Time Tracking for People Who Hate Time Tracking
You bill hourly. Or you need to know where time goes. But actually tracking it? Torture. End of day, you guess. End of week, you've forgotten everything. There's a better way.
Key Takeaways
- Average freelancer loses $50,000/year in unbilled work
- The best time tracking is automatic
- Track in real-time, not retrospectively
- Link time to clients/projects for accurate billing
Why Time Tracking Fails
Reason 1: Too Much Friction
Open app. Select project. Start timer. Switch projects. Stop timer. Select new project. Start new timer.
Too many steps = abandoned tracking.
Reason 2: Retrospective Logging
"I'll log it later" becomes "What did I do on Tuesday?" You remember 60% at best. That's 40% unbilled.
Reason 3: No Clear Categories
Without clear projects/tasks, you don't know what to track against. So you don't track.
Reason 4: Perfectionism
"I started late. I took a break. Now it's wrong." Imperfect tracking beats no tracking.
The Simplest Time Tracking Systems
Method 1: Calendar Blocking
Use your calendar as a time log:
- Block time when you work on something
- After the fact, adjust blocks to reality
- Review calendar to generate time report
Pros: Uses tool you already have Cons: Requires discipline to update
Method 2: One-Click Timers
Apps like Toggl/Harvest with simple timers:
- One click to start
- One click to stop
- Widget on desktop/phone
Pro tip: Create a "default" project for unassigned time.
Method 3: Auto-Tracking
Apps that track automatically:
- Monitor which apps/websites you use
- Suggest categorization
- You review and approve
Pros: Captures everything Cons: Privacy concerns for some
Method 4: End-of-Day Reflection
Simple approach:
- End of each day, spend 5 minutes
- List what you worked on
- Estimate time per item
- Log it
Pros: Simple routine Cons: Still relies on memory
Making Time Tracking Stick
Tip 1: Start with Billable Only
Don't track everything. Start with billable client work. Add categories later.
Tip 2: Use Natural Transitions
Start timer when you:
- Open a project file
- Start a meeting
- Begin focused work
Stop timer when you:
- Take a break
- Switch to different client
- End the day
Tip 3: Review Weekly
Every Friday:
- Check time logged
- Fill gaps (was there anything untracked?)
- Verify accuracy
- Generate client reports
Tip 4: Batch Admin Time
Track "Admin" as one category:
- Invoicing
- Planning
- Internal meetings
You'll see how much non-billable time you spend.
Time Tracking Metrics
| Metric | What It Shows |
|---|---|
| Billable % | % of time that's revenue-generating |
| Hours per client | Client profitability |
| Hours per project | Project efficiency |
| Untracked time | Tracking compliance |
Target billable %: 60-70% for consultants/agencies.
How Dewx Handles Time Tracking
Dewx OPS Hub includes simple time tracking:
- One-click timers - Start/stop per project
- Task integration - Time linked to tasks
- Automatic suggestions - Dew prompts based on activity
- Reports - By client, project, date range
- Invoice integration - Time flows to invoices
Track time without the torture.
FAQ
How accurate does it need to be?
Reasonably accurate. Within 15-30 minutes is fine. Don't agonize over 5-minute differences.
Should I track non-billable time?
Yes, eventually. It shows where time goes. You might be shocked how much admin eats.
What if I forget to start the timer?
Estimate and log. Imperfect data beats no data. Add a note if it's an estimate.
Conclusion
You don't hate time tracking. You hate bad time tracking systems. Find what works for you: calendar, timers, auto-tracking, or daily reflection.
The formula:
- Reduce friction to near-zero
- Track in real-time when possible
- Review and clean up weekly
- Use data to improve profitability
Ready for painless time tracking? Join the Dewx beta and see how easy it can be.