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TimeTracking

Time tracking for nonprofits and charities

Funders want to know how much time went into the project they paid for, and small teams have no time to rebuild that from calendars at the end of the year. TimeTracking records hours per grant and project as you go, for staff and volunteers, at a price that fits a nonprofit budget.

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Animated demo: staff and volunteers of a small charity log hours on their phones, the hours add up per grant with paid and volunteer time shown separately, a coordinator approves the month and the hours of one grant are exported for the funder report. Staff and volunteers log hours, Hours per grant, Approve the month, Report to the funder.

From logged hours to the funder report in four steps

  1. Add grants and projects

    Create each grant, programme or project and assign the staff and volunteers who work on it.

  2. Log hours as you go

    People log their time on their phone or the web, and split a day over several grants when they work on more than one.

  3. Approve each month

    A coordinator approves the month, so the hours in the report are checked hours with a name and date attached.

  4. Report to funders

    Export hours per grant and period as CSV or XLSX for the funder report or your accounts.

Time per grant, ready for the funder

Many grants pay for a share of salaries and ask for evidence: timesheets per project, approved by someone, sometimes per month. TimeTracking records every hour against the grant or project it belongs to and keeps the approval with it. At reporting time you export the hours of one grant for the right period, instead of asking everyone to reconstruct last year.

One person often works on several grants, so a day can be split over projects. Reports show hours per grant, person and period, and time that no grant pays for, such as general management, stays visible on its own project.

  • Hours per grant, programme or project
  • One day split over several grants
  • Reports per grant, person and period
  • Approved hours, ready to export

Staff and volunteers in one place

Volunteers are the backbone of many charities, and some funders ask for volunteer hours as part of the project report. Volunteers log their hours in the same app as staff, on their own phone and in their own language. They log in with a one-time code by SMS or a link by email, so no work account is needed.

Because every hour is linked to a project, volunteer work can be booked on its own projects and reported separately from paid time. Every volunteer who logs hours counts as a user.

Pricing that fits a tight budget

TimeTracking is free for up to 5 users. Larger teams pay €1 per user per month on Core, which adds approvals, rosters, leave, mileage and payroll exports. Pro at €3 adds predictive time tracking and the audit log export. There are no add-ons and no seat minimum.

You pay for active users only. Volunteers who help at a single event can be deactivated afterwards, and their hours stay in the history.

  • Free up to 5 users
  • €1 per user per month on Core
  • No add-ons, no seat minimum
  • Pay only for active users

Approval that holds up in an audit

Grant audits ask the same questions: who worked the hours, who checked them and was anything changed afterwards. Every entry, approval and correction in TimeTracking is recorded in the audit trail.

Once a period is exported and locked, it no longer changes. A correction becomes a line in the next open period, so the report you already sent to the funder stays true.

Leave, mileage and expenses too

Small teams don't want a separate tool for every admin task. Leave requests and balances, mileage for home visits or field work and expense receipts sit next to the hours, all included in Core. Volunteers can record the trips they make for you as well.

Approved periods go to payroll as an SD Worx-format export or a configurable CSV or XLSX file, or through the REST API. Connectors for Loket, Nmbrs and AFAS are coming soon.

Respectful of staff and volunteers

People join a nonprofit because they care about the cause, not to be monitored. TimeTracking takes no screenshots, does not log keystrokes and does not track location. It records start, end, breaks and the project, and nothing more. Data is hosted in the EU, in Ireland.

Frequently asked questions

Is TimeTracking free for small nonprofits?

Yes, for up to 5 users. Above that, Core costs €1 per user per month and Pro €3, with no add-ons and no seat minimum.

Do volunteers count as users?

Yes. Everyone who logs hours is a user. You only pay for active users, so volunteers who help occasionally can be deactivated in between.

Can one person split their time over several grants?

Yes. A day can be split over several projects, and reports show the hours per grant, person and period.

Can I export hours per grant for a funder report?

Yes. Export approved hours per project and period as configurable CSV or XLSX. TimeTracking does not write the funder report itself; the export gives you the hours to put in it.

Does TimeTracking do accounting or fundraising?

No. It focuses on hours, leave, mileage and expenses, and exports them to the tools you already use.

Where is our data stored?

In the EU. The primary database runs in Ireland, and the list of sub-processors with their location is public.

Related pages

Try TimeTracking free

Free for up to 5 users. Core from €1 per user per month, everything included.

Start freeSee pricing