Best Time Tracking Software for Nonprofits

Website: https://toggl.com/track/

Best for: Simple grant tagging with projects and tags

Starting price: $9 per user/month (billed annually)

Free plan: Yes

Pros: Tags and projects map cleanly to grants and funds; summary reports group hours by tag, project, or person

Cons: Timesheet approvals and the audit log sit on Premium at $16 per user per month; no built-in fund accounting

Toggl Track suits nonprofits that want grant reporting without a steep learning curve. You create one project per grant, then use tags to mark the fund, program, or cost center behind each entry. The summary report groups hours by project, member, task, or tag, so filtering by grant and exporting the period gives a funder a clean total.

Timesheet approvals and locked entries arrive on Premium at $16 per user per month on annual billing, so a nonprofit that needs signed off hours should budget for that tier. The audit log, which records what changed, who changed it, and when, also sits on Premium. The free plan covers a limited number of users, while Starter at $9 adds billable rates.

Website: https://clockify.me/

Best for: Low cost grant reporting for small teams

Starting price: $3.99 per user/month (billed annually)

Free plan: Yes

Pros: Free plan covers unlimited tracking; required fields stop staff from saving entries with no grant tag

Cons: The audit log is only on Enterprise at $11.99 per seat per month; free plan limited to 5 users

Clockify is the cheapest route to grant-ready time tracking, and its free plan already covers unlimited time entries, projects, and reports. A nonprofit can set up one project per grant, add tags for funds, and require staff to fill in the project, task, and tag fields before an entry saves. A missing tag creates gaps when a funder asks for a breakdown.

Basic at $3.99 per seat per month on annual billing adds time audits, bulk edit, and billable rates, while Standard at $5.49 adds timesheet approval and time locking, which stop edits after a grant period closes. Reports export to CSV, Excel, and PDF. The audit log is only on Enterprise at $11.99 per seat per month, so a nonprofit with strict funder audits should weigh that cost. Clockify also connects to QuickBooks.

Website: https://www.getharvest.com/

Best for: Clean invoicing and grant cost tracking

Starting price: $9 per user/month (billed annually)

Free plan: Yes

Pros: Simple project budgets track grant spend against a cap; strong QuickBooks and Xero integrations

Cons: Usage fees apply on top of the seat price for active projects, clients, tasks, and invoicing; profitability reporting only on Enterprise

Harvest suits nonprofits that bill grants for staff time and need clean cost figures per award. Each grant becomes a project with its own budget, and the project report shows hours used, cost, and remaining budget at a glance. Time entries carry tasks and notes, so a manager can see which activities drove the hours in a grant period.

Teams starts at $9 per seat per month on annual billing, and Enterprise at $14 adds profitability reporting, timesheet approvals, an activity log, and single sign-on. Harvest now adds usage fees on top of the seat price once an account passes its included allowance of active projects, clients, tasks, and invoices, and the vendor does not publish the per-unit rates. A nonprofit running many small grants should ask for the full cost first.

Website: https://www.timecamp.com/

Best for: Nonprofit discount and grant project tracking

Starting price: $3.99 per user/month (billed annually)

Free plan: Yes

Pros: 30 percent nonprofit discount with 501(c)(3) paperwork; unlimited projects and tags on every plan

Cons: Timesheet approvals only on Ultimate at $9.99 per user per month; audit log only on Enterprise

TimeCamp is the strongest value pick for a nonprofit that can prove its status, because the vendor offers an extra 30 percent discount for nonprofits, universities, and schools that share 501(c)(3) paperwork. That discount applies on top of a Starter price of $3.99 per user per month on annual billing, which includes invoicing, attendance tracking, and unlimited projects, tasks, and tags.

A grant manager can tag every entry by grant and fund, then run reports by project or tag for each reporting period. The free plan covers basic tracking with no time limit. Timesheet approvals arrive on Ultimate at $9.99 per user per month, while the audit log is only on Enterprise, which is priced on request. TimeCamp also exports reports to Excel and Google Sheets.

Website: https://www.paymoapp.com/

Best for: Grant budgets with task level time tracking

Starting price: $10.90 per user/month (billed annually)

Free plan: Yes

Pros: Project profitability and timesheet reports track grant budgets in detail; task templates repeat grant work

Cons: Timesheet approvals only on Pro at $16.90 per user per month; free plan limited to 1 user, 1 client, and 2 projects

Paymo fits nonprofits that manage grants as structured projects with tasks, milestones, and budgets. Each grant can hold its own task list, budget, and hourly rates, and the timesheet report shows hours and cost per grant, per person, and per task. Project templates let a team repeat the same setup for each new award.

The team price starts with Plus at $10.90 per user per month on annual billing, which includes timesheet reports, project profitability, estimates, and expenses. The Solo plan at $5.90 is limited to one user, so it does not work for a team. Timesheet approvals arrive on Pro at $16.90. The free plan is limited to one user, one client, and two projects. Paymo also tracks expenses with receipts.

Website: https://www.avaza.com/

Best for: Timesheets, expenses, and invoicing in one place

Starting price: $9.96 per month (billed annually)

Free plan: Yes

Pros: Flat monthly price covers timesheets, expenses, and invoicing together; unlimited project collaborators on every plan

Cons: Startup includes only 2 timesheet users, and extra users cost $7 each per month; no dedicated grant module

Avaza is unusual in this list because its price is flat per month rather than per user, which can make it cheap for a small nonprofit. Startup costs $9.96 per month on annual billing and includes 2 timesheet and expense users, 1 admin and finance user, 20 active projects, and unlimited customers. A nonprofit can set up one project per grant and invoice from it.

The catch is the user limit: extra timesheet users cost $7 per user per month, so a team of 10 timesheet users would pay far more than the headline price. Basic at $19.96 per month includes 5 timesheet users, and Business at $39.96 includes 10. Avaza has no dedicated grant module, so fund tagging relies on projects and custom fields. The free plan covers 1 timesheet user and 5 active projects.

Website: https://hubstaff.com/

Best for: Field and remote team time tracking

Starting price: $4.99 per user/month (billed annually)

Free plan: Free trial (14 days)

Pros: Low starting price with time tracking, activity levels, and reports; GPS and location tracking for field staff

Cons: No free plan, only a 14-day trial; no native fund tagging, so grant splits rely on projects and manual reporting

Hubstaff fits nonprofits with field staff, outreach workers, or remote teams whose hours need to tie back to specific grants. Time is tracked per project, and managers can see activity levels, app use, and location data for staff working away from the office. Reports show hours per project and per person for splitting across funds.

The starting price is $4.99 per user per month on annual billing, which makes it one of the cheapest options here. There is no free plan, only a 14-day trial, so a nonprofit must budget from day one. Hubstaff has no native fund or grant tagging, so cost allocation across grants needs careful project naming and manual report work. Activity monitoring deserves a conversation with staff before rollout.

Website: https://everhour.com/

Best for: Budget alerts tied to grant spending

Starting price: $8.50 per user/month (billed annually)

Free plan: Yes

Pros: One price includes every feature, with no tier gating; budget alerts warn before a grant overspends

Cons: Minimum 5 seats on the Team plan; no native grant module, so fund splits use projects and tags

Everhour keeps pricing simple: one Team plan at $8.50 per seat per month on annual billing includes every feature, with no higher tier hiding reports or approvals. That matters for grant reporting, because budget alerts, invoicing, time approvals, and detailed reports are all available from the start. A nonprofit can set a budget per grant and get an alert before spending crosses the cap.

Everhour connects natively with Asana, Jira, ClickUp, Monday, and similar tools, so a team that already plans grant work in one of those can track time inside it. The free plan covers up to 5 seats with limited features, while the Team plan has a minimum of 5 seats. There is no native grant module, so allocation across awards relies on projects, tasks, and tags.

Website: https://www.bigtime.net/

Best for: DCAA support and deep project accounting

Starting price: $20 per user/month

Free plan: Free trial (14 days)

Pros: DCAA compliant timesheets available for government funded work; strong project budgeting and invoicing

Cons: Highest starting price in this list at $20 per user per month; no free plan, only a 14-day trial

BigTime is the pick for nonprofits that receive government funding and need timesheets that stand up to a federal audit. The Advanced tier adds DCAA compliant timesheets, which record the detail and controls that government auditors look for, along with a custom reporting center and project templates. Essentials starts at $20 per user per month and includes time and expense management and invoicing.

For grant reporting, BigTime treats each award as a project with budgets, rates, and approvals, and Premier adds multi-currency invoicing and multi-level approvals. That depth comes at a price: $20 per user per month is the highest starting figure in this list, and there is no free plan, only a 14-day trial. Small nonprofits with one or two grants will likely find cheaper tools.

Website: https://www.clicktime.com/

Best for: Cost codes and audit trails for grants

Starting price: quote only

Free plan: Free trial (14 days)

Pros: Custom fields for cost codes, grants, and CapEx or OpEx; full audit trail with change history on every plan

Cons: No prices published, so every plan needs a demo and a quote; expense tracking is a $4 per user per month add-on

ClickTime is the most grant-focused tool in this list, and it shows in the feature set. Custom fields cover cost codes, grants, and CapEx or OpEx, so staff pick the right grant code when they log time instead of relying on free-text tags. The audit trail records a full change history, timesheets lock after approval, and Starter already includes more than 70 reports.

The trade-off is price transparency: ClickTime publishes no prices and asks every buyer to request a demo, so a nonprofit cannot budget without talking to sales. Higher tiers add project budgeting, resource management, custom reports, and DCAA compliant timesheets on the top tier. Expense tracking costs an extra $4 per user per month as an add-on. For a nonprofit with several federal grants, the design is worth the sales call.

Use this table as a starting point, then confirm the exact total on the vendor pricing page for your headcount. Prices use the starting price on annual billing, and they assume every staff member needs a seat.

A team of 10 would spend about $40 a month on Clockify Basic or TimeCamp Starter, about $90 on Toggl Track or Harvest, and about $200 on BigTime Essentials. TimeCamp nonprofit discount can cut its figure by 30 percent for eligible organizations.