Best Virtual Assistant Time Tracking Software

Toggl is built around a simple timer that a virtual assistant starts and stops against client projects, with a calendar view that shows the day at a glance. The free plan covers up to 3 users and includes timers, focus mode, calendar integrations, tasks, and boards. Starter at $9 per user each month on annual billing adds billable rates, project estimates, and revenue reporting. Premium at $16 adds timesheet approvals, profitability reports, and labour cost tracking. The desktop app adds background tracking with a timeline, so forgotten timers are easier to reconstruct.

The limit is price. At $9 per user each month, Toggl costs more than twice as much as Clockify Basic, and billable rates sit behind the first upgrade, so the free plan cannot produce client invoices with rates. Toggl Track and Toggl Plan are now legacy products for existing users, and new buyers get the combined Toggl product. For an assistant who values a calm interface and clean calendar views over the lowest price, Toggl is a pleasant daily tool.

Price: $9 per user/month (billed annually)

Free plan: Yes

Website: toggl.com

Harvest pairs time tracking with invoicing and expense tracking, so a virtual assistant can log hours, build an invoice from them, and send it to the client without leaving the tool. The Teams plan at $9 per seat each month on annual billing covers unlimited projects and clients, with estimates, invoicing, and project budgets. The Enterprise plan at $14 adds advanced reporting and single sign-on, plus usage fees for active projects, clients, tasks, and invoicing on the Flex model. Reports show time by client and project, and the interface stays simple enough to learn in an afternoon.

The limit is the free plan, which covers 1 seat and 2 projects, so an assistant with more than two active clients needs the Teams plan. Harvest has no screenshots or activity monitoring, which suits assistants whose clients trust hours without surveillance, but not clients who ask for proof. For an assistant who bills by the hour and wants invoices that match the timesheet, Harvest is a tidy fit.

Price: $9 per seat/month (billed annually)

Free plan: Yes

Website: getharvest.com

Hubstaff is a time tracker with productivity monitoring built in, aimed at remote teams and assistants whose clients want visible proof of work. The Starter plan at $4.99 per seat each month on annual billing includes the timer, timesheets, activity levels, 500 screenshots per seat each month, and client invoicing, with a two-seat minimum. Grow at $7.50 adds full screenshots, project budgets, and time off, while Team at $10 adds scheduling and workforce analytics. Every plan includes a 14-day trial, and monthly billing runs higher than the annual rate.

The limit is that monitoring is the point of the tool, so assistants who only need hours and invoices carry features they will not use, and some clients dislike screenshots. Integrations are limited on Starter, and add-ons for tasks and insights cost extra. For an assistant whose clients ask for screenshots and activity proof, Hubstaff is the cheapest way to provide it, but assistants with trusting clients should pick a lighter tool.

Price: $4.99 per seat/month (billed annually)

Free plan: Free trial (14 days)

Website: hubstaff.com

Time Doctor tracks time in the background and adds screenshots, app and website usage, and distraction alerts that pop up when a worker visits a flagged site. The Basic plan at $6.67 per user each month on annual billing includes time tracking, screenshots, and activity timelines. Standard at $11.67 adds web and app usage reports, attendance, payroll, and more than 60 integrations. Premium at $16.70 adds video screen recording and AI benchmarks. There is no free plan, only a 14-day trial with no card required.

The limit is trust. Time Doctor is built for managers who want oversight, so a virtual assistant who uses it is inviting a client to watch the workday in detail, and that can strain a good working relationship. Some features, such as single sign-on, cost extra as add-ons on the lower tiers. For an assistant whose client asks for strict monitoring, Time Doctor delivers it, but most assistants should agree the reporting level with the client before turning it on.

Price: $6.67 per user/month (billed annually)

Free plan: Free trial (14 days)

Website: timedoctor.com

Timely watches the apps and calendar a virtual assistant uses and builds a private timeline of the day, so hours can be turned into time entries with a few clicks instead of a running timer. The Starter plan at $9 per user each month on annual billing covers up to 5 users, with automatic capture, project budgets, and basic reports. Premium at $16 covers up to 50 users and adds capacity planning and approvals, while Unlimited at $22 removes the user cap. The approach suits assistants who forget to start timers or who switch between clients all day.

The limit is that automatic capture needs review, because the timeline records everything and the assistant must sort work time from the rest. There is no free plan, only a trial, and the Starter user cap means a growing team moves to Premium quickly. For an assistant who loses billable hours to forgotten timers, Timely can recover more money than it costs.

Price: $9 per user/month (billed annually)

Free plan: Free trial (14 days)

Website: timely.com

Everhour puts a timer inside the project tools a virtual assistant already uses, such as Asana, ClickUp, Trello, Jira, Notion, Monday, Linear, and GitHub, so hours are logged on the task itself rather than in a separate app. The free plan covers up to 5 users with basic tracking, projects, and reports, but without integrations. The Team plan at $8.50 per user each month on annual billing adds native integrations, billable rates, budgets, invoicing, expenses, time off, and scheduling. A 14-day trial covers the full Team feature set.

The limit is the 5-seat minimum on the Team plan, so a solo assistant pays $42.50 a month on annual billing even though only one seat is used. That makes Everhour poor value for a single assistant, and strong value for a team of five or more that already lives inside Asana or Jira. For a virtual assistant team that tracks time where the work already happens, Everhour removes the second app from the day.

Price: $8.50 per user/month (billed annually)

Free plan: Yes

Website: everhour.com

TrackingTime combines timers, timesheets, task views, and invoicing in one tool, with a free plan that covers unlimited users and projects. The Starter plan at $4.50 per user each month on annual billing adds reports, estimates, and project views, while Pro at $6.50 adds billing rates, invoicing, approvals, calendar sync, and attendance. Business at $10 adds single sign-on, audit logs, and advanced roles. A 14-day trial covers the Pro features, and the tool tracks time inside more than 50 connected apps.

The limit is that Starter and Pro need at least 2 paying users, so a solo assistant either uses the free plan or covers two seats. The interface is simpler than Clockify or Toggl, and the reporting is solid rather than deep. For a small virtual assistant team that wants per-client reports, approvals, and invoicing at a low price, TrackingTime is an easy recommendation.

Price: $4.50 per user/month (billed annually)

Free plan: Yes

Website: trackingtime.co