Best Time Tracking Software for Nonprofits

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

Best for: small teams that want simple timers and clear reports

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

Free plan: Yes

Pros: free plan for small teams; simple timer and reports that volunteers learn fast

Cons: timesheet approvals need the Premium tier at $16 per user/month; no built-in invoicing for grant billing

Toggl Track keeps the daily routine simple, which matters when staff and volunteers split time across programs, events and admin work. A one-click timer, a weekly timesheet view and a calendar view cover most nonprofit needs without a long setup. Managers can group hours by project, client or tag, so a grant report can show how many hours went to each funded program. Reports export to CSV and PDF for funders.

The free plan suits a very small team, and Starter adds billable rates, team reports and timeline views at $9 per user per month on annual billing. Timesheet approvals sit on the Premium tier, so a nonprofit that needs formal sign-off should budget for that step up. Toggl Track also takes an anti-surveillance stance, with no screenshots or activity monitoring, which fits teams that value trust.

Website: https://clockify.me

Best for: nonprofits that need unlimited projects at no cost

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

Free plan: Yes

Pros: free plan includes unlimited projects and unlimited tracked time; kiosk mode for shared check-in

Cons: free plan limits the workspace to 5 users; timesheet approval needs the Standard tier

Clockify gives nonprofits a rare combination: a free plan with unlimited projects and unlimited tracked time. Staff can start timers, fill in weekly timesheets or clock in through a kiosk on a shared device, which suits a front desk or a community center. Projects can carry tasks, tags and billable rates, so hours can be split by grant, program or event. Reports break down time by person, project or tag and export to CSV, Excel or PDF.

The free plan covers up to five users, so a larger team will need the Basic plan at $3.99 per user per month on annual billing. Basic adds timesheet approval, time off tracking and the ability to add time for other people, which helps when a manager logs hours for volunteers. Clockify also sells low-cost kiosk seats, so a nonprofit with many occasional volunteers can keep the bill low while still recording every shift.

Website: https://www.timecamp.com

Best for: nonprofits that want a 30 percent discount and attendance tracking

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

Free plan: Yes

Pros: 30 percent discount for nonprofits with 501(c)(3) paperwork, stated on the pricing page; free plan with unlimited users and projects

Cons: invoicing and billable rates need the Premium tier at $6.99; no refunds under the pricing page policy

TimeCamp stands out for nonprofits because its pricing page states a 30 percent discount for nonprofits, universities, students and schools, with proof of 501(c)(3) status. That brings Starter from $3.99 to about $2.79 per user per month on annual billing. The free plan includes unlimited users and unlimited projects, so even a large volunteer roster can track time without a monthly bill.

Project budgets, time estimates and more than ten report types help grant reporting, with PDF and Excel exports for funders. Invoicing and billable rates need the Premium plan at $6.99 per user per month, so a nonprofit that bills funders for staff time should check that tier. TimeCamp states that it does not grant refunds, so start with the free plan or a trial before committing to a yearly subscription.

Website: https://www.getharvest.com

Best for: grant-funded teams that need invoicing and cost rates

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

Free plan: Yes

Pros: free plan for 1 seat and 2 projects; clear invoicing tied to tracked hours

Cons: usage fees apply above plan allowances for projects, clients, tasks and invoices; profitability reporting needs Enterprise at $14

Harvest pairs time tracking with invoicing, which suits nonprofits that bill funders or clients for staff hours. Timers, weekly timesheets and expense tracking sit next to project estimates, so a program manager can see hours and costs in one place. Cost rates and billable rates show what each person costs against what their time brings in, and invoices can go out from the same account. QuickBooks, Xero and Stripe integrations help the finance team close the books.

The free plan covers one seat and two projects, so it works for a single coordinator rather than a whole team. Teams starts at $9 per seat per month on annual billing, and Harvest adds usage fees once an account passes its included numbers of active projects, clients, tasks and invoices. So the seat price is a floor, not the full bill, and a nonprofit with many small grants should watch its project count.

Website: https://www.paymoapp.com

Best for: small nonprofits that also need task management

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

Free plan: Yes

Pros: free plan with unlimited time tracking; built-in invoicing and task views

Cons: free plan allows only 1 user and 2 projects; Plus price rises to $15.90 after the first 3 months

Paymo combines time tracking with task lists, Kanban boards and invoicing, so a small nonprofit can run programs and track hours in one place. The free plan allows unlimited time tracking and unlimited invoices, with desktop and mobile apps for staff in the field. Task views, guest access and project templates help a coordinator keep volunteers on track.

The free plan is limited to one user and two projects, so it fits a solo coordinator rather than a team. The Plus plan costs $10.90 per user per month on annual billing and adds timesheet approvals, profitability views and recurring invoices. The Plus rate rises to $15.90 per user per month after the first three months, so budget for the higher rate. Paymo also offers a 15-day trial of the subscription plans.

Website: https://www.avaza.com

Best for: nonprofits that want time tracking, invoicing and chat in one place

Starting price: $9.96 per month (billed annually)

Free plan: Yes

Pros: flat monthly price that covers 2 timesheet users; free plan with 5 active projects

Cons: extra timesheet users cost $7 each per month; Startup plan includes only 2 timesheet users

Avaza charges a flat monthly rate instead of a per-user rate, which can help a nonprofit with a mixed team of staff and volunteers. The Startup plan costs $9.96 per month on annual billing and includes two timesheet users, one admin user and 20 active projects. Unlimited collaborators can create and respond to tasks without taking a timesheet seat, so volunteers can join projects at no extra cost.

The free plan covers one timesheet user and five active projects, which suits a tiny team getting started. Extra timesheet users cost $7 each per month, so a nonprofit should count how many people need to log hours before judging the flat rate. Avaza bills annual plans at ten times the monthly price, which works out to two months free over a year.

Website: https://www.hubstaff.com

Best for: field teams and remote staff who need GPS and activity data

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

Free plan: No

Pros: low starting price for a tool with GPS tracking; scheduling and payroll integrations included

Cons: no free plan for a zero-cost start; activity monitoring can feel intrusive to volunteers

Hubstaff suits nonprofits with field staff, drivers or outreach workers, because it pairs time tracking with GPS location and optional screenshots. Managers can see where the team worked, set geofenced job sites and review activity levels for remote staff. Scheduling, time off tracking and payroll integrations help a larger nonprofit run operations in one place. The pricing page currently advertises two months free for new accounts.

The starting plan costs $4.99 per user per month on annual billing, which is low for a tool that includes GPS tracking and activity data. There is no free plan, so a nonprofit that needs a zero-cost option should look at Clockify or Toggl Track first. Activity monitoring can feel intrusive to volunteers, so set clear rules about screenshots and tracking before rolling it out.

Website: https://everhour.com

Best for: teams already using Asana, Trello or ClickUp

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

Free plan: Yes

Pros: free plan for up to 5 seats; single price with every feature included

Cons: minimum of 5 seats on the Team plan; integrations need the Team plan, not the free plan

Everhour lives inside the project tools many nonprofits already use, with native integrations for Asana, Trello, ClickUp, Jira, Monday and Linear. Staff can track time from inside a task instead of opening a second app, which raises the chance hours get logged. The Team plan carries one price with every feature included, so there is no guessing about which tier holds the report or integration you need.

The free plan covers up to five seats with basic time tracking, projects, tasks and reports, though integrations need the Team plan. Team costs $8.50 per seat per month on annual billing, with a minimum of five seats, so the smallest yearly bill is about $510. That minimum matters for a tiny nonprofit, since three users still pay for five seats. Everhour offers a 14-day trial of the full feature set with no card required.

Website: https://timelyapp.com

Best for: teams that want automatic time capture with little manual entry

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

Free plan: Free trial

Pros: automatic tracking from apps and calendars; Starter plan fits teams of up to 5 users

Cons: no free plan, only a trial; Starter caps at 5 users and 20 projects

Timely records time automatically from the apps, websites and calendars a person uses, then drafts a timesheet with help from AI. That design cuts the manual entry that volunteers often skip, and managers can review the draft before it counts toward a report. Project health views, budgets and cost rates help a program lead spot a grant burning hours too fast.

The Starter plan costs $9 per user per month on annual billing and fits teams of up to five users and 20 projects. There is no free plan, only a trial, so a nonprofit with no budget should start with Clockify or TimeCamp instead. Automatic tracking is a strength and a limit: it records what a person did on a computer, so field work and meetings away from a desk still need manual entries.

Website: https://www.clicktime.com

Best for: larger nonprofits that need grant cost codes and approvals

Starting price: quote only

Free plan: No

Pros: custom fields for grants, cost codes and CapEx/OpEx; approval workflows and audit trail

Cons: no public prices, so budgeting needs a sales call; no free plan for small teams

ClickTime is built for organizations that answer to funders, auditors and boards, and its feature list reads that way. Custom fields tag hours by grant, cost code, cost center or GL account, and timesheet approvals with an audit trail show who changed what and when. More than 70 pre-built reports cover billing, utilization and project health, and the Team tier adds automated tracking with AI mapping to projects.

ClickTime publishes no prices on its pricing page, so every plan starts with a demo request or a quote. That makes budgeting harder, and a small nonprofit may find the sales process slow. The expense tracking add-on costs $4 per user per month, which is one of the few numbers the page does state.