Top 12 Time Tracking Tools for Virtual Assistants (+ Comparison)

Imagine managing multiple clients, projects, and deadlines, all while trying to stay on top of each task. As a virtual assistant, staying organized is critical, but it can quickly become overwhelming without the right tools.

This is where time tracking software for virtual assistants comes in.

It helps virtual assistants track hours, manage workloads, and optimize productivity. By choosing the right time management tool, VAs can enhance efficiency and improve their workflow, ensuring they deliver exceptional service and meet client expectations.

In this blog, we’ll explore the best tools for virtual assistants and how they can revolutionize your daily operations. But before we look at the tools, let’s understand the broader role of a virtual assistant.

Understanding the Role of a Virtual Assistant

Virtual assistants (VAs) are remote professionals who provide essential support across various tasks such as email management, appointment scheduling, social media management, customer service, and more.

For example, a VA can manage your calendar, freeing up your time for client meetings or brainstorming sessions. Whether you’re an entrepreneur or an executive, a VA’s role is pivotal in streamlining operations and boosting productivity.

But why exactly should you consider hiring a virtual assistant? Let’s take a closer look.

Key Reasons to Utilize a Virtual Assistant

Hiring a virtual assistant can make a huge difference in how efficiently your business runs.

Here are some compelling reasons to consider bringing a VA on board:

• Cost Efficiency: With a VA, you save on overhead expenses like office space, equipment, and benefits. They work remotely, which gives you flexibility and reduces costs while still providing high-quality support.
• Time Management: VAs help you prioritize your time by taking care of routine and administrative tasks. Whether it’s managing emails or handling customer inquiries, you can delegate tasks and focus on what matters to your business. Increased
• Increased Productivity: By outsourcing time-consuming tasks, your business becomes more efficient, allowing you to achieve more with fewer resources. A VA can help reduce bottlenecks and keep things moving smoothly, which translates to better results in less time.

To maximize these benefits, virtual assistants must manage their time effectively. One critical element of this is understanding and implementing efficient time-tracking methods.

Time Tracking Methods for Virtual Assistants

For virtual assistants, time tracking is not just about logging hours—it’s about ensuring efficiency and accuracy in how time is spent. Here are some common methods for time tracking:

• Manual Logging: This could involve using spreadsheets or a physical notebook to track the hours spent on tasks. While this method might work for some, it’s prone to human error and can quickly become overwhelming, especially if you’re juggling multiple clients or projects.
• Time Tracking Software: The smarter choice for most VAs is using specialized time tracking tools. These tools automatically log time spent on tasks, provide detailed reports, and even generate invoices for clients.

Tools like Flowace can track your time across various tasks and clients, providing valuable insights into your productivity. This method not only saves time but also ensures accuracy in billing and task management, making it ideal for VAs who need to stay organized.

Top 12 Time Management Tools for Virtual Assistants

Below is a comparison of the time tracking software for virtual assistants, including their features, USPs, and who they’re ideal for:

1) Flowace

Flowace is an AI-enabled time tracking and employee productivity tool designed to streamline the work process. What sets Flowace apart is its ability to automatically capture the time spent on tasks without manual input, making it effortless for virtual assistants to focus on their work instead of logging hours.

Key Features:

• Automated Time Tracking: Automatically tracks time without the need for manual input, capturing activities in real time.
• Automated Reports: Generates detailed productivity reports, enabling virtual assistants to assess their work habits.
• Task Categorization: Automatically categorizes tasks so VAs can easily track time spent on different types of work.
• Customizable Dashboards: Tailor the dashboard to display only the most relevant data, ensuring a personalized experience.
• Detailed Insights: Gain in-depth insights into productivity levels, with the ability to identify time-draining activities and improve efficiency.

Here’s what a user says on G2, “I have used multiple trackers in the past. But most of them used to get crashed without your knowledge.

Now, I have been using Flowace for quite some time, and I must say that you don’t have to worry about the software getting crashed or something like that.

Very easy to use, convenient to change the tasks, and also I like the folder feature!”

2) Toggl Track

Toggl Track is an intuitive time-tracking tool that provides an easy and effective way for virtual assistants to manage their time. It’s ideal for VAs who need a straightforward solution that won’t overcomplicate their workflow.

Key Features:

• One-Click Time Tracking: Start and stop time tracking with just a click.
• Detailed Reporting: Generate detailed reports to analyze how your time is being spent.
• Project and Client Management: Track time for different projects and clients, making it easy to bill for services.
• Integrations: Works seamlessly with other tools like Asana and Trello.

A user says, “Toggl is very simple to use and extremely helpful when invoicing clients…I wish adding a task was a little easier when you have a timer going. You have to go to the project section to add a task.” on her G2 review.

3) Hubstaff

Hubstaff is feature-rich time-tracking software that includes GPS tracking and detailed reports, making it a great choice for VAs working remotely. It’s designed to help manage work hours and monitor productivity across various devices.

Key Features:

• GPS Tracking: Ideal for VAs who may work on-site or have hybrid roles.
• Employee Monitoring: Offers tracking for time spent on applications and websites.
• Payroll Integration: Easily manage payroll through automatic timesheet generation.
• Detailed Reporting: Track productivity trends and time allocation.

A G2 reviewer says, “Hubstaff is incredibly useful for tracking time, managing productivity, and overseeing projects. One small update I’d suggest is making the interface a bit more intuitive and user-friendly, allowing for quicker navigation and customization.

4) Time Doctor

Time Doctor helps virtual assistants stay focused and productive by tracking the time spent on tasks and providing insights into how they can improve their time management. It’s particularly useful for VAs who need to minimize distractions.

Key Features:

• Focus Mode: Helps block distractions to ensure that time is spent productively.
• Detailed Reports: Track time and productivity, with detailed reports for clients.
• Website and App Monitoring: Tracks time spent on websites and applications.

Despite the key features, integrations seem to be a limit for the app. A G2 reviewer says, “Integrations can be limited in terms of functionality i.e. when someone would want to deep-dive on Zendesk tickets then it is not possible. Capturing precise data is dependent on tool installations.”

5) We360

We360.ai is an AI-powered employee productivity tool that provides insights into both individual and team performance. It’s well-suited for VAs working with larger teams or businesses that require detailed analytics.

Key Features:

• AI-Driven Insights: Leverage AI to analyze time spent on tasks, identify patterns, and optimize performance.
• Real-Time Activity Tracking: Stay updated on task progress and eliminate distractions with live monitoring.
• Team Collaboration: Track metrics across individual and team levels to improve coordination and results.

“Admin support and changes required should be flexible depending on different needs of the organization.” says a G2 reviewer.

6) Clockify

Clockify is a free time-tracking software that’s perfect for virtual assistants looking for an easy-to-use tool to manage their hours. It’s particularly great for small teams or individual VAs on a budget.

Key Features:

• Free Plan: Offers a robust free plan with unlimited users.
• Timesheets: Keep detailed records of the time you spend on different tasks.
• Project Tracking: Manage multiple projects with clear time allocations.
• Reporting: Provides essential reporting features for easy tracking.

According to a G2 user, “The interface can feel a bit confusing at first, especially for new users to navigate within Clockify.”

7) RescueTime

RescueTime automatically tracks time spent on applications and websites, providing virtual assistants with detailed insights into their productivity habits. It’s perfect for VAs who want to understand where their time is going.

Key Features:

• Automatic Time Tracking: Tracks all activities without needing manual input.
• Productivity Analytics: Offers detailed reports to improve work habits.
• FocusTime: Block distracting sites to stay focused on important tasks.

A reviewer on G2 says, “The software itself doesn’t really ask much from the user (save for the occasional maintenance of “uncategorized” apps and websites – especially if you’re in the technology field). Otherwise, the reports have been satisfactory.”

8) Harvest

Harvest is a time-tracking tool that focuses on simplicity and efficiency. It’s ideal for virtual assistants who also need invoicing and reporting functionality.

Key Features:

• Invoicing: Create, customize, and send professional invoices directly from logged time, making it easy to get paid for your work.
• Expense Tracking: Monitor expenses in real time and allocate them to specific projects or clients for accurate billing.
• Detailed Reporting: Generate insights on how time and resources are allocated across tasks, helping you identify areas to improve productivity.

“It’s user-friendly and easy to navigate. I can easily pull reports on invoicing and project data.

It would be nice if they offered more robust reports. The reports offered are basic.” says a reviewer on G2.

9) Everhour

Everhour is a time-tracking tool that integrates with project management apps like Asana and Trello. It’s a great tool for VAs who need to manage time and collaborate on projects seamlessly.

Key Features:

• Integration with PM Tools: Embedded time tracking within apps like Asana and Trello enables seamless task management.
• Real-Time Collaboration: Provides instant updates and visibility into task progress, facilitating better communication with teams and clients.
• Customizable Time Tracking: Categorize and tailor time tracking for different clients or project types to suit your workflow.

A G2 user says, “The various tables, charts and other analytical visuals are making it really easy to track who is working on what. It would be great to have the possibility to provide comments for each time booking and not just per day.”

10) ProHance

ProHance is a productivity-tracking tool designed to improve performance. It’s perfect for VAs working in teams or on complex projects, as it offers both individual and team-based insights.

Key Features:

• Activity and Productivity Tracking: Monitor individual and team activities to ensure optimal output.
• Comprehensive Reports: Access detailed insights into task completion rates, time usage, and overall performance.
• Employee Collaboration: Facilitate team collaboration through task alignment and shared objectives.

A user noted “It is silent software runs in Background without disturbing the original work.Sometimes Buggy. Sometimes late response after system open.” on G2.

11) Timechamp

Timechamp focuses on improving time management by providing insights into productivity and offering features to minimize distractions. It’s great for VAs looking to boost their efficiency.

Key Features:

• Task-Based Tracking: Accurately monitor the time dedicated to specific tasks and activities.
• Detailed Reports: Spot productivity trends over weeks or months to refine your time management strategies.
• Team Performance Analytics: Evaluate team efforts and distribute workloads effectively for better outcomes.

“Sometimes it is a bit confusing how to see the reports data and that if I forget to pause the timer it’ll keep on running. It would be good to set the working hours so it automatically stops in non-working hours” says a G2 reviewer.

12) Insightful

Insightful is a comprehensive time-tracking tool that provides productivity reports and advanced analytics. It’s designed for VAs looking to optimize both individual and team productivity.

Key Features:

• Detailed Reports: Dive deep into individual and team productivity metrics for a comprehensive understanding of work habits.
• Team Collaboration: Coordinate seamlessly with team members to streamline workflows and achieve goals.
• Advanced Analytics: Use sophisticated insights to recognize areas of improvement and make data-driven decisions for better time management.

Here’s what a user says on G2. “As a small remote support team this software allows me insight into my team players daily routine. Some of the features I need for my team can only be applied to the entire organization vs individually”

But with so many tools available, how do you choose the best one?

How to Choose an Effective Time Tracking Software for Virtual Assistants

Selecting the right time management tool for virtual assistants is crucial for maintaining efficiency and productivity. Here are some actionable tips to help you choose the best fit:

1. Usability: Look for tools with a user-friendly interface that doesn’t require a steep learning curve. Try demo versions to see how easily you can integrate the tool into your daily tasks. If it’s intuitive and fits your workflow, it will save you time in the long run.
2. Compatibility: Ensure the tool integrates seamlessly with your existing tools, like email clients, project management software, or CRM systems. Integration simplifies data transfer and prevents any disruptions in your workflow.
3. Cost: Compare pricing plans based on the features that matter most to you. Some tools offer free versions or trials, so take advantage of them to assess whether the tool meets your needs. Consider whether it fits your budget and offers enough value for the price.
4. Scalability: Choose a tool that can grow with your business. If you anticipate expanding your client base or team, make sure the tool can accommodate more users, projects, or features without requiring a major upgrade or replacement.

Save Time (and Money) with Easy-to-use Time Tracking Tools

Investing in an Employee time-tracking tool is a must if you’re looking to streamline your virtual assistant operations and boost productivity. With advanced features like automated logging, reporting, and multi-client management, these tools not only save you time but also improve your workflow efficiency.

Experience effortless time management. Try Flowace today and see how it can optimize your productivity. Start your free trial now!