Filed under: Software
App roundup: Timekeeping and billing
When I started freelancing last November, I knew I needed to get my act together about billing. I have a love/hate relationship with billing: I love getting paid, but I hate doing billing.
Thankfully, there are many, many apps that help you do this. If you're just starting out, you might be a little overwhelmed at just how many ways there are to track your time. This little post here isn't meant to be a comprehensive list, but instead a place for freelancers to start looking for a small-scale billing solution that works best for them.
Follow me for a look at a handful of apps and services that will help you keep your time tracking and invoicing in line:
Billable
Billable is the app I use from day to day. It includes an integrated job timer, so you can start it when you begin a task, and stop it when you end it. It lets you keep track of clients, even assigning a photo to each.
Billable does a few things well: invoices are customizable based on an HTML template you can edit. This is great for designers, like myself, who want to have a consistent face for their business correspondence. Also, it handles my obscure invoice numbering system with remarkable aplomb.
On the downside, it doesn't manage estimating, and lacks support for common task sets that can be applied to many different clients. Also, multiple-item editing is hard to do (at best). If you mistakenly input a task for the wrong client, you can't just drag the task to the correct one: you have to delete it an enter it again. Poopie.
Billable 1.2.3 is $34.95 from Clickable Bliss. It's universal binary, works with Mac OS X 10.4.4 or later, and features a fully-functional 30-day demo.
Fanurio
Like Billable, Fanurio includes a job timer and client tracker. They'll also make a custom template for you, based on a design you send them, as a free service.
In addition to Billable's feature-set, Fanurio includes multiple currency support and a healthy reporting tool that answers questions like "what have I done today?" and "who was my best client this year?"
Also helpful is the job timer's built-in reminder function. If you leave your computer idle for a certain amount of time, it will ask if you want to pause the timer. Perfect if you -- like me -- are easily sidetracked.
Fanurio also runs on Windows and Ubuntu, if you find yourself changing operating systems. You can migrate data from one installation to the next, but you can't (for example) sync between many computers.
Fanurio was updated to version 1.11 yesterday, and is $39. Their website says they're planning a new version for mid-September, priced at $59. It runs with Mac OS X 10.3.9 or higher, including Leopard.
On The Job
On The Job is a much simpler job timer app that records tasks and saves them in a list. It also lets you generate PDF, XML, CSV, or text invoices. When I used to work at my agency job, I used On The Job to record my time so I could input it into Clients & Profits.
On The Job lets you organize timesheets into folders, which is great for separate jobs for the same client. I was able to add a note for the items that I'd entered into C&P, which was a nice visual way to remind myself that I had to do my timesheets.
The software is incredibly easy to use, and includes keyboard shortcuts to start and stop the timer. Like Fanurio, it includes an warning that pops up if you leave your computer for too long, and gives you the option to subtract the idle time.
On The Job 2.3.1 is $24.95, Universal Binary, and requires Mac OS X 10.4 or higher. Discounts are available for two or more licenses. Also, if you buy now, you can get a free upgrade to version 3, which Stunt Software says is "coming soon."
WorkTimer
WorkTimer, like On The Job, is a simple timer app. In addition to easily keeping track of job time, you can export the list to an XML file to use in other applications.
The app organizes projects as "documents." Despite the naming convention, the nice thing is that you can move tasks between documents by cutting and pasting.
This app is not to be confused with Work-Timer (note the hyphen) which is very similar in style and scope. However, Work-Timer is $15, and this app is free. Also, a commenter over at VersionTracker noted that Work-Timer's timer actually loses a second for every minute clocked. Yikes.
WorkTimer (sans hyphen) is free under the terms of the GPL, universal binary, and works with Mac OS X 10.4 and later. You can also download the software as an Xcode project, and tweak it yourself.
Tempo
If you're not big on having an app to do your time tracking, you can opt to use the cloud (urp) instead. Tempo gives you a variety of methods to enter your time, and collects it all online. You can then view reports based on what you enter.
With Tempo, you (and a team of people, even) can enter your time with a Dashboard widget, via SMS or Twitter, or through your web browser. Tempo also has an iPhone-optimized website that works great in MobileSafari, or as a Fluid menubar app. And if that isn't enough, they have an API, so you can feed data to Tempo however you like.
Tempo features hefty reporting tools, to help you track how much time you're burning, or if your team-members are under-utilized. Tempo works with Basecamp, so you don't have to re-import your user list, either. For invoicing, Tempo makes data ready to be imported by Blinksale or QuickBooks.
Tempo has a free version, which lets you track time for one person and one client. They have plans ranging from $5 to $49 monthly depending on how many clients you have, and the size of your team.
LiveTimer
LiveTimer is much like Tempo, and lives online, rather than on your desktop. It allows you to enter time via the web, an iPhone-optimized web page, or through what they call the "time ledger": a bulk entry page for when you forget to enter your time for a week. Or a month. Yikes.
LiveTime includes reporting, including the ability to save reports that you create as templates for later. Also, your data stored with LiveTimer is available through an API, so you can do with your data as you wish from any networked application. LiveTimer lacks any built-in invoicing tools, though you can export data as CSV or XML files to import into your accounting software.
LiveTimer is $5 per active user per month. Meaning, for example, if you have five active users, LiveTimer is $25 monthly to use. If it's just you, it's a slim fin. Discounts are available for non-profit organizations, and 30-day trials are available for everyone.
FreshBooks
Now, if you're looking for a really robust solution to track your time and invoice clients, FreshBooks is a viable alternative to QuickBooks. It's far more than I'd ever need, but for some, it's just right.
FreshBooks lets you keep track of time via a web browser or a Dashboard widget. It handles estimating, expenses, invoicing, and even collections via online payment. FreshBooks even sends out paper invoices on your behalf.
Since its feature set is a little beyond the scope of simple timekeeping apps, I'll let you go take the tour yourself.
FreshBooks has free plans too, for three clients and one user. After that, costs range from $14 to $149 monthly.
Over to You
I know what you're thinking: Where's QuickBooks? The truth is, it's way more than I'll ever need for billing software, so I don't feel like I have an educated opinion about it. For a sole freelancer just starting out, QuickBooks seems like overkill. I know it's the 800-pound gorilla in this field, and at $199 per copy, it's far more expensive than most of these options. But if you love QuickBooks, make your case in comments.
For everyone else, I'm almost certain I've completely omitted your go-to timekeeping and billing app, as there are so many to choose from. So feel free to share your favorites, and how you use them, in comments.
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Reader Comments (Page 1 of 3)
TerryJ said 1:21PM on 7-30-2008
I've tried a number of similar apps over the last few years but I have stuck with Billable for my Mac consulting business. It's very easy to use and manage once you get up and running but the only thing it is lacking is a simple reporting option. We need to output monthly summaries at month end for accounting and Billable doesn't make this easy at all. You have to export as a spreadsheet, isolate the month you want then delete the rest. It seems this would be a simple addition to give a monthly report based on what criteria you needs to see such as closed/paid invoices, open, etc. If the Billable devs ever get up to speed and add these features, it would be darn near an ideal invoice solution!
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AG said 1:38PM on 7-30-2008
I agree with you TerryJ. If Billable would add reporting functionality, I'd use it exclusively. As it stands, I use TinyBooks (http://www.winograd.com/ftinybooks.html) to handle the reporting end of things. TinyBooks is not a true Mac experience and has the feel of an OS 9 app, but it is rock solid and quite thorough. Billable is a true Mac app, both in feel and stability.
J.Y. said 1:21PM on 7-30-2008
A few others to throw into the mix:
TimeLog app (integrates well with iCal) http://www.mediaatelier.com/TimeLog4/
OpenAir web service https://www.openair.com/
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Tony said 1:28PM on 7-30-2008
I tried Billable, but I prefer Billings.
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Paul said 1:37PM on 7-30-2008
Agreed. I used Billable for a while, but Billings allows for custom template design and, at least I feel, a better interface.
Alx said 10:04PM on 7-30-2008
I use Billings: http://www.billings2.com/
I like the interface, does estimates, retainers. Has lovely invoice templates. PDF support etc.
Before that I used Billable.
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Josh said 1:38PM on 7-30-2008
This is great, but does anyone know of a good app where I can keep track of an assigned amount of time for each client? For instance, say I want to give 10 clients 25 minutes each during the week. I want to be able to select the client and start my timer, and then stop and have that time be reduced from the 25 minutes. Anyone know of something like this?
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hds said 1:36PM on 7-30-2008
Billings works great for me!...haven't tried the others that you mention.
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kc! said 1:44PM on 7-30-2008
What about iBiz (originally iWork before Apple bought the name from them)? I have used that daily for the past 6 years and it works great!
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sm said 2:05PM on 7-30-2008
I agree!
iphotostuff said 3:10PM on 7-30-2008
agreed. I tried the others and DON'T like them. iBiz is the best for what I need. Very basic.
kc! said 3:42PM on 7-30-2008
In my use, iBiz is easy to get started with (ie: seems very basic) but has a great depth to it too. You can do estimates and project tracking, it has a timer, it has automatic tracking which you can set up certain apps to auto-log time, it has a flexible invoice report system, where you can use the templates provided, or easily write your own (no scripts just text in an editor). I think it even will work in a collaborative environment (read multiple users) although that is not how I use it.
I tried other apps (mainly because of reviews like this... i felt like I was missing something). But I always go back to iBiz because it just has it all. For this graphic designer, it has proven VERY good to my business leaving me to do actual work instead of tracking all sorts of invoices and bills and time tables.
And to top it all off, the company is very responsive and personal. Good software made by good people... can't think of a better combo!
Ian said 9:26PM on 7-30-2008
I use iBiz because it has a server version. This allows me and my wife to look after the same system from our respective computers.
It's buggy however and I once lost $200 worth of invoices that I was never able to bill for because I couldn't remember what they were for.
ward said 5:29PM on 7-31-2008
I've been using iBiz (née iWork) for nearly 5 years. I'm pleased to see others like it as much as I do. The client/server support means that my CFO (and wife) can see the same database on different Macs.
BuiltByBen said 1:46PM on 7-30-2008
Maybe slighty off topic but I do shift work and i'm on the hunt for an iphone app that will let me quickly note down my hours for the following weeks. At the moment i use notes but it does sometimes get confusing.
Does anyone know of an app that will let me do this?
Thanks
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Sagefool said 3:02AM on 7-31-2008
Me too! Where is the iPhone timetracking? talk about a no brainer.
Time Tracking said 9:22AM on 8-01-2008
Hey Ben! Look no further, TSheets has an iPhone ready Time Tracking tool set and ready go.
Come give it a test run at:
http://app.tsheets.com/ip
Enjoy!
andy said 2:01PM on 7-30-2008
I use On the Job when freelancing. It's simple, easy to use, cheap, and does what it does extremely well.
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Rick said 2:09PM on 7-30-2008
I've used Billable but ended up with Billings and haven't looked back. Billings should be in this review.
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Luigi193 said 1:59PM on 7-30-2008
OfficeTime is good
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