By: Jennifer Brazer
Jennifer is the author of From Cubicle to Cloud and Founder/CEO of Complete Controller, a pioneeering financial services firm that helps entrepreneurs break free of traditional constraints and scale their businesses to new heights.
Fact Checked By: Brittany McMillen
Time Tracking Tools for Virtual Bookkeepers: Boost Productivity and Simplify Your Workflow
Keeping track of time while working remotely can feel like trying to catch water with your hands—essential details just keep slipping through your fingers. As a virtual bookkeeper, you’re not just balancing time—you’re balancing trust, accuracy, and workflows with razor-sharp precision.
I’ve made financial organization my life’s work, leading Complete Controller and helping bookkeepers use technology to banish chaos and refine their business practices. Today, I’ll walk you through the best time-tracking tools for virtual bookkeepers, why they matter, and how they can send your productivity soaring.
Why Time Tracking Is Crucial for Virtual Bookkeepers
More than just hours: Why it matters
Time tracking is about more than counting minutes—it’s about providing clarity to your clients and eliminating inefficiencies in your workflow. Take reconciliation, for instance: Have you ever wrapped up a project and realized you underestimated how long you spent balancing the books? I have, and it taught me a valuable lesson.
A 2020 survey by Accounting Today found that 71% of accounting firms now rely on time-tracking software to manage workflows more effectively. The adoption rate speaks volumes—time tracking isn’t a luxury; it’s the backbone of modern bookkeeping.
Build better client relationships
Clients crave transparency; clear, itemized invoices based on tracked hours help create that. According to a survey by the National Association of Certified Public Bookkeepers, 85% of clients are more satisfied when they receive detailed, accurate billing.
Time tracking also ensures client fairness—you can allocate your time better, ensuring no client gets too much of your day while others get overlooked. After all, your time is currency, and being precise about how it’s spent strengthens trust like a well-constructed ledger.
For more on how reconciling statements can boost financial accuracy, check out our guide on the importance of reconciling your accounting statements regularly.
Top Time Tracking Tools for Virtual Bookkeepers
If you’re ready to turn your chaotic schedule into an efficient machine, these tools are your new best friends.
Toggl: Easy, automated, and intuitive
Toggl’s simplicity is its magic. Whether you’re serving five clients or 25, Toggl makes tracking easy. It integrates with bookkeeping tools like QuickBooks and project management systems like Trello, offering seamless workflow management. At Complete Controller, we’ve seen firsthand how Toggl can cut down wasted time.
Key Features:
- One-click time logging (with automation!)
- Reports that spotlight inefficiencies
- Integration with tools like QuickBooks
It’s a simple yet transformative tool for those easing into time tracking.
Harvest: Where time meets money
Harvest seamlessly combines time tracking with invoicing and expense tracking.. This tool does more than record hours—it helps clarify communication by showing clients exactly how their budgets are being used.
Key Features:
- Combines tracked time with detailed invoices
- Visual budgeting tools to monitor project scope
- Automated reminders to stay on top of logging
When Complete Controller explored Harvest, the results were straightforward: happier clients and fewer billing disputes.
Clockify: No-cost efficiency
Clockify stands out for two reasons: it’s free and incredibly effective. If you’re a freelance bookkeeper or a small firm testing time tracking waters, Clockify offers powerful features to help you organize your minutes without spending a penny.
Key Features:
- A fully free tool for unlimited users/projects
- Custom dashboards to differentiate billable vs. non-billable work
- Integration options for Asana and Monday.com
Clockify’s affordability makes it ideal for virtual bookkeeping services on tight budgets.
Case study: How our team mastered Toggl
When Complete Controller embraced Toggl, our metrics changed overnight:
- Billing Clarity: Automation cut out invoicing errors.
- Time Optimization: Reports showed us where inefficiencies lurked, enabling adjustments.
- Client Approval: Clients raved about the transparent insight into how we utilized our time.
The results? A 30% productivity increase and a 25% error reduction.
How to Choose Time Tracking Tools for Bookkeepers
Know your needs
Decide what’s essential. Are you managing two clients or an entire portfolio? Do you need built-in invoicing or simply hour logging? Identifying your goals is the first step toward narrowing your choices. For a broader look at small business needs, see our guide on small business bookkeeping essentials.
Look for integrations
Your time tracker should play well with bookkeeping giants like QuickBooks or Hubdoc. Integrations elimenate redundant data entry—because no one likes wasting time on tasks they’ve already done. Learn how to pair QuickBooks with a tracker through this integration with accounting software guide.
Test for ease of use
A complicated app will go unused. Trial different options to ensure they feel intuitive and align with your natural workflow.
Best Practices for Using Time Tracking Tools in Accounting
Pinpointing the right tool is step one. Here’s how to make it work for you:
Have clear goals
Are you tracking time to boost billing accuracy, enhance efficiency, or both? Define your objectives to avoid turning time tracking into busy work.
Automate repetitive tasks
Use automation features to kick mundane, repetitive activities off your plate. For guidance, check out these strategies on automating repetitive tasks.
Use reports to adjust
Those analytics your tracker churns out? They’re pure gold. Identify bottlenecks to reshuffle your workflow—and free up time.
To master time tracking fully, learn additional tricks via our insights on efficient business finance management.
Time Management Tips for Virtual Bookkeepers
A tool is only as good as the habits you pair it with. Over time, I’ve seen bookkeepers thrive by adopting these strategies:
- Time Blocking: Schedule hours for specific tasks like payroll or reconciliation.
- Prioritize Daily: Finish high-impact tasks first. Use reports to fine-tune priorities.
- Avoid Multitasking: Focused attention gets work done faster and better.
Here’s a stat worth remembering: bookkeepers using time-tracking software experience a 25% productivity boost, according to the American Institute of Professional Bookkeepers.
Final Thoughts
Your time impacts everything—your profitability, your client relationships, and even your peace of mind. Adopting a savvy time-tracking tool like Toggl, Harvest, or Clockify allows virtual bookkeepers to reclaim hours and deliver unmatched value to clients.
Ready to transform how you work? Bookkeeping doesn’t have to be a juggling act. Visit us at Complete Controller for tools, strategies, and support tailored to those running virtual bookkeeping operations.
FAQ
Why do virtual bookkeepers need time-tracking tools?
They offer billing accuracy, time allocation insights, and better client communication.
What features should I prioritize in a tracker?
Integration capability, automation, and ease of use should top your list.
Are free time tracking tools good?
Yes! Clockify offers robust features at zero cost, perfect for starters.
How do these tools improve productivity?
They highlight where inefficiencies exist, helping you focus on high-priority tasks.
Can freelancers benefit from these tools too?
Absolutely—tracking software supports solo bookkeepers in balancing multiple clients.
Sources
Academic and Industry Research:
- Accounting Today (2020). “Time Tracking Software Use on the Rise Among Accounting Firms.”
- American Institute of Professional Bookkeepers (2019). “Time Tracking and Productivity.”
Case Studies:
- Complete Controller (2020). “Case Study: Toggl Implementation.”
About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.
