10 Best Timesheet Software for Nonprofits

Website: https://clockify.me/

Best for: Lowest cost entry for small teams

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

Free plan: Yes

Pros: Free plan covers up to 5 users; simple timer, timesheet, and reporting views

Cons: Grant and fund tracking needs a higher plan; reporting is basic on the free plan

Clockify is the cheapest way for a nonprofit to start tracking hours. The free plan covers up to 5 users with a timer, manual timesheets, projects, and basic reports, which is enough for a small team that needs to log hours against programs and grants. The Basic plan at $3.99 per user per month adds invoicing, time off, and more detailed reports, while higher plans add approval flows and scheduling. A team that needs to show a grant maker how staff hours were split across programs can use projects and tags to keep each grant separate.

The limits are the depth of reporting and the lack of fund accounting. Clockify is a time tracker, not a fund accounting system, so a nonprofit that must report hours by fund, grant year, and cost center will need to export data and finish the report in a spreadsheet or an accounting tool. Check whether the plan you pick includes the approval and export options your grant reports need before you sign up.

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

Best for: Low cost tracking with invoicing

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

Free plan: Yes

Pros: Free plan for unlimited users with basic tracking; invoicing built in from the Starter plan

Cons: Approval workflows and advanced reports need higher plans; automatic tracking is limited on the entry plan

TimeCamp suits a nonprofit that wants low cost tracking plus invoicing in one tool. The free plan covers unlimited users with a timer, timesheets, and basic reports, which is rare at this price, and the Starter plan at $3.99 per user per month adds invoicing, billing rates, and integrations. A team that bills a grant or a contract for staff time can turn tracked hours into an invoice without a second tool, and projects can be split by grant so each funder gets its own report.

The limits are the approval and reporting depth on the entry plans. Timesheet approvals and the more detailed reports sit on higher plans, so a nonprofit that needs a manager to approve every timesheet before it goes to a grant report may need to pay more than the Starter price. Confirm which plan includes approvals and the export format your finance team uses, and test the free plan with a real week of hours first.

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

Best for: Simple timers and project reports

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

Free plan: Yes

Pros: Very easy timer and timesheet views; free plan covers up to 5 users

Cons: No invoicing on the free plan; project budgeting and approvals need the Starter plan or higher

Toggl Track is the simplest option in this list for a nonprofit team that wants staff to log hours with as little friction as possible. The timer starts in one click, projects and clients keep grants and programs separate, and the reports show hours by project, person, and date range. The Starter plan at $9 per user per month adds project time estimates, billable rates, and saved reports.

The limits are the reporting depth and the lack of fund tracking. Toggl Track does not do fund accounting, and the free plan has no invoicing, no project budgeting, and no approval workflow. Check the Starter plan limits on saved reports and billable rates before you commit.

Website: https://getharvest.com/

Best for: Hours, expenses, and invoices in one place

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

Free plan: Yes

Pros: Hours, expenses, and invoices in one tool; clean reports by project and person

Cons: Free plan covers only 1 seat and 2 projects; usage fees apply for extra projects, clients, tasks, and invoicing

Harvest fits a nonprofit that tracks hours and also bills for them, whether to a grant, a contract, or a client. The Teams plan at $9 per seat per month covers time tracking, expenses, project budgets, and invoicing, and the reports show hours and costs by project and person, which helps a program manager explain where staff time went. The free plan covers 1 seat and 2 projects, which is enough to test the tool with a real project before you buy.

The limits are the free plan size and the usage fees. One seat and two projects will not cover a whole team, and the Flex usage fees add cost for active projects, clients, tasks, and invoicing beyond the included amounts. A nonprofit should count its active projects and clients, check the Flex fee schedule on the pricing page, and confirm the total monthly cost for its real workload before choosing Harvest.

Website: https://everhour.com/

Best for: Time tracking inside project tools

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

Free plan: Yes

Pros: Works inside Asana, Trello, Monday.com, and other project tools; free plan covers up to 5 seats

Cons: Team plan has a 5-seat minimum; reporting depth is limited on the free plan

Everhour suits a nonprofit that already manages programs in Asana, Trello, or Monday.com and wants time tracking inside those tools instead of a separate app. The timer appears on each task, hours roll up to the project, and budgets show whether a grant-funded project is on track. The free plan covers up to 5 seats, and the Team plan at $8.50 per seat per month adds invoicing, scheduling, and more detailed reports.

The limits are the seat minimum and the reliance on another tool. The Team plan has a 5-seat minimum, so the smallest monthly bill is $42.50, and the free plan limits reporting and has no invoicing. Confirm that your project tool is supported, and check the seat minimum against your team size before you buy.

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

Best for: Estimates, hours, and invoices together

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

Free plan: Yes

Pros: Estimates, time tracking, and invoicing in one tool; free plan covers 1 user

Cons: Price rises to $15.90 per user per month after the first 3 months; advanced reporting needs the Business plan

Paymo fits a nonprofit that estimates project work, tracks the hours, and invoices for it, all in one place. The Plus plan at $10.90 per user per month covers time tracking, task management, estimates, expenses, and invoicing, with reports that show hours against the estimate for each project. The free plan covers 1 user, which is enough to test the workflow with a single project.

The limits are the price rise and the reporting tiers. The Plus rate of $10.90 per user per month applies for the first 3 months, then rises to $15.90, so the long-term cost is higher than the headline price. A nonprofit should budget at the $15.90 rate, not the introductory rate, and confirm which reports the Plus plan includes before choosing Paymo for grant reporting.

Website: https://hubstaff.com/

Best for: Staff activity and location tracking

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

Free plan: No

Pros: Activity levels, screenshots, and GPS tracking; low entry price for field and remote staff

Cons: No free plan; 2-seat minimum; time off and scheduling need higher plans

Hubstaff suits a nonprofit with field staff, remote workers, or volunteers who work away from the office and need their hours verified. The Starter plan at $4.99 per seat per month covers time tracking, activity levels, screenshots, and GPS location, which helps a manager confirm that field visits happened as logged. A team that runs outreach, home visits, or site work will find the location and activity data useful for grant reports.

The limits are the lack of a free plan and the plan tiers. There is no free plan, only a 14-day trial, and the Starter plan has a 2-seat minimum. Time off, scheduling, and payroll features need higher plans. Confirm the seat minimum and the trial length, and check whether your team needs the scheduling features before you buy.

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

Best for: Flat price for small teams

Starting price: $9.96 per month (billed annually)

Free plan: Yes

Pros: Flat monthly price, not per user, on the Startup plan; timesheets, expenses, and invoicing included

Cons: Startup plan covers only 2 timesheet users, with extra users at $7 each; quoting and resource scheduling need higher plans

Avaza is the cheapest option in this list for a very small nonprofit, because the Startup plan costs $9.96 per month as a flat account price, not per user. It covers timesheets, expenses, invoicing, and project management, with reports by project and person. The flat price makes budgeting simple.

The limits are the user count and the feature tiers. The Startup plan covers only 2 timesheet users, and each extra user costs $7, so the price climbs as the team grows. A nonprofit should count its timesheet users, work out the real monthly total at $7 per extra user, and confirm which reports the Startup plan includes before choosing Avaza.

Website: https://quickbooks.intuit.com/

Best for: Teams already using QuickBooks Online

Starting price: $20 per month plus $10 per user/month

Free plan: No

Pros: Deep link to QuickBooks Online payroll and invoicing; GPS and scheduling built in

Cons: Requires a QuickBooks Online account; no annual billing discount; base fee plus per-user fee adds up

QuickBooks Time, formerly TSheets, fits a nonprofit that already runs QuickBooks Online for its books and wants hours to flow straight into payroll and invoicing. The Premium plan starts at $20 per month plus $10 per user per month, and it covers time tracking, GPS, scheduling, and overtime rules. Hours logged in the field sync to QuickBooks Online, which cuts the manual entry that a finance team would otherwise do at month end.

The limits are the cost structure and the dependency on QuickBooks. There is no free plan, only a 30-day trial, and the base fee plus the per-user fee makes it one of the more expensive options in this list for a larger team. There is no annual billing discount. Confirm the total monthly cost for your headcount, including the base fee, before you buy.

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

Best for: Grant reporting and fund tracking

Starting price: quote only

Free plan: No

Pros: Built for grant and fund reporting; project and resource views included

Cons: No published pricing; no free plan and no free trial stated

ClickTime is the most grant-focused tool in this list, built for firms that report hours by project, client, and fund. It covers timesheets, expenses, budgets, and resource planning, with reports that show hours against each grant and project. A nonprofit that reports to several grant makers, each with its own budget and period, will find the project and fund views more useful than a simple timer.

The limits are the lack of published prices and the lack of a free plan. ClickTime publishes no prices on its pricing page, so the cost depends on a sales quote, and there is no free plan and no free trial stated. Ask also which reports are included, since grant reporting is the reason to pick ClickTime.