-15,000 per event, that's $1,250-3,750 in potential revenue left on the table per event.
The pricing blind spot problem
Without time data, pricing becomes guesswork. You think a wedding takes about 50 hours, so you price accordingly. But when you actually track, you discover it's 75 hours,and After working for 30% less than you thought.
This blind spot compounds over time. You base new pricing on old (inaccurate) assumptions. Each event reinforces the underpricing pattern. You feel busy and stressed but wonder why revenue doesn't match effort.
The extra work visibility problem
Event planning scope expands naturally. Clients add requests, vendors require more coordination, designs get more complex. Without time tracking, extra work is invisible until you're overwhelmed and wondering where your time went.
Tracking makes extra work visible in real-time. When hours exceed estimates halfway through planning, you can address it: renegotiate scope, adjust future pricing, or consciously decide to absorb it. Without data, you can't make informed decisions.
The margin mystery problem
Some events feel harder than others, but without time data, you can't quantify why. Was the difficult client actually more hours? Did the complex venue add coordination time? Which event types are genuinely profitable vs. just keeping you busy?
Margin analysis requires comparing revenue against actual effort. Time tracking provides the effort data. Without it, you're managing a business without understanding which services make money.
The hourly billing requirement
For planners who offer consulting, hourly services, or day-of coordination billed by time, tracking isn't optional,it's required for accurate billing. "I spent 4.5 hours this week on your event" needs documentation. Clients expect itemized records, and professional practice demands accuracy.
Time tracking isn't about surveillance,it's about business intelligence. Understanding where hours go enables better pricing, scope management, and business decisions based on data rather than feelings.
Time tracking features event planners need
The essential time tracking features for event planners capture planning hours across activity types while connecting to event projects for margin analysis and billing.
Core time tracking features
- Timer and manual entry: Start timers for active work. Add manual entries for time when timers weren't running (site visits, calls that happened fast). Both methods with equal accuracy.
- Project connection: Every time entry links to a specific event project. Track hours across multiple events without confusion about which time belongs where.
- Activity categories: Categorize entries by work type: client meetings, vendor coordination, design work, site visits, day-of execution, admin. Understand where time goes, not just totals.
- Description notes: Add context to entries: "call with caterer about menu changes" or "venue walkthrough with client." Notes provide clarity for billing and your own records.
- Mobile tracking: Track time from iOS and Android apps for site visits, event days, and work away from your desk.
- Rounding options: Round entries to nearest 5, 10, or 15 minutes if your billing practices require it. Configurable per project or globally.
Event planner-specific features
- Hour budgets: Set estimated hours for events and track actual against budget. Get alerts when approaching or exceeding estimates.
- Margin reports: Compare flat-fee revenue against actual hours invested. See effective hourly rate per event. Identify which event types are most profitable.
- Time-to-invoice conversion: Convert tracked hours directly to invoice line items for hourly or consulting billing. No re-typing entries.
- Team tracking: For planning firms with multiple team members, track everyone's time against shared events. Roll up total hours by event regardless of who worked on it.
Platform features that multiply value
- Reporting and export: Generate reports by event, client, date range, or category. Export to CSV for accounting or analysis.
- Billable vs non-billable: Mark entries as billable or non-billable. Separate client-facing work from internal admin.
- Client time sharing: Optionally share time summaries with clients through portals for transparency or hourly billing documentation.
- Integration with projects: Time tracking that lives inside event projects rather than as a separate tool. Context always available.
- Historical data: Build a library of actual hours by event type. Use historical data to inform pricing for similar future events.
The deciding factor for event planners is connection to margin analysis. Time tracking that shows which events are actually profitable,not just which feel busy,enables data-driven business decisions.
Time tracking software pricing for event planners
Time tracking software for event planners typically costs $0-18 per user per month for standalone tools, with integrated platforms providing time tracking alongside event management at similar overall prices.
What event planners typically pay for time tracking
- Toggl Track: Free basic, $9-18/user/month for team and advanced features
- Harvest: Free for 1 project, $12/user/month for unlimited
- Clockify: Free basic, $3.99-11.99/user/month for advanced features
- HoneyBook: $16-66/month with time tracking included in client management
- Dubsado: $20-40/month with time tracking and workflow automation
Standalone time trackers work well for basic hour logging but don't connect to event management, contracts, or invoicing,requiring separate tools and manual connection between systems.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited time tracking with margin analysis, plus contracts, invoicing, project management, and client portals in one platform.
- Pro: $49/month: Everything in Core plus custom domain, advanced automations, and team collaboration.
- Max: $199/month: Unlimited team members, advanced permissions, full white-labeling, priority support.
The ROI calculation for event planners
- Pricing improvement: Events priced on actual data generate 10-25% more revenue than gut-based pricing
- Extra work visibility: Early awareness of hour overruns enables proactive scope management
- Accurate hourly billing: Capture all billable hours for consulting and hourly work,no more forgotten time
- Business intelligence: Understanding which event types are profitable guides service offerings and marketing
Time tracking ROI for event planners comes through pricing optimization. If tracking reveals After undercharging by even 10%, and you correct that on future events, one properly priced event covers years of software costs.
Why Plutio is the best time tracking for event planners
Plutio handles time tracking as part of a complete platform where tracked hours connect to event projects, convert to invoices, and feed margin analysis rather than existing as isolated data.
Complete workflow integration
When you track time in Plutio, it automatically connects to the event project you're working on. When the event completes, you see total hours invested alongside revenue received. When you invoice for consulting hours, tracked time converts with one click. The complete picture,from first client meeting to final margin calculation,is accessible from one place.
Margin analysis by event
Plutio shows effective hourly rate for each event: revenue divided by actual hours. A $6,000 wedding that took 50 hours = $120/hour effective rate. A $6,000 wedding that took 100 hours = $60/hour effective rate. Margin data transforms how you price future events.
Over time, you build a library of actual effort data. How many hours does a 150-guest wedding really take? How much more time does a destination event require? Data answers questions that guessing can't.
Time-to-invoice conversion
For consulting work, hourly services, or add-on billing, tracked time converts directly to invoice line items. Select the entries, click to create invoice items, and send. No re-typing, no reconciling separate systems, no missed billable hours.
Activity category breakdown
See where time actually goes: what percentage on client meetings vs. vendor coordination vs. design work? Category breakdown reveals whether your time allocation matches your value delivery. If 40% of hours go to vendor coordination, maybe you need better vendor processes,or need to charge more for that complexity.
Hour budgets and alerts
Set estimated hours for events during initial pricing. Track actual against budget as planning progresses. Get alerts when approaching estimates so you can adjust,either renegotiating scope or pricing future similar events higher.
Mobile tracking for field work
Event planning happens everywhere: venue site visits, vendor meetings, event day execution. Mobile apps let you track time from anywhere, so field work gets captured just like desk work.
Team time aggregation
For planning firms with multiple team members, track everyone's time against shared events. See total event hours regardless of who did the work. Understand which team members are working on which events and how time breaks down across the team.
Everything runs from one platform where time tracking connects to projects, invoicing, and analysis. Instead of separate time tracking tools that don't know anything about your events, you have integrated tracking that feeds business intelligence.
How to set up time tracking in Plutio
Setting up time tracking in Plutio takes 15-30 minutes for initial configuration, with the real value building as you track consistently over weeks and months.
Step 1: Define activity categories (10 mins)
Create categories that match your planning activities:
- Client meetings: Consultations, planning sessions, presentations
- Vendor coordination: Calls, emails, and meetings with vendors
- Design and planning: Floor plans, timelines, styling, creative work
- Site visits: Venue tours, walkthroughs, setup/breakdown
- Administrative: Contracts, invoicing, internal organization
- Day-of execution: Event day coordination and management
Keep the list to 5-8 categories for easy selection without overthinking.
Step 2: Set up event hour budgets (5 mins)
For existing events, add estimated hours based on your current assumptions. As you track actual time, you'll see how estimates compare to reality. For new events, use historical data (once you have it) to set more accurate budgets.
Step 3: Configure tracking preferences (5 mins)
Choose rounding settings if needed. let mobile tracking. Set default categories if certain types dominate your work. Configure any notifications or reminders that help you remember to track.
Step 4: Start tracking consistently
The key to useful time data is consistent tracking. Start timers when you begin work. Stop when you switch tasks or finish. Add manual entries for quick activities or times when timers weren't practical. Aim for completeness over perfection.
Step 5: Review and analyze monthly
Set a monthly review to analyze time data: Which events took more hours than expected? Which categories consumed the most time? What does margin look like across event types? Use time data to adjust pricing and processes.
Common setup mistakes to avoid
- Too many categories: 15+ categories create analysis paralysis. Start simple and add if needed.
- Inconsistent tracking: Partial data is misleading. Track consistently or the data loses value.
- Ignoring the data: Tracking without acting on the data wastes the effort. Build regular review habits.
Time tracking value compounds over time. The first month provides initial patterns. After a year, you have detailed data for pricing every event type you offer.
Time categories for event planners
Activity categories organize time tracking data for meaningful analysis of where planning effort actually goes.
Recommended categories for event planners
- Client meetings: Consultations with prospects, planning sessions with booked clients, presentations, phone/video calls, in-person meetings
- Vendor coordination: Calls and emails with caterers, florists, photographers, venues, rentals. Vendor meetings and site visits with vendors.
- Design and planning: Floor plans, seating charts, timelines, mood boards, styling decisions, creative work, design presentations
- Site visits: Venue tours, location scouting, walk-throughs, setup supervision, breakdown management
- Administrative: Contracts, invoicing, email management, internal organization, tool setup, marketing
- Day-of execution: Event day coordination, timeline management, vendor direction, problem-solving, client support
What category breakdowns reveal
- High client meeting percentage: May indicate needy clients, unclear communication, or pricing opportunity for high-touch service
- High vendor coordination percentage: Complex vendor roster adds planning burden,adjust pricing or reduce vendor complexity
- High administrative percentage: Process improvement opportunity,automate or systemize repetitive admin
- Low design percentage: Might indicate rushing creative work or over-investing in logistics vs. design value
Category proven methods
- Use consistently across all events for comparable data
- Train team members (if applicable) on category definitions
- Review category totals quarterly to identify patterns
- Adjust categories if they're not revealing useful patterns
Categories transform raw hour totals into specific data. Understanding where time goes enables focused improvement rather than general "work harder" pressure.
Client portals for event planners: time visibility
Client portals can optionally display time tracking data for clients who want transparency into planning effort, particularly for hourly or consulting arrangements.
When to share time data with clients
Time visibility makes sense for certain scenarios:
- Hourly consulting: Clients receiving hourly bills expect to see time detail supporting those charges
- Hybrid pricing: When flat-fee planning includes hourly overages for scope expansion
- Transparency-focused relationships: Some clients value seeing the effort invested in their event
- Scope discussions: Sharing time data supports conversations about scope changes and their impact
When to keep time data internal
Most flat-fee event planning doesn't benefit from time transparency:
- Fixed-price packages: The client pays for outcomes, not hours. Time data is internal business intelligence.
- Value-based positioning: Sharing hours can undermine perceived value. A 10-hour solution that took years to master isn't "just 10 hours."
- Privacy preference: Some planners prefer to keep internal operations private from clients.
Configuring time visibility in portals
Portal permissions control what clients see. You can:
- Share time summaries (total hours by category) without detailed entries
- Share detailed time logs with descriptions for each entry
- Hide time tracking entirely,clients see only documents, invoices, and communications
Time summaries for hourly billing
When clients are billed hourly, portal time summaries provide documentation without requiring separate reporting. They see the same data that generated their invoice, maintaining trust and reducing questions.
Time visibility is a strategic choice, not a default. Share when transparency serves the relationship. Keep internal when time data is business intelligence rather than client information.
How to start using time tracking in Plutio
Starting time tracking in Plutio is straightforward,but the real transition is building the habit of consistent tracking, which takes 2-3 weeks to establish.
If you're not currently tracking time
Starting fresh is actually easier than migrating:
- Set up activity categories (10 mins)
- Add hour estimates to current events (5 mins per event)
- Start tracking today,don't wait for the perfect moment
- Build the habit over 2-3 weeks of consistent practice
Accept that early data will be incomplete as you build tracking habits. Partial data is still more valuable than no data.
If migrating from another time tracker
Exporting historical data from tools like Toggl or Harvest is possible but rarely necessary. Historical hours that aren't connected to event projects and margin analysis have limited value. Consider starting fresh:
- From Toggl: Export historical data if you want records. Set up Plutio categories to match your Toggl tags.
- From Harvest: Similar approach,export for records, set up fresh in Plutio.
- From spreadsheets: Document any patterns from historical tracking, then start clean with integrated tracking.
Building tracking habits
Consistent tracking is more important than any tool feature. Strategies that help:
- Timer visibility: Keep the timer visible in your workflow so you remember to track
- End-of-day reconciliation: Before logging off, review the day and add any missed entries
- Mobile tracking: Use mobile apps for field work so site visits and event days get captured
- Weekly review: Check time totals weekly to catch gaps before they become habits
Common transition pitfalls
- Perfectionism: Don't skip tracking because you forgot to start a timer. Add manual entries and move on.
- Over-detailed entries: Brief descriptions are fine. "Vendor call - caterer" captures what you need.
- Tracking only billable work: Track all event work for accurate margin analysis, not just what you'll invoice.
The transition to time tracking is less about software setup and more about building consistent habits. Expect 2-3 weeks to establish the routine, then ongoing discipline to maintain accuracy.
