Clockify Tips for Accurate Time Tracking: Take Control of Your Hours
Time is your most valuable resource. If you’re not tracking it, you’re losing it. Whether it’s ensuring you stay within client scope, billing accurately, or identifying where your hours are really going, Clockify is the ultimate tool to help you stay in control.
In this post, I’ll show you how to use Clockify to track your time like a pro, so you can focus on what matters—growing your business.
Why Time Tracking is Non-Negotiable
As a business owner, every minute counts. Here’s why time tracking is essential:
Stay Within Scope: Avoid over-delivering on client contracts and protect your boundaries.
Get Paid for Every Minute: Ensure no billable time slips through the cracks.
Work Smarter: Spot inefficiencies and delegate low-value tasks.
Reclaim Your Time: Build a strategic 20-hour CEO workweek by knowing exactly where your time is going.
Clockify takes the guesswork out of time management, giving you clarity and control.
How to Get Started with Clockify
If you’re new to Clockify, here’s how to get set up in just a few steps:
Create Client Projects: Set up a dedicated project for each client to keep their hours organised.
Break Down Tasks: Add specific tasks under each project (e.g., “Social Media Scheduling” or “Weekly Reporting”) for better clarity.
Track in Real-Time: Use the timer to log your hours as you work. Forgot to start it? No problem—add time manually.
Generate Reports: Use Clockify’s reporting feature to review your hours and share updates with clients.
5 Tips for Accurate Time Tracking
1. Be Specific with Tasks
Generic task names like “Admin Work” don’t cut it. Break tasks down into clear, actionable items. For example:
“Client Email Responses”
“Instagram Content Creation”
“Monthly Financial Reports”
This keeps you organised and provides transparency for your clients.
2. Use Billable vs. Non-Billable Hours
Not all work is client work. Use Clockify’s billable and non-billable settings to track time spent on your business versus time spent on clients. This is especially useful for understanding how much time you’re investing in growth.
3. Add Tags for Extra Clarity
Tags help you categorise tasks even further. Use tags like “Urgent,” “Recurring Task,” or “One-Off Project” to get a clearer picture of how your time is distributed.
4. Review Weekly
Consistency is key. Set aside 10 minutes each week to review your tracked hours. Check for any missed time entries, ensure everything is logged correctly, and compare actual hours worked to your client contracts.
5. Use Reports to Build Trust
Clockify’s detailed reports are a game-changer. Share them with your clients to show exactly how their hours are being used. It’s a simple way to build trust and make scope discussions easier.
Common Time Tracking Mistakes (and How to Avoid Them)
Even with a tool like Clockify, mistakes happen. Here’s how to avoid the most common ones:
Forgetting to Track Time: Make it a habit to start the timer as soon as you begin a task. If you forget, log time manually right away.
Overcomplicating Categories: Keep your projects and tasks simple. Too many categories can make tracking overwhelming.
Skipping Non-Billable Hours: Don’t ignore the time you spend on your own business—it’s just as important as client work.
Not Reviewing Reports: Regularly review your reports to ensure accuracy and identify trends in how you’re spending your time.
Delegate Smarter with Time Tracking
Time tracking isn’t just about accountability—it’s about making smarter decisions. If you notice you’re spending too much time on low-value tasks, it’s time to delegate. Use my free CEO Time-Freedom Blueprint to calculate the ROI of outsourcing.
