Nonprofit time tracking Software
As an NPO, you’re responsible for building relationships with donors, raising funds, and contributing to your nonprofit’s mission. But mundane administrative tasks like filling out timesheets, tracking expenses, and logging project hours can take up valuable time that you’d rather spend making an impact.
The good news? You can minimize the time spent on admin by optimizing your workflows and leaning on timesaving, smart tools to handle these tasks.
For instance, Fundraising KIT is a fundraising analytics tool that offers insights about your donors, forecasts fundraising revenue, tracks your nonprofit KPIs, and creates easy-to-read reports—all with minimal effort on your part.
By automating these kinds of tasks, your nonprofit team can save time and work more efficiently toward achieving your mission. Time tracking tools for NPOs go a step further by digitizing, automating, and simplifying day-to-day operations.
These tools handle everything from budget allocation to project management. This article breaks down what you need to know about time tracking as an NPO.
Save Time and Achieve Your Mission Goals with Timesheet 365
Timesheet 365 empowers NPOs to uncover patterns and trends within their donor data, helping them make informed decisions and optimize their outreach efforts. With actionable insights at your fingertips, your nonprofit team can focus less on manual analysis and more on building meaningful donor relationships that drive impact.
What to Look for in a Nonprofit Time Tracking Tool
Choosing the right time tracking software for your nonprofit isn’t just about clocking hours—it’s about aligning your operations with your mission. Whether you’re managing project timelines, preparing grant reports, or staying accountable to donors, the right tool can save time and improve your team’s efficiency.
Before you decide, think about what really matters to your organization. Do you need a basic timer, or a robust system that handles approvals, reports, and team collaboration?
Here are five key factors to consider when evaluating nonprofit time tracking tools:
1. Flexibility and Customization
Every time tracker lets you log hours, but not all of them work the same way. Some tools offer granular control—like tracking hours by program, project, or grant—while others offer automatic tracking based on activity or location. You may also need options like custom overtime rules or automatic submission of timesheets for manager review. Choose a solution that adapts to your team’s specific workflow.
2. Built-In Reporting Tools
Once time is tracked, how will you use that data? For internal planning, board presentations, or grant reporting. If you need to generate clean, exportable reports for stakeholders, make sure the tool includes built-in analytics or customizable reporting features. This can save hours of manual data entry and help keep your funders informed.
3. Time Estimates and Project Forecasting
Understanding how your team spends time today helps you better plan for tomorrow. Some tools help nonprofits estimate the duration and cost of future projects based on current time logs. This is especially useful for budgeting grant proposals, setting program goals, or refining your team’s workload.
4. Affordability for Nonprofits
Budget constraints are common in the nonprofit world, so affordability is key. While some tools may check every box, they could be priced for enterprise-level budgets. Look for solutions that offer nonprofit pricing, flexible tiers, or even free versions. Prioritize your must-have features and compare tools to find one that fits within your financial limits.
5. Ease of Use and Team Adoption
A powerful tool only works if your team uses it. Look for time tracking software that’s intuitive and requires little to no training. The best platforms let your staff log time in just a few clicks—whether they’re in the office, on the go, or working remotely. Bonus points if the tool works seamlessly across desktop and mobile.
Track Time. Save Hours. Stay Mission-Focused.
9 Time Tracking Software for Nonprofits
Timesheet 365
Timesheet 365 is a user-friendly time tracking tool built to help nonprofits simplify their daily operations. Its core strength lies in the one-click time tracking feature, which allows team members to log hours with minimal effort. The tool automatically monitors websites and apps in use, grouping them by category to help NPOs better understand productivity patterns. Timesheet 365 also integrates with platforms like Outlook, making it easier to track time spent across various projects and tools. Although it doesn’t currently offer nonprofit-specific discounts, it provides a free plan with essential features that can be especially useful for small teams looking to manage time efficiently without stretching their budget.
WeWorked
WeWorked is a web-based time tracking solution that lets nonprofit teams’ clock in and out virtually with ease. Designed to simplify attendance and timesheet management, it allows users to log hours, review detailed time reports, and calculate billable work tied to specific projects or grants. The platform is especially helpful for organizations that need a straightforward way to monitor team activity and stay on top of project timelines. With a free trial and budget-friendly pricing, WeWorked offers a practical option for nonprofits looking to improve accountability without investing in a complex system.
Clicktime
ClickTime is a robust time tracking platform tailored to meet the unique needs of nonprofit organizations. Beyond simple timesheet logging, it includes advanced features like resource planning, budget management, and time forecasting to help nonprofits plan smarter and stay within funding limits. One standout aspect is its support for tracking grant-related activities, allowing teams to monitor funding pipelines and application progress directly within the tool. ClickTime also makes it easy to generate detailed reports that can be shared with funders, board members, and other key stakeholders. While it’s positioned at a premium price, ClickTime offers a generous 50% discount to nonprofits, making it a worthwhile investment for teams that need both flexibility and depth.
Cashboard
Cashboard is a combined time tracking and invoicing platform that helps nonprofits manage work hours, billing, and budgets from a single dashboard. One of its standout features is the ability to switch between daily, weekly, and project-based timesheet views, offering flexibility in how time is monitored across different initiatives. It’s especially useful for organizations handling client-based projects or grant-funded work that requires precise time documentation. However, Cashboard’s pricing structure is more tailored to individual users or freelancers, which may not offer the scalability or flexibility some nonprofit teams need as they grow.
QuickBooks
QuickBooks Time is a convenient time tracking solution for nonprofits already using QuickBooks for their accounting needs. It allows teams to log hours, manage invoices, and schedule tasks—all within the same ecosystem. The platform is especially helpful for organizations that need to handle advanced features like GPS-based tracking, custom overtime rules, and detailed project reporting. This integration with financial records makes it easier to maintain accurate books and align time data with budgeting efforts. While QuickBooks Time doesn’t automatically include a free trial, nonprofits can inquire about special pricing options that may make it more accessible for mission-driven teams.
ClockShark
ClockShark is a practical time tracking app built for organizations that need a digital punch-in/punch-out system. Ideal for nonprofits with field teams or remote staff, it lets you track work hours, manage employee schedules, and get a clear picture of where time is being spent across projects. The platform also connects with popular accounting and payroll tools like QuickBooks and Xero, helping you streamline back-end processes. Although it doesn’t currently provide nonprofit-specific pricing, ClockShark does offer a free trial, giving teams the chance to explore its features before committing.
actiTime
actiTime is a comprehensive project management tool that offers advanced time tracking features designed to help nonprofits monitor how team members allocate their hours across various tasks and projects. Its built-in budgeting capabilities enable organizations to calculate both the time and costs involved in completing specific initiatives. Additionally, actiTime combines reporting, billing, and invoicing into a single platform, streamlining administrative workflows. The tool also supports integrations with other software through Zapier and API connections. Nonprofits interested in actiTime can request a special discount by reaching out directly.
Toggl
Toggl is a user-friendly and versatile time tracking tool that works seamlessly across all devices with an easy start/stop timer. It’s especially valuable for project managers and nonprofit teams who need to manage budgets, monitor project progress, organize team schedules, and generate performance reports. With a wide range of integrations available, Toggl can easily fit into your existing workflow. Additionally, it offers special discounts for nonprofit organizations, making it an affordable choice for mission-driven teams.
Harvest
Harvest is a straightforward digital timesheet tool that helps nonprofits track and report hours spent on various tasks. Known for its affordability, Harvest offers both a free trial and special pricing options for nonprofit organizations, making it accessible for teams with tight budgets.
If you want to learn how Fundraising KIT can help your nonprofit boost fundraising efforts effortlessly, connect with Kelsey for expert guidance.
Using a time tracking tool can significantly reduce the administrative load on your team by automating timesheet entries, digitizing records, and supporting smarter project and budget management. With so many options available, you can find a solution that perfectly fits your organization’s unique needs.
For those seeking a simple and easy-to-use digital timesheet, Harvest could be an excellent match. If your nonprofit needs additional project management features, ActiTime might suit you better. Or, if your organization already uses QuickBooks and prefers to keep everything integrated, QuickBooks Time could be ideal. The key is that there’s a tool designed for your specific workflow.
Regardless of the tool you choose, tracking time accurately will save your team hours in the long run. Paired with a powerful platform like Fundraising KIT, your fundraising team can work smarter by managing, analysing, and gaining actionable insights from donor data, helping your nonprofit maximize its impact and productivity.
Conclusion
Choosing the right time tracking software can transform how your nonprofit manages its most valuable resource—time. With features tailored to simplify timesheets, improve project planning, and streamline reporting, these tools empower your team to focus more on advancing your mission and less on administrative tasks. Whether you need a basic timesheet app or a comprehensive project management solution, there’s a nonprofit-friendly option that fits your budget and workflow. Investing in the right software not only boosts productivity but also strengthens your ability to deliver meaningful impact. Start exploring today and see how efficient time tracking can help your nonprofit thrive.
Frequently Asked Questions
What is nonprofit time tracking software?
Nonprofit time tracking software is a digital tool that helps nonprofit teams log work hours, manage timesheets, and track time spent on projects or grants. It often includes features like reporting, budgeting, and invoicing to support operational transparency and efficiency.
Why do nonprofits need time tracking tools?
Time tracking tools help nonprofits reduce administrative workload, stay compliant with funder requirements, improve resource planning, and ensure accurate reporting for grants and board oversight. They also improve team accountability and productivity.
Are there free time tracking tools for nonprofits?
Yes, many tools such as Timesheet 365, Harvest, and WeWorked offer free plans or free trials. Some platforms also provide special nonprofit discounts upon request, making them more affordable for mission-driven organizations.
What features should nonprofits look for in time tracking software?
Nonprofits should consider features like project-based tracking, automated timesheets, built-in reporting, budget forecasting, integrations with accounting tools, and ease of use for teams of all sizes.
Can time tracking software help with grant reporting?
Absolutely. Many nonprofit time tracking tools include exportable reports and budgeting data that align with grant application and reporting requirements. This makes it easier to show how time and funds are being allocated across projects.
