Spreadsheet timesheets are free and flexible but rely on memory, are filled in late and are hard to verify. A time tracker records time as it happens and reports automatically, at the cost of software and some change for staff. For billing or paying by the hour, a tracker usually pays for itself; for a handful of salaried people, a spreadsheet may be enough.
Differences at a glance
| Spreadsheet timesheet | Time tracker | |
|---|---|---|
| Cost | Free | Free tier or paid, depending on the tool |
| Accuracy | Depends on memory; often rounded | Recorded as work happens |
| Effort per person | A few minutes each day or week | Start and stop a timer |
| Reports | Built by hand | Automatic by person, project and day |
| Evidence for a client | Self-reported | Recorded, optionally with screenshots |
| Privacy considerations | Minimal | Depends on what is recorded; needs policy and consent |
When a spreadsheet is enough
If you have a few salaried people, no client billing and no need to prove hours, a shared spreadsheet is cheap and unobtrusive. Keep one column per day and agree a deadline for filling it in. The overhead is low and the trust is high.
When a tracker earns its keep
- You bill clients by the hour and want evidence.
- You pay freelancers by the hour and want a record both sides can see.
- Several people work on several projects and you need to see budgets burn.
- Staff work remotely and you want a consistent method.
- You spend hours at month end reconstructing time.
What changes when you move
People must remember to start a timer, at least at first. Managers must decide what to track and how to talk about it. Tell staff why, and what is recorded; read how to explain time tracking to your team.
You also take on a tool to maintain. Choose one that matches your size, and compare cost over three years; see one-time versus subscription.
A middle path
Some teams begin with a simple timer and a weekly review, then add screenshots or activity data only if they need them. Starting light is respectful and often enough. Clockgauge's free plan covers one host and one employee, which is a way to try the approach.
A worked example
A five-person design studio uses a shared spreadsheet. Everyone fills in hours on Friday. Totals look reasonable until a client disputes an invoice and nobody can say what was done on which day. The owner tries a tracker for a month, starts with timers only and no screenshots, and finds that about one hour in eight was previously forgotten. The invoice increases and so does the client's confidence, because every line has a record.
General comparison. Rules on recording employee data vary by place; see the guide on whether employee monitoring is legal.
Try Clockgauge
Clockgauge is an employee and freelancer time tracker that runs on your own computer: timers, consented random screenshots, activity levels, clients, projects and tasks, budgets, payroll balances and reports, paid once instead of per user per month..