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Freelance & Agency

Time & Billing Tracker (Billable Hours)

Log time entries by client and hourly rate, keep a running list of every session, and see your total billable hours and amount at a glance.

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Time & Billing Tracker
Track billable hours across projects and calculate total invoice amount
TIME LOG
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Disclaimer. This calculator is provided for educational and informational purposes only. Results are estimations and do not constitute professional financial, legal, or accounting advice. Consult a qualified advisor, accountant, or company secretary before making business decisions. Read full disclaimer →

About Time Tracking Calculator

Time tracking quantifies how working hours are allocated across projects, clients, and task categories. For freelancers and agencies, accurate time tracking enables correct client billing, profitability analysis by project, and identification of non-billable time overhead. Formula: Project Profitability = Revenue - (Hours tracked x Fully-loaded hourly cost rate).

Time tracking improves estimation accuracy for future projects - teams consistently underestimate work by 25-50% (planning fallacy). Categorise time into: Billable (chargeable to client); Non-billable productive (internal, sales, admin); Non-productive (meetings without output, rework). Aim for billable utilisation of 65-75% for agency staff and 50-65% for freelancers. Review utilisation reports monthly to identify capacity issues and pricing problems before they affect profitability.

Frequently Asked Questions

Aim for billable utilisation of 65–75% for agency staff and 50–65% for freelancers — the remainder is legitimately spent on non-billable productive work (sales, admin, internal projects). Review utilisation reports monthly; a rate that's persistently below this range signals capacity or pricing problems before they hurt profitability.
Project Profitability = Revenue − (Hours Tracked × Fully-Loaded Hourly Cost Rate). Accurate time tracking, like the entries you log in this tracker, is what makes this formula usable — without it you can only guess whether a project or client relationship is actually profitable once overhead and non-billable time are accounted for.
The planning fallacy is the well-documented tendency for teams to underestimate how long work will take — typically by 25–50% — even when they have direct experience with similar tasks. Logging actual time against estimates over multiple projects (using a tracker like this one) is the most reliable way to correct for this bias in future quotes.
Time falls into three categories: Billable (directly chargeable to a client), Non-billable productive (internal work, sales, admin), and Non-productive (meetings without output, rework). Only billable time should be logged against a client and rate here; tracking the other two separately in your own records helps you see where non-chargeable hours are actually going.
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