Online Project Time Tracking
Track working hours directly to projects
Compare planned vs. actual budgets and hours
Track time via app, web, or terminal
Accurate project billing in real time
Export to Excel, PDF, CSV, or via API
Trusted by over 2,500 companies across the DACH region
Project time tracking means assigning working hours directly to individual projects, clients, and activities. This gives you a clear, real-time view of how much effort each project actually requires and whether budgets and estimates remain on track. TimeTrack is designed for companies with 50 to 2,000 employees in construction, manufacturing, engineering, and professional services that want to track project hours via app, web, or terminal and connect time tracking with payroll and project controlling.
Benefits
Track time via app, web, or terminal
Track project hours using the time clock on your PC, in the mobile app (even offline), or at the terminal via NFC chip or PIN.
Combine working time and project time
Clock in and out and allocate working hours to projects – configurable for each employee.
Planned vs. actual comparison with status indicator
Automatically compare budgets and hours against the plan and receive email alerts when deviations occur.
Bill billable hours
Set hourly rates by project, activity, client, or employee and use them directly for project billing.
Export to DATEV, ERP & costing systems
Export project hours as CSV or Excel files, or transfer them via API – separately from payroll data.
Consistent and accurate time entries
Restrict entries to approved activities, manage more than 50 permissions, and use digital approvals for every entry.
Web-based project time tracking
Track project hours easily and flexibly via the web app – for maximum visibility and control.
- Allocate working hours to projects, clients, or activities.
- Track project hours via the web app on your PC, Mac, or tablet.
- Real-time overview of projects, employees, and hours
- Mobile app: track project hours quickly and easily on the go
- Centralized data management for all projects, clients, and activities
Track your projects on the go
Track project time anywhere, anytime. Simply access the time clock in the mobile app and record your project hours with a single tap.
With the TimeTrack app for iOS and Android, you can track project hours using the time clock or add them manually later. This makes it easy to keep track of your project efforts even when you do not have your laptop with you. As soon as a task is completed, the time entry appears in the weekly overview. You do not even need to be online – TimeTrack also records your project time offline and automatically syncs your data once you are connected again.
Accurate project time tracking on PC or Mac
Simply click the project time clock in the web app and start tracking time instantly.
For accurate project time tracking on your PC or Mac, use the project time clock. Start the timer with a single click. TimeTrack automatically suggests the projects and activities you worked on most recently, so you can quickly pick up where you left off. Simply select a suggested project to start tracking time for it. When you are finished, stop the timer with one click. The time entry is saved automatically.
Project time clock directly via a time tracking terminal
With stationary time tracking, employees can easily clock in and out using a tablet. The project time entry is saved automatically.
With the Terminal App, you can fully automate project time tracking. Employees can clock in and out directly on a tablet using NFC/RFID tags such as key cards, key fobs, or NFC stickers, as well as a PIN code or password. The terminal is directly connected to the web and mobile apps, so all project time entries are immediately available and visible.
Everything stays simple and transparent – just as project time tracking should be.
EPEA Switzerland GmbH
“When making our decision, it was important to us that concrete IT solutions could be developed for our projects. TimeTrack quickly understood our requirements and implemented them efficiently. We are very satisfied and felt well supported throughout the process.”
– Albin Kälin, Founder and Managing Director
Get a quick overview of project efforts and resources
View all time entries for projects and activities at a glance in the weekly overview and see what your team is actively working on.
A busy workweek can quickly become hectic. To help you stay on top of everything, TimeTrack automatically displays all recorded project hours in the weekly overview. This makes it easy to see how much time is being spent on specific projects and activities. The weekly overview can be displayed either as a calendar or as a list.
The biggest advantage: you can see exactly which time entries have been recorded, down to the second, and easily check which projects and activities were worked on.
Plan your projects around goals and resources
Planning is essential for every successful project. With TimeTrack, you can plan each of your projects at a high level or in detail.
Many projects require an effort estimate. When you start tracking project time and create a new project, you can add a project plan right away.
For high-level project planning, you define the project duration and budget. For more detailed planning, you can also specify planned activities, tasks, project expenses, and costs. Project plans can be created before a project starts or while it is already underway. Recurring projects can be copied together with all associated activities instead of being created from scratch. If needed, employees can be restricted to logging time only against approved activities, helping keep your reports consistent.
Plan projects clearly and track them efficiently
Once your projects are underway, TimeTrack makes it easy to monitor project status and track progress.
When you create a project plan, TimeTrack automatically enables project tracking. Based on the project hours already recorded, you can monitor the progress of ongoing projects. To provide a clearer overview, TimeTrack uses a top-down approach: select a project to view the progress of planned activities and tasks, then select an activity to see the individual time entries behind it. Consistent project time tracking also helps improve transparency and can support greater productivity over time.
Set hourly rates for different project activities
Define hourly rates for the different activities assigned to your project.
You can define hourly rates for projects and individual activities, clients, employees, or any combination of these. This gives you a clear overview of the different rates applied across your projects. It also makes project billing and invoice preparation much easier once a project is completed.
Different rates as well currencies are supported, and each time entry can be marked as billable or not billable . In the reports, you can see which resources were used by each project. This simplifies project billing at the end of the project.
Comprehensive project analysis and clear reporting
To complete a project successfully, project progress should be evaluated regularly and planned vs. actual results compared.
Project analysis gives you a clear overview of recorded time and effort in detailed project reports, helping you assess efficiency while projects are still in progress. Reports are also available for clients, activities, project expenses, and employees, with predefined or custom time periods and a wide range of filters. Completed reports can be exported as Excel or PDF files.
Project hours can also be exported as CSV files or transferred via API to costing and ERP systems. This export runs separately from payroll: DATEV receives the working hours, while your costing software receives the project hours.
Organize your projects with a centralized permissions system
Assign permissions so team members can access the features they need for their projects.
A centralized permissions system is important for both large and small companies. By giving employees access only to the features and information they actually need, you keep the system simpler, easier to navigate, and more efficient to use.
You can assign employees more than 50 different permissions. These can apply to specific functions, such as manually recording breaks, automatically deducting breaks, accessing certain projects, or creating new projects, as well as to specific roles such as administrator, team leader, or external employee.
You can customize the terminology in TimeTrack to match your internal language, for example by using “cost center” instead of “project.” Single sign-on (SSO) is also supported.
All project time tracking features at a glance
| STANDARD | PREMIUM | GOLD | |
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Projekt Stempeluhr  Projektzeiten können mittels einer Stempeluhr erfasst werden. Mehr dazu |  |  |
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Nacherfassung Projektzeiten können manuell nachgetragen werden. | | |
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Projektauswertung Übersichtliche Projektberichte. Projektaufwand genau einsehen. Mehr dazu | | |
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Stundensätze Stundensätze können für unterschiedliche Projekte oder Tätigkeiten festgelegt werden. | | |
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Verrechenbar/ nicht verrechenbar Projektzeiten können als verrechenbar oder nicht verrechenbar markiert werden. | | |
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Projektzuweisung Projekte können Benutzern zugeteilt werden. Mehr dazu | | |
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Projektdokumentation Bei Projekten können Dokumente und Dateien hinterlegt werden. Mehr dazu | | |
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Hashtags Hashtags können bei Zeiteinträgen hinterlegt werden, um diese zu markieren. | | |
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Budget- und Stundenplanung Für jedes Projekt kann eine Dauer und ein Budget festgelegt werden. Mehr dazu | | |
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Tätigkeiten planen Für jedes Projekt können projektspezifische Tätigkeiten hinterlegt werden. Mehr dazu | | |
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Projektverfolgung Projektbudget und Projektdauer überwachen. Übersichtlicher Soll-Ist Vergleich. Mehr dazu | | |
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Ampelsystem Status des Projekt wird in der Projektverfolgung farblich dargestellt. Mehr dazu | | |
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Benachrichtigungen Benachrichtigung per E-Mail bei Nichteinhaltung der Projektziele. Mehr dazu | | |
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Genehmigungen Es kann festgelegt werden, wer welche Projekt-Zeiteinträge für wen genehmigen kann. Mehr dazu | | |
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Projektwährungen In einem Projekt können verschiedene Währungen für unterschiedliche Aufgaben definiert werden. | | |
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Stundensätze Die Stundensätze können nach Aufgabenart innerhalb eines Projekts angepasst werden. | | |
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Zeiterfassung für externe Mitarbeiter Projektzeiten von externen Mitarbeiter erfassen und genehmigen. Mehr dazu | | |
Questions about TimeTrack features?
Our support team is happy to help with any further questions. Schedule a consultation today!
Project controlling
- Comprehensive project planning
- Plan project duration and budget
- Track project progress
- Planned vs. actual comparisons for projects
Project analysis
- Analyze project efforts
- Get an overview of resources
- A wide range of filtering options
- Easy data export
Project Billing
- Bill project efforts
- Track expenses and reimbursements
- Currency converter
- Customize invoice layouts
FAQ für TimeTrack – Projektzeiterfassung
What is the difference between working time and project time?
Working time records attendance and breaks for payroll purposes. Project time shows how much of that time was spent on a specific project or activity. TimeTrack records both in separate modules that can be combined.
Why can’t I assign my working time directly to a project?
You have probably recorded your time in the Working Time Tracking module. TimeTrack separates statutory working time (attendance) from project time (the actual time spent on tasks). You can record project time in the Project Time Tracking module, either manually or with the timer. Your administrator can also configure the system so that each employee’s attendance time is subsequently allocated to specific projects.
Can I also plan individual tasks as part of project planning?
Yes, you can. TimeTrack allows you to plan every individual task within your project. This gives you a detailed view of project progress, so you can see which activities are on track and where there is room for improvement.
Can I track my expenses?
Yes. You can easily add a new expense and attach a photo of the receipt. You’ll find the “New Expense” option in the Project Time Tracking module.
How can I ensure that all employees record their activities correctly?
When creating a new project, you can restrict time tracking to the activities you have predefined for that project. This keeps your data consistent, as employees can only select from an approved list of activities, making project reporting and analysis easier and more reliable.
How can I tell if my budget has been exceeded?
No worries – TimeTrack keeps you up to date at all times. In the Project Tracking section, you can monitor the green-to-red status bar, which shows whether your project is progressing according to plan. TimeTrack also shows exactly how much time and money have already been invested in the project. In addition, you can receive email notifications whenever project targets are not being met.
Does every user have access to all projects?
It can be, but it does not have to be. Administrators can manage access for individual users, controlling which employees are allowed to access and edit specific projects.
Is project time tracking required by law?
No. In Germany and Austria, the legal requirement applies to recording working time, not to assigning that time to specific projects. However, project time tracking is often still necessary in practice for client billing, post-calculation, or meeting documentation requirements for funded projects.
Is Excel sufficient for project time tracking?
For a small number of people and projects, Excel may be sufficient. But as the number of teams or projects grows, it lacks real-time visibility, mobile time tracking, approval workflows, and automated planned-vs.-actual comparisons. The risk of data entry and transfer errors also increases.
Can project hours be transferred to DATEV, Personio, or an ERP system?
Yes. Personio provides the master data, while DATEV receives the payroll-relevant working hours. Project hours can be exported separately as CSV or Excel files, or transferred via API to costing or ERP software.
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