Virtual assistants manage multiple clients and varied tasks remotely, needing to maintain accurate time logs for billing and productivity.That’s why integrating time tracking with project management tools is essential. It streamlines your workflow, boosts transparency, and helps you work smarter.
In this guide, we’re diving into the top 10 time tracking tools. These tools integrate with project management software for virtual assistants. This list helps you make informed choices to grow your VA business, whether you’re starting or refining your setup.
Why Time Tracking Integration Matters for Virtual Assistants
Time tracking in project management is more than just clocking in and out. For virtual assistants (VAs), it means:
- Logging time accurately for each client and task
- Creating detailed reports for transparent billing
- Analyzing productivity to improve efficiency
- Managing multiple clients and projects from one dashboard
- Automating payroll and invoicing based on tracked hours
When these two functions work hand-in-hand, VAs spend less time on admin and more time doing what they do best.
Top 10 Time Tracking and Project Management Tools for Virtual Assistants
1. Toggl Track
Why It’s Great:
Toggl Track makes real-time tracking a breeze with calendar integrations and customizable reports. Its clean interface is perfect for VAs managing multiple clients.
Key Features:
- One-click task time tracking
- Integrates with Asana, Trello, Slack
- Productivity insights
- Mobile and desktop apps
2. Clockify
Why It’s Great:
It’s free version supports unlimited users and projects. It is ideal for solo VAs or growing teams. You can track time manually or automatically with seamless project management integration.
Key Features:
- Timesheet and project tracking
- Invoicing reports and insights
- Integrates with top project management tools
- Billable vs. non-billable hour tracking
3. Everhour
Why It’s Great:
Everhour embeds directly into tools like Asana, Trello, and ClickUp. This integration provides you with centralized time tracking. It has budgeting and invoicing built in.
Key Features:
- Embedded time tracking
- Real-time budget tracking
- Team collaboration
- Custom time categories
4. Hubstaff
Why It’s Great:
Hubstaff seamlessly integrates time tracking with payroll. It also offers productivity monitoring. This makes it an excellent choice for virtual assistant teams. It offers precise activity tracking and integrates with your favorite project management tools.
Key Features:
- Automatic time tracking
- Activity-level productivity insights
- GPS/location tracking
- Payroll and project management integrations
5. TimeCamp
Why It’s Great:
TimeCamp automates time tracking. It adds project profitability analysis. This is perfect for VAs who bill clients and want to track efficiency.
Key Features:
- Auto/manual time entry
- Billable hours + invoicing
- Visual reports and approvals
- Trello and Asana integrations
6. Tackle
Why It’s Great:
It uses AI to automate time capture with calendar integration. This automation reduces the need for manual tracking for busy VAs.
Key Features:
- Intelligent time capture
- Task tagging system
- Insightful dashboards
- Admin load reduction
7. Harvest
Why It’s Great:
Harvest simplifies time tracking and invoicing, ideal for VAs on billable projects.
Key Features:
- Time + expense tracking
- Custom invoices from logged hours
- Resource utilization reports
- project management app integrations
8. Paymo
Why It’s Great:
Paymo offers time tracking, project management, and invoicing. It is perfect for solo VAs and small teams.
Key Features:
- Task/project time tracking
- Invoicing + payment options
- Visual task boards
- Mobile app
9. TrackingTime
Why It’s Great:
TrackingTime focuses on collaboration with calendar integrations and project timelines, suitable for VAs managing multiple clients.
Key Features:
- Collaborative tracking tools
- Visual calendars + scheduling
- Task progress reports
- Slack and Trello integrations
10. Timely
Why It’s Great:
Timely uses AI to automate time tracking so VAs can focus on work, not the clock.
Key Features:
- AI-powered time logging
- Memory tracker for app/web usage
- Smart timesheets + billing reports
- Calendar + project management app integrations
How to Integrate Time Tracking in Project Management Software for Virtual Assistants
Here’s how to make it work:
- Choose a project management Tool with Built-in Time Tracking or connect an external time tracker via API or browser extension.
- Set Up Projects and Tasks clearly within your project management tool.
- Log Hours per Task/Project manually or automatically.
- Generate Reports and Analyze Productivity using the dashboard.
- Automate Invoicing and Payroll based on billable hours.
How Time Tracking in Project Management Software Boosts Productivity While Managing Multiple Clients
Integrated time tracking helps VAs:
- Separate time entries by client/project
- Share detailed time reports for transparency
- Reduce context switching and fragmented time
- Bill accurately and avoid disputes
- Optimize workflows with data-driven insights
Why Every VA Needs Time Tracking And Project Management Integration
When time tracking and project management hand-in-hand, virtual assistants can:
- Work more efficiently
- Build trust with transparency
- Scale their business with automation
Tools like Toggl, Clockify, Everhour, and Hubstaff are built with VAs in mind. Don’t wait to explore what fits your workflow best.
📣 Get Involved
Have you tried integrating time tracking into your project management toolkit? Share your experiences below! And if you’re new or want to master these tools fast, check out our mentorship program.We help VAs boost productivity and grow their client base with confidence.
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