TLDR (Summary)
The best time tracking software for therapists is Plutio ($19/month).
Standalone timers track hours but don't connect to your therapy clients. Plutio time tracking links to client records, sessions, and invoicing... so tracked hours become accurate records without manual data transfer.
Therapists get session timers, documentation time logging, automatic invoice line items, and reports by client. Track clinical sessions, documentation, and admin separately to see where time actually goes.
Therapists using connected time tracking capture 3-5 hours weekly that standalone timers miss.
For additional strategies, read our freelance time tracking guide.
What is time tracking software for therapists?
Time tracking software for therapists is software that logs session delivery, documentation time, and administrative hours while connecting tracked time to client records and billing.
The distinction matters: basic timers log hours in isolation, while therapy-focused time tracking connects to client profiles, session records, and invoicing workflows.
What therapist time tracking actually does
Core functions include logging session delivery time per client, tracking documentation and note-writing time separately, connecting tracked hours to billing records, generating reports showing time allocation across clinical work, admin, and practice development, and providing visibility into actual vs estimated time per client.
Standalone time tracking vs integrated platforms
Standalone tools like Toggl or Clockify log hours as isolated entries. You tag entries manually, export reports, and copy data into separate billing systems. Integrated platforms like Plutio connect time tracking with scheduling, client records, and invoicing. When you track time for a session, Plutio already knows the client, the session type, and the fee structure.
What makes therapist time tracking different
Therapists face unique time patterns: fixed session durations (50, 80, 90 minutes) with variable documentation time, administrative work that doesn't bill to clients, and the critical distinction between clinical hours and total working hours. Without time tracking that separates these categories, therapists can't accurately assess their capacity or true hourly rate. A therapist seeing 25 clients per week might assume a 25-hour workweek, but when documentation, intake processing, and practice administration get counted, the actual total often reaches 35-40 hours.
When time tracking connects to client records and billing, the picture of practice economics becomes clear. Session delivery, documentation, and admin hours all have visibility.
Why therapists need time tracking software
Most therapists know their session rate but not their true hourly rate. A $175 per 50-minute session looks like $210/hour on paper, but when documentation, pre-session review, intake processing, and billing get counted, the actual rate drops significantly. Time tracking reveals that gap, and the gap often explains why a full caseload still doesn't feel financially sustainable.
The core problem is visibility. Session delivery is the only part of therapy work that gets measured by default. Documentation time, administrative coordination, and practice development happen in the margins, untracked and unaccounted for. Without data on where non-session time goes, every decision about caseload size, pricing, and scheduling operates on incomplete information.
The documentation time blindspot
Clinical documentation after each session is a requirement, not an option. But documentation time rarely gets tracked or accounted for in practice economics. A 50-minute session with 15 minutes of note-writing actually costs 65 minutes of client-attributed time. At 25 sessions per week, that adds over 6 hours of documentation that never appears on any invoice or capacity calculation. Some complex cases require 20-25 minutes of documentation per session, making the real time investment per session closer to 75 minutes. According to TeamStage, 36% of working time goes to admin tasks, and for therapists, documentation represents the largest single chunk of that hidden time.
The true hourly rate calculation
Session rates create an illusion of hourly earnings. A $175 session at 50 minutes implies $210/hour. Adding 15 minutes of documentation drops the effective rate to $162. Adding 5 minutes of pre-session review and 5 minutes of billing drops it further to $140. For therapists offering sliding scale rates, the true hourly rate on reduced-fee clients can fall below $100 when non-session time gets included. Without tracking, these calculations never happen, and pricing decisions rely on the session rate fiction rather than actual practice economics.
The burnout prevention data
Therapist burnout is a documented professional hazard, and administrative burden is a primary contributor. A therapist reporting 25 client sessions per week sounds manageable, but when total working hours reach 35-40 due to untracked documentation and admin, the actual workload exceeds what the session count suggests. Time tracking provides the evidence needed to justify reducing caseload or raising fees. The difference between "I feel overworked" and "data shows I'm working 38 hours per week for 25 sessions, so each client actually requires 1.5 hours of total time" transforms a gut feeling into an actionable business decision.
The caseload capacity question
How many clients can one therapist sustainably manage? The answer depends on total time per client, not just session count. A client requiring 50 minutes of session time plus 15 minutes of documentation plus 10 minutes of between-session communication costs 75 minutes total. At 75 minutes per client, a 30-hour clinical week supports 24 clients, not the 36 clients that session-time-only calculations suggest. Time data makes capacity limits concrete instead of theoretical.
Time tracking turns invisible work into visible data. When documentation hours, admin time, and true hourly rates become measurable, every decision about caseload, pricing, and scheduling gets grounded in reality instead of guesswork.
Time tracking features therapists need
The essential time tracking features for therapists connect session delivery logging with documentation tracking, client records, and billing while handling the unique patterns that therapeutic work requires.
Core time tracking features
- Session delivery tracking: Log completed sessions with client attribution. Session time attaches to client records automatically with date, duration, and session type.
- Documentation time logging: Track note-writing and clinical documentation separately from session delivery. See the true time investment per client including post-session work. Separate documentation tracking highlights which clients or session types require the most administrative effort.
- Admin time categorization: Categorize non-clinical time: billing, scheduling, practice development, supervision, training. Understand where non-session hours go.
- Time-to-invoice conversion: Convert tracked session hours directly into invoice line items. The client, session type, duration, and rate pull automatically. No manual data entry.
- Timer and manual entry: Use real-time timers for session delivery or log entries manually after the fact. Both methods feed the same tracking system.
- Reports by client and category: Visual reports showing time allocation by client, session type, and work category. Monthly and weekly views for practice analysis.
Therapist-specific features
- Session package consumption: Track sessions delivered against packages purchased. "8 of 12 sessions delivered" updates automatically as time entries are logged.
- True hourly rate calculation: Include documentation and admin time in hourly rate calculations. See what you actually earn per hour of total work, not just per session hour.
- Caseload capacity analysis: Time data reveals actual hours per client (including non-session time). Inform sustainable caseload decisions with real data instead of estimates.
- Documentation time benchmarking: Compare documentation time across sessions and clients. Identify where note-writing takes longer than expected and address efficiency.
Platform features that multiply value
- Branded session reports: If you share time summaries with clients for insurance or package tracking, reports display under your practice name and domain rather than showing a third-party tool.
- Session and billing alerts in one place: When a tracked session completes or a client's package hours run low, the notification appears in your inbox alongside booking confirmations and messages. No separate dashboard to monitor.
- Individual time visibility per therapist: In group practices, each clinician sees only their own tracked hours and revenue data. Practice owners view combined reports across the team without exposing individual billing details to other associates.
- Auto-log on session completion: When a scheduled appointment ends, Plutio creates the time entry with the correct client, session type, and duration already filled in. Documentation time logs with one tap from the mobile app between sessions.
Time tracking earns its place when logged hours flow directly into billing and client records. When time tracking connects with scheduling, client profiles, and invoicing, the manual data transfer that makes tracking feel like extra work disappears.
Time tracking software pricing for therapists
Time tracking software for therapists typically costs $0-20 per month for standalone tools, with integrated platforms providing complete functionality.
What therapists typically pay for time tracking
- Toggl: $9-18/user/month
- Clockify: Free-$10/user/month
- Harvest: $10.80/user/month
- SimplePractice: $69-99/month (includes session tracking)
Standalone time trackers require separate systems for scheduling, client management, and invoicing. Therapy-specific platforms include session tracking but at higher monthly costs. When multiple standalone subscriptions combine, the total typically reaches $70-130 per month before counting the time spent exporting and importing data between systems.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited time tracking plus scheduling, invoicing, contracts, client portals.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, advanced reporting, full white-labeling.
The ROI calculation for therapists
- Pricing clarity: Understanding true time investment supports informed rate-setting
- Capacity management: Accurate time data reveals actual availability for new clients
- Burnout prevention: Data supports healthy caseload limits and boundary-setting
Accurate time data reveals that each client costs 65-75 minutes of total work, not just 50 minutes of session time, so pricing and caseload decisions reflect reality.
Why Plutio is the best time tracking for therapists
Most therapists track session hours but lose visibility on documentation, intake review, and admin time that quietly doubles the real cost of each client. Plutio logs all of it -- session delivery, note-writing, and administrative work -- then ties those hours to client profiles and invoicing so nothing slips through when you bill.
Session delivery confirmation
Therapy sessions represent commitments delivered. Session tracking confirms delivery... providing the record that supports both invoicing and the "sessions remaining" visibility that clients expect from their packages.
Documentation time visibility
How much time does note-writing actually take? Documentation time tracks separately from session delivery... showing the complete investment behind each clinical hour. A 50-minute session plus 15 minutes of documentation represents 65 minutes of client-attributed time. Across a full week of 25 sessions, that documentation time adds up to over 6 hours of work that goes uncounted without dedicated tracking.
True practice economics
What's your actual hourly rate when you factor in all non-session time? Time data reveals the gap between per-session rate and true hourly earnings... informing whether rates reflect the real investment your practice requires.
Client-level time investment
Some clients require more documentation than others. Time by client reveals which cases demand disproportionate administrative investment... informing caseload decisions and identifying where efficiency improvements might help.
Caseload capacity planning
How many clients can one therapist sustainably manage? Time data reveals actual capacity based on total hours per client (sessions plus documentation plus admin)... preventing overcommitment and the burnout that damages both therapist and client outcomes.
Session duration accuracy
Are 50-minute sessions actually running 65 minutes? Duration tracking shows reality... supporting honest assessment of session management and appropriate adjustments to scheduling.
Individual vs couples vs group time allocation
Different session types require different total time investments. A couples session needs more preparation and longer documentation. Time by session type shows the efficiency of different service offerings... informing practice development and pricing.
Admin time categorization
Billing, scheduling, marketing, supervision, training. Administrative categories show where non-clinical time goes... identifying areas where efficiency improvements or delegation might free up clinical capacity.
Revenue per clinical hour
When documentation and admin time enter the picture, what's the true revenue per hour of total work? Effective rate calculations inform whether pricing matches the investment... and where practice changes might improve economics.
Weekly rhythm analysis
How does work time distribute across the week? Patterns emerge from data... showing when clinical energy peaks and when admin tasks naturally cluster. Scheduling aligned with energy patterns improves both clinical quality and efficiency. Morning sessions might work better for intensive therapeutic work, while afternoon slots could be reserved for follow-ups and lighter appointments. Time data makes those patterns visible.
Time tracking connects to session delivery, practice economics, and sustainable capacity... all working as part of your practice workflow. That's time visibility designed for how therapy practices actually operate.
How to set up time tracking in Plutio
Setting up time tracking in Plutio takes 30-60 minutes for initial configuration, then runs automatically as part of your daily workflow.
Step 1: Configure time categories (20 mins)
Set up categories that match your practice workflow:
- Session delivery: Direct client session time
- Documentation: Note-writing and clinical documentation
- Intake processing: New client intake and form review
- Administration: Billing, scheduling, and practice operations
- Professional development: Supervision, training, and continuing education
Step 2: Configure session auto-logging (15 mins)
Set up automatic time entries when scheduled sessions are completed. Session type, duration, and client attribution populate automatically from your calendar.
Step 3: Connect to billing (15 mins)
Link time entries to invoicing so tracked sessions convert to billable items with one click. Configure which time categories are billable vs internal-only.
Step 4: Set up reports (10 mins)
Configure weekly and monthly reports showing time by category and client. Set up automatic report delivery to review practice economics regularly.
Step 5: Start tracking
Begin logging time consistently. Use timers for documentation work and auto-logging for sessions. Daily tracking provides the most accurate data.
Common setup mistakes to avoid
- Too many categories: Start with 4-5 categories and expand later only if you need finer detail for specific practice management decisions.
- Forgetting documentation time: Make documentation logging a habit from day one. It's the most commonly missed category.
- Ignoring mobile: Download the mobile apps and test logging time from your phone between sessions for quick documentation entries.
Set up time categories once and tracking becomes part of your workflow. Auto-logged sessions and quick documentation entries build the data that informs practice decisions.
Time tracking organization for therapists
Organizing time tracking categories creates meaningful analysis and supports sustainable practice management.
Essential time categories for therapists
- Session delivery: Actual therapy sessions (50, 80, 90 minutes)
- Documentation: Session notes and clinical documentation
- Intake processing: New client form review and intake preparation
- Client communication: Between-session messages and phone calls
- Administration: Billing, scheduling, and practice operations
- Professional development: Supervision, training, continuing education
Client attribution approach
- All client-specific work tracked to client record
- General practice time tracked separately
- Professional development tracked to practice or general
Tracking methods
- Auto-logging: Scheduled sessions create time entries automatically
- Timer tracking: Start timer when beginning documentation
- Batch entry: Log multiple entries at end of day if needed
Proven methods
- Track documentation immediately after sessions while time investment is fresh
- Include non-session work for complete picture of practice hours
- Review weekly to catch missing entries and assess capacity
- Analyze monthly for practice sustainability and pricing decisions
Consistent categorization supports meaningful analysis. Structure creates the data that informs sustainable practice decisions.
Client portals for therapists: time visibility
Client portals can provide appropriate session information for transparency and package tracking.
Session tracking in portals
Clients with session packages see session count and remaining sessions through their portal running on your own custom domain. Plutio portals are fully white-label - your practice name, logo, colors, and fonts with no third-party branding or "Powered by" badges. When a client checks their remaining sessions at yourpractice.com instead of app.somesoftware.com, the experience feels like part of your care rather than a detour to an unrelated platform. Branded portals shape how clients perceive your professionalism, which matters in therapy more than most fields.
Time transparency options
Configure what session information clients can access. Most therapists share session counts and package status while keeping detailed time tracking internal to the practice. Selective visibility means clients get the transparency they need without exposing internal practice metrics that serve administrative purposes only.
Package status
Clients view their package status: sessions completed, sessions remaining, and any package terms. Clear visibility prevents confusion about where they stand.
Session history
Session dates and attendance history accessible to clients. Useful for their own records and for insurance reimbursement documentation. Clients who submit superbills for out-of-network reimbursement especially appreciate having easy access to their complete session history.
When to share time data
Time tracking visibility is optional. Share session information while keeping documentation time, admin hours, and internal practice metrics private.
Portal session visibility provides appropriate transparency. Clients see relevant information while detailed time analysis remains an internal practice management tool.
How to start tracking time in Plutio
Starting time tracking in Plutio typically takes 30-60 minutes of setup, with the best approach being to start fresh rather than migrating historical time data.
Step 1: Export from your current tool (if applicable)
If you currently track time, export for reference. Here's what to export from common tools:
- Toggl: Export detailed time reports from Reports section. Download as CSV for reference.
- Clockify: Export time entries from Reports. Download historical data for analysis.
- Spreadsheets: Save as CSV. Use as reference for time category setup in Plutio.
Step 2: Configure time categories in Plutio (20 mins)
Set up categories matching your practice: session delivery, documentation, intake processing, administration, professional development. Start with 4-5 categories and add more later if needed.
Step 3: Set up auto-logging (15 mins)
Configure automatic time entries for completed scheduled sessions. Session type, duration, and client attribution populate from your calendar.
Step 4: Connect to billing (15 mins)
Link billable time categories to invoicing. Configure time-to-invoice conversion so tracked sessions become billing items with one click.
Step 5: Start tracking consistently
Begin logging time from today forward. Use auto-logging for sessions and manual timers for documentation. Consistency matters more than perfection. Aim to track daily rather than trying to reconstruct a week. Building the habit of logging documentation time immediately after each session produces the most accurate data and takes only seconds per entry.
Step 6: Review after 30 days
After one month of consistent tracking, review your time reports. Compare actual time allocation to what you expected. Use that data to adjust caseload, pricing, or scheduling as needed.
Common starting pitfalls to avoid
- Trying to migrate historical data: Start fresh in Plutio. Historical time data from other tools is useful reference material, not something that needs to exist in your new system.
- Perfectionism: Missing a few entries is normal. Track what you can and improve consistency over time.
- Ignoring documentation time: This is the most commonly missed category and the one that most impacts practice economics understanding.
- Not reviewing data: Time tracking without review is just data collection. Schedule monthly reviews to act on your time reports.
Within 30 days of consistent tracking, you'll see exactly how many hours each client costs beyond the session itself -- data that changes how you set fees, plan your week, and decide whether to accept new referrals.
