Best Time Tracking Software for Consulting Firms in 2025

For consulting firms, time literally equals money. Every un tracked hour is revenue lost. Every misallocated billable hour damages client relationships. Yet many consultancies still rely on spreadsheets, manual timesheets, or "honor system" tracking—leaving money on the table.

The right time tracking software transforms how consulting firms operate: accurate billing, better project management, clear utilization metrics, and data-driven decision-making. But with dozens of options available, which is actually best for consultancies?

This comprehensive guide evaluates the top time tracking solutions for consulting firms in 2025, comparing features, pricing, and real-world performance.

What Consulting Firms Need in Time Tracking Software

Must-Have Features:

1. Multi-Client & Multi-Project Support

   Consultants juggle multiple clients daily. Software must handle this seamlessly.

2. Billable vs. Non-Billable Tracking

   Clear distinction between time that gets invoiced and internal time.

3. Different Billing Rates

   Different consultants, clients, or project types often have different rates. Software must accommodate this.

4. Detailed Reporting

   By client, project, consultant, time period—robust reporting is essential for billing and business decisions.

5. Easy Time Entry

   If it's cumbersome, consultants won't use it consistently. Automatic or easy manual entry is critical.

6. Budget Tracking

   Monitor project hours against estimated budgets to prevent overages.

7. Expense Tracking

   Many consultancies need to track billable expenses alongside time.

8. Integration with Invoicing/Accounting

   Seamless export to billing systems saves hours of administrative work.

9. Mobile Access

   Consultants work from client sites, home, everywhere—mobile tracking is essential.

10. Team Collaboration

    See what teammates are working on, coordinate resources, manage workload.

Top Time Tracking Software for Consulting Firms

1. TrackLabs Best Overall Value

Overview: Comprehensive time tracking designed for teams, with strong focus on accuracy, ease-of-use, and affordability.

Key Features for Consultants:

• ✓ Automatic time tracking (no manual timers)
• ✓ Multi-client and multi-project support
• ✓ Different billing rates by project/person
• ✓ Billable vs. non-billable categorization
• ✓ Activity monitoring shows actual work
• ✓ Detailed reports (client, project, consultant, date range)
• ✓ Budget tracking against estimates
• ✓ Team dashboards for utilization
• ✓ Exports to Excel/CSV for invoicing
• ✓ Competitive pricing

Pros:

• ✓ Automatic tracking captures all billable time
• ✓ Easy to use—minimal training required
• ✓ Excellent value for price
• ✓ Good for both small and mid-size firms
• ✓ Indian company with local support
• ✓ Data privacy focused

Cons:

• ✗ No built-in invoicing (exports to other systems)
• ✗ Fewer integrations than some competitors

Best For:

Consulting firms (5-100 consultants) wanting accurate time tracking without complexity or high costs. Especially good for digital/remote consultancies.

Pricing:

Competitive plans. View pricing →

2. Harvest

Overview: Popular time tracking specifically designed for professional services, with built-in invoicing.

Key Features:

• Manual timers
• Multi-client support
• Built-in invoicing
• Expense tracking
• Budget monitoring
• Good reporting
• Integrations (QuickBooks, Xero, etc.)

Pros:

• ✓ All-in-one (time tracking + invoicing)
• ✓ Clean, simple interface
• ✓ Strong accounting integrations
• ✓ Good mobile apps

Cons:

• ✗ Manual timers can be forgotten
• ✗ More expensive than some alternatives
• ✗ Some users find reporting limited

Best For:

Small to mid-size firms wanting time tracking and invoicing in one tool.

Pricing:

Starts at $12/user/month. Invoicing requires Pro plan at higher price.

3. Productive.io

Overview: Full professional services automation platform—time tracking, project management, resource planning, invoicing.

Key Features:

• Comprehensive project management
• Resource planning and allocation
• Time tracking
• Budgeting and profitability tracking
• Invoicing
• CRM for sales pipeline

Pros:

• ✓ End-to-end solution for entire consulting business
• ✓ Excellent resource planning
• ✓ Strong financial tracking

Cons:

• ✗ Expensive
• ✗ Complex—steep learning curve
• ✗ Overkill if you only need time tracking
• ✗ Can be overwhelming for small teams

Best For:

Larger consulting firms (50+ people) needing full business management, not just time tracking.

Pricing:

Starts around $24/user/month, higher for full features.

4. Clockify

Overview: Free time tracking with upgrade options for advanced features.

Key Features:

• Manual timers
• Multi-client and project tracking
• Basic reporting (free tier)
• Calendar view
• Team tracking

Pros:

• ✓ Free for unlimited users
• ✓ Simple and straightforward
• ✓ Good for small teams/startups

Cons:

• ✗ Limited features in free tier
• ✗ Advanced reporting requires paid plan
• ✗ Manual timers only (no automatic tracking)
• ✗ Interface can feel dated

Best For:

Very small consultancies or solopreneurs on tight budget.

Pricing:

Free. Paid plans start at $4.99/user/month for advanced features.

5. Toggl Track

Overview: Simple, popular time tracking focused on ease of use.

Key Features:

• One-click timer start/stop
• Project and client tracking
• Calendar view
• Reports
• Browser extensions

Pros:

• ✓ Very easy to use
• ✓ Good browser extensions
• ✓ Nice visual reports
• ✓ Reasonable pricing

Cons:

• ✗ Manual timers (forgetting is common)
• ✗ Limited advanced features
• ✗ Reporting could be more robust

Best For:

Small consulting teams wanting simple, manual time tracking.

Pricing:

Starts at $10/user/month.

Feature Comparison Table

Which Should You Choose?

Choose TrackLabs if:

• You want automatic tracking (no forgetting)
• You need accurate billable hour capture
• You want excellent value for price
• You're a digital/remote consultancy
• You don't need built-in invoicing (export to your system)

Choose Harvest if:

• You want time tracking + invoicing in one tool
• You need expense tracking
• You're willing to pay more for integration
• Manual timers work for your workflow

Choose Productive.io if:

• You're a larger firm (50+ people)
• You need full business management (not just time)
• Resource planning is critical
• Budget is not a primary constraint

Choose Clockify if:

• You're a very small firm or solopreneur
• Budget is extremely tight
• Basic features are sufficient

Choose Toggl if:

• You want maximum simplicity
• Manual timers work for you
• You prioritize ease of use over advanced features

Implementation Tips for Consulting Firms

1. Get Leadership Buy-In First

Time tracking succeeds when leadership uses it and champions it. Start at the top.

2. Communicate the "Why"

Explain to consultants: This isn't surveillance. It's ensuring we capture billable hours, bill clients accurately, and make better business decisions.

3. Start with a Pilot

Test with one team or project first. Work out kinks before rolling out firm-wide.

4. Train Thoroughly

Invest in training. Even "easy" tools need explanation of policies: What's billable? How to categorize? How to switch clients?

5. Set Clear Policies

• Minimum time increments (6 or 15 minutes)
• Billable vs. non-billable definitions
• How to handle internal meetings
• Daily review expectations
• Approval workflows

6. Make It Easy

The easier tracking is, the better compliance. Automatic tracking (like TrackLabs) eliminates friction.

7. Review Data Weekly

Actually use the data. Review utilization, project progress, budget burn. Data that sits unused won't improve operations.

ROI of Time Tracking for Consultancies

Even modest improvements in billable hour capture deliver massive ROI.

Conclusion

For consulting firms, time tracking software isn't optional—it's essential infrastructure. The right choice depends on your size, budget, and specific needs.

For most consulting firms, TrackLabs offers the best combination of accuracy (automatic tracking), ease-of-use, and value. It captures billable hours without burdening consultants with constant timer management.

For firms needing all-in-one solutions including invoicing, Harvest is solid. For larger firms needing full business management, Productive.io justifies the cost and complexity.

Whichever you choose, implement it thoroughly, train your team well, and actually use the data. The ROI of proper time tracking for consultancies is measured in lakhs—or crores—of recovered revenue annually.