TLDR (Summary)
The best time tracking software for writers is Plutio ($19/month).
Standalone timers track hours but don't connect to assignments or billing. Plutio time tracking links to pieces, clients, and automatic invoicing... so tracked hours show you what you're actually making per hour across different assignment types.
Writers get assignment timers, research time tracking, earnings reports, and automatic billing. See which clients and content types pay best for the time you put in.
Writers using connected time tracking understand what they're really making through automatic assignment linking, recovering unbilled hours.
For additional strategies, read our freelance time tracking guide.
What is time tracking software for writers?
Time tracking software for writers logs hours spent on articles and connects that time to specific assignments, editors, and billing records.
The distinction matters: basic timers count hours, writer-focused time tracking connects those hours to the articles they support and the invoices they generate. The connection shows you what you're actually making beyond the quoted rate.
What writer time tracking actually does
Core functions include starting and stopping timers for work sessions, logging time against specific articles or projects, categorizing time by activity type (research, drafting, revision), generating reports by editor, publication, or time period, and calculating what you make per hour from per-piece payments. Advanced platforms connect tracked time directly to invoicing.
Standalone time tracking vs integrated platforms
Standalone tools like Toggl, Clockify, or Harvest handle timing as an isolated function. You track hours, generate reports, and manually transfer data to invoicing systems. Integrated platforms like Plutio connect time tracking with projects, CRM, and invoicing... so hours tracked automatically feed into billing and show what you're making.
What makes writer time tracking different
Writers often work on per-piece or per-word rates rather than hourly billing, but time tracking remains essential for understanding what you're actually earning. A $1,000 article that takes 10 hours pays $100/hour. The same article taking 20 hours pays $50/hour. Without tracking, there's no way to tell which assignments and editors pay well versus which ones eat your time.
When time tracking connects to projects and invoicing, every hour logged shows you what you're earning. You see real numbers by editor, by publication, by article type... so It's easy to know what to charge next time.
Why writers need time tracking software
Writers working on per-piece rates face a hidden problem: without time data, there's no way to tell which assignments pay well versus which ones eat your time.
The rate blind spot
You charge $500 per article and think you're earning a good rate. But Article A takes 5 hours ($100/hour) while Article B takes 15 hours ($33/hour). Without time tracking, these assignments look identical on the invoice but pay very differently for your time. Freelancers who track time earn 20-30% more through better rate decisions.
The extra work problem
Writing assignments expand: additional interviews requested, scope changes mid-project, revision rounds multiply. Without time tracking, you absorb this extra work without data to support rate adjustments. Time logs give you evidence for "this assignment took 50% longer than we agreed" conversations.
The rate negotiation problem
When an editor offers $600 for a feature, you need context: what do similar articles actually take? Without historical time data, every rate negotiation happens from gut feel rather than evidence. Time tracking builds the dataset that makes rate negotiations informed.
The invoice accuracy problem
For hourly or retainer work, accurate time records are essential for billing. Even for per-piece work, time tracking supports invoicing through detailed project records and work verification if editors question billing.
The work pattern problem
When do you write most productively? How long does research actually take versus drafting? Without time data, you improve by feel rather than evidence. Time tracking reveals actual work patterns that help you schedule better.
Time tracking transforms vague guesses into real numbers. Every logged hour shows what you're actually earning, so rate negotiations and assignment decisions come from evidence rather than intuition.
Time tracking features writers need
The essential time tracking features for writers log hours while connecting to article projects and showing you what you're making.
Core time tracking features
- Timer: Start/stop with one click. Timer runs while you work, logs automatically when you stop.
- Manual entry: Add time after the fact for sessions you forgot to track.
- Project linking: Attach time to specific articles. Time accumulates against assignments automatically.
- Activity categories: Tag time as research, interviewing, drafting, editing, or revising. See where time actually goes.
- Notes: Add context to time entries for future reference and billing documentation.
- Reports: See time by project, editor, date range, or activity type. Export for analysis or records.
Writer-specific time tracking features
- Earnings per editor: See total hours and earnings per editor relationship. Identify which editors pay best for your time.
- Hourly rate calculation: For per-piece work, calculate what you make per hour from logged hours and payment amounts.
- Scope tracking: Compare estimated versus actual time to identify when work expands beyond what was agreed.
- Article type analysis: See which article types (features, blogs, columns) pay best for the time involved.
Platform features that multiply value
- Invoice generation: Convert tracked time to invoice line items automatically.
- CRM connection: View time tracked per editor in their contact record for relationship context.
- Mobile tracking: Track time from iOS or Android when working away from desk.
- Browser extension: Start timers from anywhere without switching to the main app.
The deciding factor for writers is integration depth. Time tracking that connects to projects, CRM, and invoicing shows you what you're earning in ways that isolated timers can't.
time tracking software pricing for writers
time tracking software for writers typically costs $0-20 per month for separate tools, with integrated platforms including time tracking as part of broader business management at $19-99/month.
What writers typically pay for stacked tools
- Time tracking: time tracking software ($9-18/month), standalone timers ($12/month), a time tracker (free with limits)
- Project management: task boards ($5-10/month), note-taking software ($8-15/month)
- Invoicing: Standard billing software ($17-55/month), Legacy invoicing apps (free)
- CRM: Spreadsheets or basic tools ($0-20/month)
Combined, this stack costs $30-100/month before counting time lost transferring data between disconnected systems.
Plutio pricing (February 2026)
- Core: $19/month: Time tracking plus projects, CRM, invoicing, scheduling, automations, and mobile apps.
- Pro: $49/month: Unlimited clients, team time tracking, advanced permissions.
- Max: $199/month: Unlimited team, advanced features, white-label portals.
The ROI calculation for writers
- Rate visibility: Identifying 2-3 editors who don't pay well for your time supports rate renegotiation worth hundreds monthly
- Evidence for changes: Time data supports conversations when work expands beyond what was agreed
- Invoice accuracy: Reduces billing disputes and supports payment follow-up
Time tracking ROI comes through better rate decisions rather than just saved time. One successful rate negotiation backed by time data can pay for months of the subscription.
Why Plutio is the best time tracking for writers
Plutio handles time tracking as part of a complete platform where hours logged connect to articles, editor relationships, and invoicing automatically.
Article-connected time tracking
Every timer links to a specific article. Time accumulates against that project automatically. When the piece is complete, you see total hours alongside the payment, so you know exactly what you made per hour. Start a timer from a project page and time attaches to that assignment. Stop and start multiple times throughout research, drafting, and revision phases, and all sessions add up against the same article. When the 2,000-word feature completes, view total hours invested alongside the $800 payment to calculate your true hourly rate. Connection means writers never lose track of which hours belong to which assignment, even when working on multiple pieces simultaneously.
Earnings per editor
Click on any editor and see total time tracked across all their assignments alongside total earnings. The breakdown shows you which relationships pay well and which ones take more time than they're worth. View all articles completed for an editor with hours tracked per piece and payments received. Plutio calculates effective hourly rates automatically, showing that Editor A pays $120/hour while Editor B pays $35/hour for your time. Comparison helps writers prioritize pitching to editors who compensate fairly and renegotiate rates with relationships that don't pay well for the time invested. Writers discover patterns like certain editors consistently requiring more revision rounds or research-heavy pieces taking longer than expected.
Automatic rate calculation
For per-piece assignments, Plutio calculates what you made per hour from logged time and invoice amount. See patterns across article types, editors, and publications.
Invoice from tracked time
For hourly work, convert tracked time to invoice line items with one click. Details populate automatically... no re-entering hours in a separate billing system.
Mobile and browser tracking
Track time from iOS, Android, or browser extension. Start timers anywhere without switching to the main app.
Activity categorization
Tag time as research, drafting, editing, or other categories. See where hours actually go across the writing process.
Every tracked hour shows what you're earning. See real numbers by article, editor, and work type... all from one platform that connects time to the work it supports.
How to set up time tracking in Plutio
Setting up time tracking in Plutio takes 15-30 minutes for initial configuration, then seconds per day to use as part of normal workflow.
Step 1: Configure activity categories (10 mins)
- Research: Background reading, source identification, fact gathering
- Interviews: Source calls and transcription
- Drafting: Active writing
- Editing: Self-editing and polishing
- Revisions: Editor-requested changes
- Admin: Communication, invoicing, other non-writing work
Step 2: Set up quick-start (5 mins)
Configure preferred starting point for timers: from project list, global timer widget, or mobile app shortcut. Writers working on multiple articles benefit from starting timers directly from project pages, ensuring time attaches to the correct assignment immediately. The global timer widget enables writers to start tracking from any page without navigating to projects first. Mobile shortcuts enable one-tap timer starts for writers who frequently work away from their desk. Choose the method that fits your workflow, then use it consistently to build the tracking habit.
Step 3: Install mobile and browser tools (10 mins)
Download the iOS or Android app for on-the-go tracking. Mobile apps capture work done during interviews, research sessions at libraries, or writing during travel that desktop-only tracking misses. Install the browser extension for quick timer starts from anywhere online. The extension enables writers to start tracking without opening the main Plutio app, useful when working across multiple browser tabs. Both tools sync automatically with your main account, so hours logged anywhere appear in project reports immediately.
Step 4: Build the tracking habit
Time tracking only works with consistent use. Start timers when beginning work on an article, whether that's research, outlining, drafting, or revisions. Stop timers when switching to different assignments, taking breaks, or moving to non-billable admin work. Review weekly to check that all significant work time is captured, adding manual entries for any missed sessions. Writers who track consistently build valuable datasets over 2-3 months that reveal patterns in time investment across different article types, editors, and work phases. The habit becomes automatic after 2-3 weeks of daily use.
Common setup mistakes to avoid
- Over-categorizing: Start with 5-6 activity types. Add more only when useful patterns emerge.
- Skipping mobile: Mobile tracking captures work done away from desk.
- Batch entry only: Real-time tracking is more accurate than remembering later.
Start simple: timer on when working, timer off when stopping. Categories and analysis come after the basic habit is established.
Time tracking templates for writers
Time tracking templates help writers standardize how they categorize and analyze time, keeping consistent data that reveals meaningful patterns.
Activity category template
- Research: All background and source work
- Interviews: Source calls, transcription, follow-up
- Outlining: Structure and planning
- Drafting: First draft writing
- Self-editing: Your own revisions before submission
- Editor revisions: Changes requested after submission
- Admin: Invoicing, communication, project management
Weekly review template
- Total hours tracked this week
- Breakdown by article/project
- Breakdown by activity type
- Any missed tracking to add
Monthly earnings template
- Total hours by editor
- Total earnings by editor
- What you made per hour by editor
- Comparison to your target rate
- Editors below target (flag for rate discussion)
Article post-mortem template
After completing major pieces:
- Total hours from time tracking
- Payment amount
- What you made per hour
- Comparison to your estimate or target
- Factors that affected time (extra revisions, expanded scope, complexity)
Templates create consistent analysis that reveals patterns over time. Standard categories and regular review build the dataset that informs rate decisions.
Client portals for editors: share time tracking with clients
Client portals provide editors a branded destination to view time logged against their work, supporting transparency and billing verification.
Time visibility for hourly work
For hourly or retainer arrangements, editors can see time logged against their assignments. Fee transparency reduces billing disputes and supports trust in the relationship.
Project progress context
Time data provides editors context on project progress. Combined with status updates, they can see that an article is 60% through estimated hours rather than just "in progress."
Configurable visibility
Control what editors see: full time details, summary only, or no time visibility. Different relationships may warrant different transparency levels.
Invoice backup
When invoices include time-based line items, editors can verify against portal-visible time records. Reduces questions and speeds payment approval.
Portal time visibility builds trust through transparency. Editors see the work backing invoices, reducing disputes and supporting professional relationships.
How to migrate time tracking to Plutio
Migrating time tracking from Toggl, Harvest, or another tool takes 30-60 minutes of configuration, with historical data optionally exported for reference.
Step 1: Export historical data
Export time records from current tool in CSV format. Documentation serves as reference archive rather than import target.
Step 2: Configure Plutio time tracking (20 mins)
- Create activity categories matching your workflow
- Set up quick-start preferences
- Configure mobile and browser tools
Step 3: Start fresh tracking
Begin tracking in Plutio from a clean date. New time logs connect to Plutio projects and feed invoicing directly.
Step 4: Link to existing projects
For current in-progress work, create project records and begin tracking against them immediately.
What about historical time data?
Historical time data typically doesn't need to import. Keep exports as reference. New analysis of what you're earning builds on fresh, connected data. Historical data in old tools remains accessible for backdated analysis.
Parallel operation
You may run both tools briefly for comfort. But connected tracking in Plutio provides value that isolated time logs don't... so switching fully makes the benefits available immediately.
Time tracking migration is about starting fresh with connected data rather than importing old records. The value comes from project-linked tracking going forward, not historical hour counts.
