Billing clients is always a little annoying for small businesses and freelancers alike (heck, it’s even annoying for large businesses with full finance teams).

The need for accuracy, speed, and detail make invoicing a tricky experience. However, it does become more manageable when you know how to do it efficiently, giving you more time to code, write, design, or do whatever you need to be doing to actually grow your business.

Basically, streamlining your invoicing process with the right tools turns an unproductive time sink into a minor task. Many invoicing tools are available, but this quick guide focuses on one of the most familiar: MS Excel.

Read through for tips on how to quickly and accurately create an invoice in Excel. If you stay tuned ’til the end, we’ll also provide plenty of tips to fine-tune your small business invoicing strategy.

TL;DR—Key Takeaways

• While tedious, invoicing clients is a critical business task. Invoices record the hours and resources spent on a project and explain how and when clients should make payments.
• Microsoft Excel is a popular invoice-creation tool. Windows and Mac Excel users can create professional invoices using ready-made or custom-built templates.
• Essential invoice information includes the invoice number and date, client contact details, your business contact details, payment methods, and an itemized list of billable services. Every invoice must include a subtotal, which is often repeated 2-3 times during the document.
• Tips for efficient invoicing include recording billable hours, tracking time accurately, and communicating transparently with clients about payments before projects begin. Automated invoicing tools are also available to save time and cut errors.
• Specialist time tracking tools like Toggl Track may be better than Microsoft Excel. Users can automatically generate invoices from weekly reports, improving billing accuracy and reducing the need for manual data entry.

How to create an invoice from an Excel template

Invoices kickstart the payment process so businesses and freelancers can get paid on time for the work they’ve completed. For this reason, it literally pays to get your invoice details right.

If there are any inaccuracies, clients may ask for revisions. But naturally, you don’t want to spend any more time than necessary double-checking your hours and completed tasks. You want a streamlined system that works like clockwork.

Using an Excel invoice template is one of the most popular ways and easiest ways to solve this problem.

Microsoft Excel comes with many free invoice template options. You can use them as they are or customize templates to suit your needs. Customization is fine (and recommended, honestly); just remember to include all the details clients demand.

With that out of the way, let’s run through the easiest methods for building an Excel invoice for Windows and Mac users.

Windows

1. Start by loading a blank workbook on Microsoft Excel as normal.
2. Check your internet is active. Microsoft stores many templates on cloud servers instead of hosting them locally.
3. Now look for the search bar at the top of the screen. Type the word “invoices.” This loads a list of invoice templates.
4. The list is easy to scroll, so take some time to look around. You’ll find invoices for shipping, professional services, sales — the whole spectrum of billing options.
5. Find a professional invoice that suits your needs. There are many layouts and styles, and hopefully, one for your personal or business brand. Remember, you can preview every Excel template to make sure.
6. When you’ve found a template, press the Create button to open the Excel template on your device.
7. Once the template loads in Excel, you can start customizing it with your invoice details. We recommend adding your business logo (if applicable), your individual or company name, and contact information.
8. If you’re creating a template for an individual client, you should also add their contact details to the template.
9. Include fields for the invoice number, the due date, the completion date, payment terms, and a subtotal for the order. Most invoices also include an itemized list of billable tasks.
10. When you have included all relevant information, save the sales invoice in XLS format. Store templates in folders separate from completed invoices. To keep everything organized, create directories for each client and project.
11. Check you can save your invoice as a PDF file. Most clients expect to receive PDF invoices, so this is an essential capability.

You’re now all set to use the template in routine billing!

Mac

1. The process for Mac users is very similar. Start by loading a blank spreadsheet in Excel, then choose the “New from Template” option on the top menu bar to call up the invoice generator.
2. You should now see a menu of invoice template options, but not all of them will relate to business projects. For example, some invoice types deal with taxes or personal bills.
3. Clicking on a template brings up a preview. Click the “Create” button to download and open the template in Excel.
4. You can now edit the spreadsheet however you wish. As before, add vital details like your company logo and fields for the invoice date, payment terms, and headings for every itemized task. Remember the subtotal field at the base of the invoice and contact details for you and your client.
5. When every detail is present, save the invoice in XLXS format. Again, check you can easily convert invoices to PDF for sending to clients.
6. Store the Excel invoice template in a logical folder so it’s ready to use when needed.

How to create an invoice in Excel from scratch

Using ready-made Excel templates is fine for most users. In other cases, creating a completely new invoice is a better strategy.

For instance, you may want to focus on branding and use complex graphics. Or you may not be happy with the standard headers and data entry fields.

Whatever your reasons, creating your own custom invoice is an option. It’s a little more complicated, but following the step-by-step guide below should make the task manageable.

1. Start by opening Excel and creating a blank worksheet.
2. We recommend removing gridlines to make things easier to see. Go to the menu and choose “Page Layout.” Choose the “View” tab and click the untick option under gridlines.
3. Your canvas should now be clear. Start by adding an invoice header to communicate critical information, such as your business name (and company logo). Add:
   • An accurate company address
   • Your telephone, fax, and email information
   • The invoice date
   • Space for an invoice number
   • Remember to include the word “INVOICE” at the top.
4. Next, add a section for client details. Include the client’s postal address, phone number, and email address. You may also need to add a named contact (for example, in the accounting department).
5. The following short section includes space for the due date.
6. After that, you need room to add an itemized list of services (or goods) provided. We recommend using a table structure here. Add a column for work done, the date completed, and the unit price for each task. This generally involves hours worked and your hourly rate.
7. Add up every item at the bottom to create an invoice subtotal. This section tells clients the total amount they owe and should also detail acceptable payment methods.

Adding together many orders can be demanding, but this is no problem with Excel. The Excel SUM function works in invoice templates, just like standard spreadsheets. Use it to avoid embarrassing numerical snafus.

Should you use a free Excel invoice template?

The standard invoice templates available via Excel are fine for many tasks but aren’t ideal for freelancers and client-based teams. We decided to fill this gap by creating our own invoice template.

The catch is that…you’ll have to log into Toggl Track to use it. Sorry, we know. It looks a bit gimmicky. However, creating invoices in Toggl Track is super easy and intuitive.

You can add custom data in custom fields as well, such as the billing details for who gets billed, where the payment should be made, purchase order number, invoice ID, new invoice item, tax, and a custom memo at the footer of the invoice. The screenshot below highlights all the sections & fields you can edit.

Time-based billing tips for freelancers and small agencies

Before you start creating personalized templates or completing invoices, we feel it’s important to sit you down and talk a bit about accuracy.

Invoicing provides accurate information about work done, payment rates, and how clients should pay you. Get one element wrong, and the entire payment process grinds to a halt.

Toggl Track has been in the time-tracking business since the early 2000s, so we know how important accuracy is. Here are some quick tips to master the details and ensure smooth payment every time.

• 🧭 Establish clear guidelines about your payment rates (publishing them on your website or profile is a good idea). If you aren’t sure, check out freelance marketplaces to compare rates with similar professionals.
• ⌚ Decide early whether you charge for time and materials or use project-based rates. Hourly time and materials billing is more complex, requiring careful time and resource tracking, but it often delivers a more accurate picture of your business costs. Fixed costs are better when competing for contracts but require careful monitoring to stay within project budgets.
• 💸 Define what counts as billable and non-billable hours. Understanding what you can charge will shape your project estimates and work schedules. Never start a project without knowing what items should appear on your invoices.
• 🧑‍💻 Technology is your friend when billing clients. Invoicing software like Toggl Track lets you create weekly timesheets and start timers for daily tasks. At the end of the week, you can generate invoice data automatically, cutting the need for labor-intensive spreadsheet recording.
• 💬 Always communicate transparently with clients about fees or payment terms. Clients should know how to pay, the cost of your services, and when to make payments. Failure to provide payment information guarantees client queries and (eventually) late payments.

Automate invoicing with Toggl Track

With this, you should be all set to send your first Excel invoice if that’s your preferred method. But…wait a second before firing up a blank workbook.

Excel is powerful and familiar, but it’s not the only invoicing software in town. It’s probably not even the best option for invoicing hourly work.

Toggl Track is a great alternative. Our time tracking software makes it easy to record time spent on every task. You can itemize tasks by client or project, divide tasks between team members, and, most importantly, automatically generate invoices when required.

Excel invoicing involves time-consuming manual data entry. Toggl Track is different. Our automation features reduce human error and save valuable time for more important tasks. Even better, users can seamlessly integrate Toggl Track with QuickBooks accounting systems (plus over 100 popular business apps).

Basically, we think (and others do, too!) that Toggl Track provides a hassle-free way to combine time tracking and invoice creation. Discover more by creating a free account today.

Mastering the art of invoicing is more than just sending out bills — it’s the backbone of your small business. Without smooth cash flow and accurate financial records, everything falls apart faster than you can say “accounts payable.”

By understanding the most common types of invoices, you can turn that chaotic pile of bills and financial documents into a well-organized system. Here is how to do just that (including helpful tips on how to choose the right invoice for each situation).

Quick overview of different types of invoices (and when to use each)

• Pro forma invoices provide a quote or estimate before a sale
• Sales invoices request payment after delivering goods or services
• Overdue invoices remind clients about late payments (and the fees they may incur)
• Consolidated invoices combine multiple invoices into one
• Retainer invoices bill for recurring services not yet performed
• Interim invoices bill for work on a milestone basis
• Timesheet invoices bill based on tracked hours
• Final invoices are simply the last bill of a project
• Credit memos document refunds or invoice reductions
• Debit memos document additional charges or invoice increases
• Mixed invoices apply both credit and debit notes together
• Commercial invoices detail goods sold internationally
• Recurring invoices bill for repeated services or subscriptions

One-time invoices

Whether it’s a freelance gig, a special order, or a unique service, one-time invoices are perfect for capturing your standalone jobs. Companies and contractors often turn to these invoices when they need to bill for something outside their regular offerings.

But, creating and sending one-time invoices can sometimes be a hassle. You might forget to include important details, leading to delayed payment. It’s an easy fix, though!

Set up an invoice template specifically for one-time invoices that includes all the necessary fields — like a detailed description of the service or product, the date, and payment terms. Try using invoicing software to automate and track these (even better if it integrates with your favorite timesheet app). 

1. Pro forma invoice (provides an estimate)

Before you deliver goods or services, you deliver a pro forma invoice. It’s a preliminary bill outlining the expected costs and terms of the transaction, so you and your client are on the same page. And if you’re not, you can make changes before the work starts.

Include the following on your pro forma invoice:

• Detailed description of the goods/services you’ll provide
• Estimated cost of the goods or services
• Delivery date or project timeline

2. Sales invoice (aka a ‘regular’ invoice)

Once the work is complete, you can go ahead and send off a regular/sales/standard invoice (whatever you want to call it).

This invoice is a legal document recording the financial transaction between the seller and the buyer. Sales invoices allow you to maintain accurate financial records, which is vital if any disputes over payment terms arise.

Include the following on your sales invoice:

• Your billing information
• Your buyer’s billing information
• Relevant contact information
• A unique invoice number
• Invoice date
• Description of goods/services (quantity/price per item)
• Total amount due
• Payment terms (like any late fees or the payment due date) 

3. Overdue invoice (aka ‘past due invoice’)

Nobody wants to send an overdue invoice because their initial invoice wasn’t paid on time. But it’s the reality of doing business. Unfortunately, overdue invoices can impact your business’s cash flow and overall financial health, so sending payment reminders is important. 

You should first address the problem by sending a polite reminder to your client — maybe there’s an invoicing error you can easily fix. If they continue ghosting you, apply the late fees outlined in your initial payment terms to your overdue invoice.

This can encourage them to handle things, but if not, more formal actions like involving a collection agency or pursuing legal action might be necessary.

4. Consolidated invoice (combines many invoices)

Make things easier for everyone and combine multiple invoices into one, especially when dealing with repeat customers. This benefits both you and your client (which will strengthen your relationship).

In your case, you’re reducing administrative overhead and the chance for errors. On the client’s side, a single invoice makes it easier to track their expenses and manage payments. Both sides have better bookkeeping, and you don’t have to request payment constantly!

Long-term project or retainer invoices

If you’re engaged in ongoing work or have recurring services, this type of invoice is your go-to. Whether you’re working on a project that stretches out over weeks or months, or you have a client on a regular retainer, you’re going to choose from one of these invoices.

Long-term work requires you to accurately track your hours worked, maintain consistent billing cycles, and make any billing adjustments due to changes in project scope. To keep everything under control, use time-tracking tools (did someone say Toggl Track?) for hourly work. See if you can set up automated recurring invoices if your billing is consistent each cycle.

And always, always communicate clearly with your client about any changes in the project or billing. Transparency is key to avoiding disputes and fostering healthy relationships. 

5. Retainer invoice (for ongoing relationships)

When you have a long-term business relationship with a client, especially if you offer different services each month, sending invoices at regular intervals is smart. Clients may be willing to pay you a fixed fee upfront for future services rather than dealing with multiple invoices. 

Freelancers commonly work with retainer invoices on a monthly schedule. This can help you build stronger relationships with your clients, as they foster a sense of ongoing partnership.

6. Interim invoice (for expensive, long projects)

If you have a large project and need a continuous cash flow, you can bill your client at different project milestones with an interim invoice. Unlike final invoices, you’ll issue interim invoices periodically—often monthly or at predefined project stages—to reflect the work you’ve completed up to that point. 

Breaking down the billing process into smaller, manageable increments mitigates any financial risk and ensures you and your client are happy. Interim invoices keep both parties aligned on project progress and costs.

Your client doesn’t have to hand over a giant sum of cash in one go, and you don’t have to worry about not getting paid until the project finishes.

7. Timesheet invoice (tracks hourly work)

If you work in an industry like consulting, legal, or marketing, you likely bill by the hour. (And ideally, you’ll use a billable hours tracker to stay organized.) Timesheet invoices detail the billable hours you’ve worked, breaking down your hours or even minutes spent on specific tasks or projects. 

Imagine you own a marketing agency where each team member logs their hours on various client campaigns, from brainstorming sessions to content creation.

At the end of the billing cycle, a timesheet invoice is generated — listing each employee’s hours, the tasks they performed, and the corresponding rates. This transparency isn’t just best for invoicing hourly work; it also builds trust with clients, who can see exactly where their investment is going. 

8. Final invoice (summarizes entire projects)

When you’ve come to the end of a major project, you tie up all the financial loose ends with a final invoice. This comprehensive bill summarizes and outlines every aspect of your completed work—from initial consultations to final deliverables. 

It combines all those earlier interim invoices, adjustments, and outstanding balances. This gives you and your client a clear and concise overview of the financial transaction. Like many other invoice payments, this creates trust and transparency between both parties. 

Invoice memos for correcting previous invoices

Hey, mistakes happen, and if they happen to you, you likely need to issue a credit or debit invoice memo. These invoice formats correct errors in previous invoices, like if you overcharged or undercharged a client. Think of them as the “Oops, let’s fix that!” of the invoicing world.

Invoice memos come with their own set of confusions, like whether you need a credit or debit memo or both. You also need to remember to reference the original invoice you’re amending.

We can’t stress how important communication is here. Make sure your client understands why they’re receiving the memo, double-check your numbers, and always tie it back to the initial invoice. 

9. Credit memo (offers a refund/discount)

If you’ve ever sent an invoice only to realize you charged your client too much, the situation can be fixed with a credit invoice. This adjusts previous amounts to ensure the mistake is fixed and everything is accurate and fair. Credit notes outline the amount you’re crediting back to the client, which reduces the total they owe and keeps your accounting neat.

10. Debit memo (increases amounts owed)

Debit notes are the opposite of credit notes. You use them to increase the amount your client owes you. Maybe you forgot to include some additional services in the original invoice, or perhaps an error needs correcting. It’s ​​a simple document outlining the extra charges and ensuring everything is accurate and up-to-date. 

11. Mixed invoice (simplifies complex adjustments)

You can send a mixed invoice rather than separate documents if you need to credit and debit a client in one go. Maybe you overcharged for one service but forgot to bill for another (hey, things happen). Just as you might send consolidated invoices to make everyone’s lives easier, the same idea applies to mixed invoices.

Other miscellaneous types of invoices

These last two invoices are unique — commercial invoices are used in international trade, and recurring invoices are common for subscription-based services. You need to maintain accuracy to avoid any customs delays and stay on top of any changes in subscription plans. Meticulous record-keeping is your best friend for these two different invoices.

12. Commercial invoice (for international trade)

You’ll need a commercial invoice for customs and tax purposes if you’re conducting international trade. These are more complex than others, as their function deals with cross-border trade.

13. Recurring invoice (for subscription-based services)

Recurring invoices automate the billing process, ensuring clients are charged consistently and on time for ongoing services. This saves you a ton of administrative hassle and promises a steady cash flow. 

Service providers operating on a subscription-based model typically deal with recurring invoices. They’re a great way to maintain strong, long-term client relationships by providing an easy and predictable billing experience.

Overcoming common invoicing challenges

The invoicing process isn’t always a breeze, and adding more tedious tasks to your workflow is the last thing you need.

Let’s tackle the most common invoicing challenges head-on and explore practical solutions:

• ⏰ Late payments: Implement clear payment terms at the beginning of the client relationship and use automated reminders as a gentle nudge.
• ✏️ Invoicing errors: Use invoicing software to automate calculations and reduce manual input.
• 🤯 Managing multiple client accounts: Centralize account management with a dedicated invoicing system for electronic invoices.
• 🌊 Cash flow management: Send invoices promptly. Consider retainer or interim invoicing and track payments closely.

Using Toggl Track for invoicing

Busy business owners and professionals should focus on delivering services instead of managing timesheets and invoices. This is easier said than done, which is why tools like Toggl Track are recommended to streamline billing efficiently and accurately. 

Simply take your weekly report and generate a digital invoice directly from that data. Customize it, download it, and it’s ready to send! It is that easy. Don’t believe us? Create a free Toggl Track account and see for yourself.

If you work in talent acquisition, you’ll know ghosting isn’t just a dating faux pas — it’s a recruiter’s worst nightmare. But it’s also inevitable if you haven’t taken the time to build a bond through candidate relationship management.

CRM (which isn’t to be confused with customer relationship management in the marketing world) isn’t just about avoiding the dreaded “It’s not you, it’s me” email. It’s about crafting relationships as strong as your next hire is talented.

We’ve sourced expert insights to walk you through the top tips, most effective tools, and strategies so slick you’ll be rushing to implement them…like, yesterday.

Ready to turn those maybes into definitelys? Swipe right on these insights! Er, keep scrolling to see our hiring tips.

TL;DR — Key Takeaways

• Candidate relationship management takes a strategic approach to attracting, engaging, and hiring talent. CRM applies to managing talent pools and building an appealing brand, but also applies to the hiring process, ensuring a high-quality candidate experience.
• CRM improves hiring quality by targeting potential hires who have the skill set you need. It also helps you build strong, long-lasting relationships with talented individuals, broadens your talent pool, and keeps candidates engaged.
• CRM systems include automated messaging, smart talent identification, candidate filtering, and personalization. Data analysis also helps companies understand recruitment performance.
• An essential feature of CRM systems is the ability to rate candidates based on their skill set and other assessments, allowing for a prioritized and comprehensive evaluation of each candidate’s suitability for the role.
• Companies can improve candidate management by researching the talent landscape. Personalized, consistent communication and streamlined hiring processes are so important these days. It’s also important to engage failed candidates and nurture new hires.

What is candidate relationship management?

Candidate relationship management (CRM) is a strategic method for overseeing engagement with past, current, and future job candidates. At a general level, CRM helps you manage talent pools, ensuring a steady stream of qualified applicants.

Effective CRM strategies include recruitment marketing to bolster your employer brand and engage potential candidates. It also enables you to use strategic communications to reach out to them effectively. Personalizing content encourages candidates to stay informed about new openings.

When done correctly, great candidate management enhances the hiring process, offering candidates clear communication regarding interviews, assessments, and role expectations.

Why is relationship management so important in the hiring process?

The job market’s heating up, and snagging candidates with the perfect mix of skills and spark? That’s become quite the challenge.

Candidate relationship management, in this case, isn’t just about attracting candidates but keeping the crème de la crème of talent. In a sense, it’s no longer just a piece of the recruitment puzzle — it’s the corner piece.

The two most important soft skills for recruiters in the coming years are….(drum roll please)….communication and relationship-building. 

The best recruiters must be great at building relationships and creating high-touch candidate experiences that will help them rise above the bots.

John Vlastelica, CEO of Recruiting Toolbox

Companies searching for the best talent must cultivate relationships and persuade candidates to choose their workplace. Fail to charm, and watch as those top prospects waltz over to the competition. That’s something most companies these days can hardly afford.

CRM solves this business challenge in three ways. 👇

1. Enhancing the candidate experience

CRM makes candidates more likely to accept job offers, which is an issue many companies face these days due to bad recruitment experiences.

Don’t think poor hiring experiences are hurting your recruiting process? Think again. 54% of candidates have walked away from a potential new job when the employer’s communication was more miss than hit.

Good CRM keeps candidates in the loop and engaged, meaning they’re usually more open to tackling in-depth assessments, giving you a clearer window into their potential. On the flip side, candidates reporting negative experiences are less likely to refer their contacts to your company.

“Today’s candidates have more options, and they know their worth! A positive candidate experience isn’t just a perk—it’s essential,” says Morgan Hayes, Burnett Specialists Staffing & Recruiting. “This means personalized interactions, transparent communication, and a smoother, more efficient hiring process.”

2. Building a healthy talent pool

Talent pools are often treasure troves of ‘almost was’ candidates who didn’t quite fit the bill before but are primed and ready for future roles.

By maintaining great relationships with these candidates, you’re able to activate those potential hires at any time (as long as they’re still looking for a job). Tap into that talent pool to spread the word about open positions and slash your time-to-hire in half.

3. Providing a competitive advantage

CRM strategies give companies a competitive advantage in a highly demanding talent market. This is mostly due to strong employer branding, as 50% of candidates say they wouldn’t work for a company with a bad reputation, even for a pay increase.

Companies that use talent relations and CRM techniques to identify the best talent and nurture those relationships hire better workers who remain in post for longer, too. Companies with a strong employer brand experience a 43% decrease in the cost per hire, for example.

That’s a huge advantage over employers who experience high turnover and attrition rates and must constantly look for qualified candidates every few months.

Follow this winning 5-point CRM strategy

Begin by auditing your own CRM processes to understand how your current CRM strategy is working out for you. Then follow these points to get your company back on track:

1. Discover

The best way to discover the most viable candidates? Assess the talent market! This means identifying where potential hires work or listing their resumes.

Considering job locations is important here, especially for roles in specific industries. For example, a full-time position in the entertainment industry might be more attractive if located in entertainment hubs like Culver City, CA, highlighting the importance of location in attracting the right talent.

• Conduct market research to discover what your ideal candidates actually want. Do they care a lot about corporate social responsibility? Do they hang out at specialist tech hubs or familiar haunts like LinkedIn?
• Analyze previous recruitment processes. Past failures highlight areas of improvement, which allows you to refine your talent relations.
• Current employees are a goldmine for candidate discovery. Use your best-performing staff as templates to create candidate personas to guide your CRM efforts.
• Keep diversity in mind. Post job ads on a wide range of boards to reach diverse communities and consider every possible source of talent.

2. Attract

After identifying promising talent, direct those individuals toward your talent management touchpoints.

• Tell compelling stories about your culture and mission. When writing blogs or emails, ask yourself — does this message encourage the reader to engage? If not, take a second look.
• Spread your message widely. Make good use of free social media platforms and professional networks. Use them to promote new roles and showcase your brand.
• Use job ads and job descriptions to clearly communicate role requirements. Also, remember to highlight your company’s unique attractions, such as mentorship programs, on-site fitness classes, or a fantastic selection of employee benefits.

3. Engage

Engagement is more than attracting sign-ups for email lists about future jobs or your company’s culture. It involves building long-term relationships with candidates from the first point of contact.

• Personalize recruiting messages using CRM tools. Content should meet individual needs, and candidates must feel valued after signing up.
• Include helpful recruiting content. Suggest training options, highlight industry trends, or provide career advice. It’s all about adding value at every touchpoint.
• Provide feedback to applicants. Update candidates about their test scores, work assessments, and interviews. Be transparent and honest without alienating or angering potential hires.

4. Hire

Candidate management continues even after contacts apply for open positions. The selection stage of the hiring process is usually where efficient CRM kicks into gear.

• Design streamlined interview processes. Strategic interviews with fewer questions ensure you’re not wasting anybody’s time.
• Use competencies to design laser–focused assessments. Test the skill set and essential qualities for each role. Use online testing to ensure a consistent experience.
• Remove hiring bias. Use screening tests, diverse interview panels, and candidate scorecards for interviews.
• Communicate with candidates quickly and constructively. Let applicants know where they stand and provide valuable feedback for unsuccessful candidates.

5. Nurture

Managing candidate relationships continues post-hire and after rejections. Background communications and onboarding are vital to maintaining a thriving talent network.

• Onboarding programs should convey your company’s mission. Onboarding should feel like a natural extension of your recruitment marketing, meaning each new hire must be equipped with the knowledge they need to succeed.
• Stay in touch with failed candidates. Keep previous applicants in your talent pool, then inform them about upcoming vacancies. Log their skills, provide advice, and entice them back for future applications.
• Ask applicants about their experiences. Did they enjoy the recruitment process? If not, why not? Use feedback to improve your hiring process.
• Celebrate candidate successes. Content should showcase successful employees and your vibrant company culture. Promote a culture of contacts on the outside who want to join.

Tips for engaging candidates (straight from our talent team)

Our talent acquisition team here at Toggl Hire has plenty of experience with engaging candidates. They’ve shared their top tips and recruitment best practices for making candidates stay interested and feel appreciated during the application process.

Acknowledge every candidate in some way

Even a little communication with candidates goes a long way. Nearly every job seeker has been ghosted during an application process (80% of hiring managers admit to ignoring candidates after initial interactions).

Odds are, they’d prefer a firm answer and even a short explanation of why they weren’t a good match. Even a quick “Thanks for applying!” can make a world of difference. It shows you respect their time, keeps your company’s reputation positive, and who knows—that candidate might be a perfect fit for a future role. 

Know where to automate and where to highlight humans

Figure out the best tasks to automate and those where a human touch is necessary. 76% of HR leaders agree they’ll lag in organizational success if they don’t adopt and implement generative AI in the next 12 to 24 months.

AI recruitment automation is great for speeding up tasks like sending confirmations or scheduling interviews, but don’t forget that personal connections matter, too. Make sure to have real people involved in the communication mix, especially when answering questions or providing feedback. 

Actually implement the feedback you get

You should be measuring candidate engagement levels (and we’ve got more on that later). But what are you actually doing with that feedback? When candidates share their thoughts or concerns, let them know you’re truly listening. Maybe candidates are telling you your job description was a bit unclear. Actively implement their feedback where possible and update them on the changes made.  

Do you need candidate relationship management software?

Unlocking the full benefits of CRM requires the right software. The right technology enables data-driven hiring decisions, boosts candidate engagement, and helps reduce administrative burdens.

Relationship management software varies, just like the needs of recruiters. However, common components include:

• Automation: Automated messages allow you to contact talent pool members to inform them about job openings, which boosts candidate engagement. You can also use these tools to contact applicants during hiring to ensure a uniform candidate experience.
• Data visualization: Use the right CRM software to visualize your talent pool. Isolate the best places to look for talent and understand where the candidate pipeline is failing.
• Filtering: CRM systems help recruiters filter talent pools by qualifications, experience, or location. Recruiters can use that information to identify relevant audiences for brand communication or highlight the right talent for job invitations.
• Personalization: Most CRM software allows you to segment candidates and then deliver targeted content ideas or tasks based on data, such as job recommendations or relevant blog articles to write to attract similar talent.
• Analysis: CRM technology collects data about how candidates engage with content, web assets, and application portals. Organizations can use this information to identify weaknesses like poor diversity outreach or low click–through rates.

Best candidate management tools of 2024

The CRM market is highly competitive, with more than a few CRM platforms to choose from. Our biggest tip is to choose the recruitment CRM software that best serves your unique business needs.

For example, if you need help managing a talent pool, choose a tool that makes that easier. Or, if you need help integrating candidate management with assessments and interview analysis, try assessment-focused software.

Consider ease of use, integration capabilities, and scalability, too. If you’re unsure, contact the vendors for a demo. Free trials also let you sample providers to find a great solution.

Toggl Hire

We designed Toggl Hire’s tools with ease of use and efficiency in mind. You can screen candidates and assess skills at the start of the recruitment process, use those results to immediately filter candidates by skills, easily remove unsuitable candidates, and focus on top talent.

Toggl Hire also helps hiring teams retain the attention of top candidates after assessment. Automated communications streamline recruitment, providing valuable feedback for candidates without much work from recruiters. Additionally, recruitment gamification, such as skills tests and assignments, encourages participation while reducing candidate dropouts.

While our features don’t include branding tools like a career site, they supplement CRM systems by helping you assess potentially great applicants as soon as they enter the recruitment pipeline.

💰 Price: Toggl Hire pricing is transparent, and users can access a fully functional free account. Paid plans start at $20 per month when billed annually.

TalentLyft

TalentLyft combines standard CRM features in a single recruiting platform, allowing users to control everything from candidate sourcing and tracking applicants to marketing and data analytics.

What stands out about this CRM tool is it allows you to leverage social media and niche networks like GitHub to build a robust talent network enriched by seamless employee referrals.

However, the heart of TalentLyft is its applicant tracking system, a hub where HR can collaborate on candidate evaluations, and recruiters can easily schedule interviews and follow-ups.

TalentLyft is ideal for teams interested in automating workflows. Its comprehensive features connect sourcing and applications and integrate well with talent assessment tools.

💰 Price: Free trials are available. Starter packages cost $73.50 monthly for two job slots and unlimited users.

Beamery

Beamery is a similarly advanced CRM. However, this software focuses mainly on managing talent pools (or “talent lifecycle management”).

Beamery is ideal for organizations with constantly changing talent pools and demanding skill requirements. On the publicity side, personalized WhatsApp or SMS messaging ensures you can reach candidates directly. AI tools analyze candidate skills and enable advice–led interactions with potential hires.

These features make reaching and activating passive candidates easier. Even better, Beamery’s communications setup feeds neatly into skills-based recruitment pipelines.

💰 Price: Beamery offers free trials, while subscription prices depend on the project scope. Unfortunately, pricing isn’t publicly available.

Avature

Avature’s SaaS CRM suite is all about customization. AI–powered sourcing and marketing tools help you discover and enthuse talent, while automated workflows create clear, smooth hiring pathways for candidates and make life a whole lot easier for recruiters.

What’s great about Avature is HR teams can tailor projects for different markets. For example, companies can add referral programs, implement flexible candidate engagement strategies, or even integrate their candidate management strategy with DEI goals. Talent maps and research tools also help teams develop insights about essential skills.

Avature’s REST API also integrates with ATS and candidate assessment systems, making it easier to link every stage of the recruitment process.

💰 Price: Avature does not offer a free trial. Prices vary according to the features you need. Unfortunately, pricing isn’t publicly available.

Qualtrics

Qualtrics’ talent acquisition tools revolve around candidate experience, allowing recruiters to measure touchpoints for candidate management processes.

This includes website experience, applications, screening resumes, and interviews. Survey feedback helps you serve candidates better and cut your cost per hire.

💰 Price: Qualtrics isn’t cheap, costing $1,500–$5,000 annually. However, you can combine basic packages with other hiring tools like Toggl Hire to keep costs low.

How to measure CRM success

So, you’ve got your CRM system up and running — that’s great! But just like any other hiring strategy, you need to keep tabs on whether all that effort and investment is actually moving the needle. After all, you didn’t splash out on a CRM just for fun, right? 

It’s important to align your metrics with your recruitment goals, making sure every effort supports your strategic hiring objectives. This means tracking both quantitative and qualitative recruiting metrics:

• Candidate engagement levels: Keep an eye on email open rates, response times, and how often candidates interact with your communication — these will give you an idea of their interest. High numbers in these areas mean your CRM is working its magic to keep candidates hooked.
• Time-to-hire: This metric clues you in on how well your CRM is fast-tracking your recruitment process and shrinking those hiring timelines. A low time-to-hire means you’re efficient at filling roles, which is great for both your team and candidates.  
• Quality of hire: Want to make sure your CRM is getting the job done? Tracking post-hire performance and retention rates shows you the quality of your recruitment pipelines, letting you see the results of your recruitment efforts in action. 
• Candidate satisfaction scores: To gauge candidate satisfaction, try sending out quick surveys or asking for casual feedback to get a candidate net promoter score. Depending on the verdict, you’ll know if your CRM is making the application process a breeze (or a headache) for candidates.

Emerging candidate relationship trends to keep an eye on in 2025

Innovation never takes a break, and your innovative recruiting strategies shouldn’t either if you want to keep up with the competition. As we step into 2025, here are the top trends HR leaders identify regarding candidate relationships.

🦾 AI will streamline the hiring process

What recruiter doesn’t want their job to be more efficient? AI is transforming every industry and every department—HR is no exception. 

“For the first time in years, there’s a fundamental shift coming to talent acquisition, and it’s driven by AI and automation,” says John Vlastelica, CEO at Recruiting Toolbox.

AI can automate mundane tasks like writing job descriptions and sorting through applications. It can also assist in customizing outreach messaging and candidate sourcing, something HR leaders and job seekers will appreciate.

🫂 Empathetic leaders will attract more engaged workers

It’s no secret employees value a good work-life balance and leadership that truly cares about them. But being an empathetic leader also makes you a more effective recruiter.

If you can understand candidates’ needs and perspectives, you’ll build a better rapport and make smarter hiring decisions. And it’s been proven that empathetic and supportive work environments reduce stress and burnout, leading to better job performance.

“The best recruiters are true advocates for their candidates,” says Pooja Singh, Senior Executive of Talent Acquisition at Taggd. “It’s not just about filling roles; it’s about genuinely caring for people and ensuring they are set up for success.”

Empathy is a skill that can be learned and improved upon all the time. Check out this video from Simon Sinek on why empathy matters:

🪜 Companies will need to provide opportunities for advancement or upskilling

Setting your employees up for success also sets you up for success. Job seekers value companies willing to invest in them and help them grow. This strategy helps you fill critical skill shortages and boost employee retention rates by promoting internal career progression.

Employers believe 44% of workers’ skills will be disrupted in the next five years, so it’s time to start future-proofing your workforce. 

“Opportunities for upskilling and career advancement are crucial,” says John Cooper, Managing Director at Alexander Lyons Solutions. “Companies are now investing more in training and development to attract top talent.”

📩 Replies and feedback will become more standard

Right now, it’s not uncommon for job seekers to get ghosted (92% of candidates admit to this happening). It’s not a great feeling, and it reflects poorly on your company.

With applicant tracking systems (like Toggl Hire) becoming more commonplace in 2025, there’s no excuse not to get back to applicants, even when you’re engaged in high-volume hiring. 

“The very least we can do for our company reputation is ensure every candidate who applies for a job receives a reply, and everyone who is interviewed receives feedback,” says Ruth Miller, HR trainer and consultant. “99% of companies don’t do this, so you will stand out in a crowded market.” 

Start building relationships with Toggl Hire

There’s no doubt about it. Nurturing relationships with potential hires improves your chances of attracting top talent.

And just to reiterate how true that is, remember: 58% of job seekers have turned down roles due to poor candidate experience.

The solution? Strategic candidate relationship management strategies that help you create a reservoir of suitable, engaged, and qualified applicants. However, we understand it’s hard to cover all those bases (and more) without the right tools.

Toggl Hire can help you achieve your CRM goals. Our easy-to-use screening tools make maintaining a healthy talent pipeline effortless. Candidates receive instant feedback about their scores, and they (and you) also benefit from blind hiring practices that avoid unconscious bias.

Employees are constantly told how important it is to manage their time. The promise of more space in the day, better productivity, work-life balance, and less stress is so enticing. But sadly managers rarely offer much guidance on how to actually get there.

While there are several ways to help employees learn how to better manage their time, teaching them how to set SMART time management goals often them specific, measurable, achievable, relevant, and time-bound ways to ensure they maximize the value of their hours.

These goals help employees stay on top of their schedule by clarifying what they need to do and when they need to do it. If you’re unsure where to start, we’ve compiled 15 great practical examples of SMART time management goals to help your team achieve more with less hassle.

TL;DR—Key Takeaways

• Managing time effectively is a skill that can be turned into a habit. For example, being bad at meeting deadlines isn’t a moral failing; it just means you haven’t practiced the skill enough.
• Time management is vital for productive, fulfilling work. It leads to more efficient use of work time, reduces chances of procrastination and burnout, and improves prioritization.
• Setting SMART goals when managing time helps you take actionable steps to actually get high-impact work done in the allocated work day. When your SMART time management goals are specific, measurable, achievable, relevant, and time-bound, there’s no more spilling over into personal time or catching up on weekends.
• Time blocking, setting weekly priorities, taking time to reflect, and tracking time with an app are all great time management techniques to help you make the most of your 24 hours.

Understanding the core essentials of time management

There’s a common misconception the world is split into two kinds of people — those who are good at time management and those who aren’t.

Those in the second group can often experience stigma via the horn effect — a cognitive bias in which a negative perspective of one element of someone’s personality influences how people perceive their other traits.

In addition to being untimely, they’re often perceived as disorganized, scatterbrained, and even unprofessional, by extension. This might lead to internal shame, making it hard to discuss and improve.

In reality, time management is a skill, not a character trait. It is morally neutral. The more you work at it, the better you’ll get at it…like any habit. Understanding this yourself and then instilling it in your team is a great first step to quashing missed deadlines once and for all.

Placing the burden on your team to improve their time management is unfair and ineffective. You wouldn’t expect your team to become better designers without investing in training, frameworks, and mentorship. So, why do the same with time management?

Below, we’ll share some specific examples of how you can effectively support your team. But first, let’s walk you through a few of the benefits you’ll reap from doing so to make sure you’re really on board with how important this all is.

Why set time management goals?

Setting time management goals helps your team reduce wasted time and feel empowered, calm, and in control of their workdays. This investment pays dividends in five big ways. 👇

Better work-life balance

Setting time management goals gives your day structure. It helps prioritize and schedule tasks efficiently within working hours, so you never find yourself checking Slack or sending “one quick email” during engagement party drinks. By optimizing your pockets of time to focus only on what matters, you boost productivity and overall well-being with a better work-life balance.

Less procrastination

By setting yourself a roadmap to meet deadlines, you break tasks down into manageable steps. These are less overwhelming to tackle than a whole mountain. Use small wins to build momentum and get in the zone. Working on this habit consistently will decrease procrastination and free up time for personal activities.

Learn how to prioritize impactful tasks

Prioritization and time management go together. If you can effectively identify high-impact tasks, you can build a plan for your time to make sure they get addressed. It can be tempting to procrastinate big things with less critical work, especially if they’re tasks we feel less capable of or don’t enjoy. Remember, being busy is not the same as being productive. This is a one-way road to burnout. Speaking of which…

Reduced risk of burnout

Managing your rest is just as important as managing your work. If you don’t know how much time you actually have to spare, it can be easy to find yourself in “omg-I-overcommitted-and-now-I’m-stretched-so-thin-I’m-gonna-burst” land. That’s not good for anyone’s stress levels and can lead to burnout.

Longer periods of deep work

Use time management techniques to create dedicated chunks of uninterrupted time. This allows you to focus for longer periods of deep work. Eliminate distractions, set a timer, and don’t look up till it goes off. This structure is great for high-importance activities with no hard deadline. By tapping into your concentration, you make better use of your time and have a more productive workday as a result.

15 SMART goals for better time management

SMART goals are crucial for effective time management. They’re specific, measurable, achievable, relevant, and time-bound. Here are 15 examples of SMART time management goals in action.

Set daily priorities

Daily priorities keep you organized and on track instead of veering off course with distractions. You can use different frameworks to decide on priorities, but overall, a priority can be considered urgent and important. This keeps your workload realistic and specific.

💡 Example: I will start every work day by identifying the top three tasks on my to-do list. I’m not allowed to move on to other activities until these three are done.

Time blocking

Time blocking is a SMART goal that enables you to track your time on certain tasks while keeping them time-bound. This can mean allocating specific time slots for different tasks throughout the day to minimize distractions and increase focus.

💡 Example: I will spend two hours every Friday morning from 9 to 11 a.m. working through a leadership development course to help me achieve my goal of becoming a manager next year.

Use the Pomodoro technique

The Pomodoro technique keeps you working in focused 25-minute sprints, followed by a five-minute break. You can repeat as many intervals as you’d like. It’s a great technique for concentration and productivity and is useful to push through tasks you’ve been avoiding or feel like a drag.

💡 Example: I will use the Pomodoro technique to clear my inbox and reply to everyone who needs an answer from me.

Limit meeting times

Bad meetings are not often SMART (especially if you get stuck with coworkers who have no sense of organization or urgency). They’re notorious for being nonspecific, leading to no measurable next steps, and often running overtime. Limiting meeting times could be a big win for reclaiming your time.

💡 Example: I will allocate three hours of my time per week for meetings. Every meeting must be limited to 30 minutes and have a clear agenda that is best served by meeting in real-time.

Delegate tasks

If you have too much on your plate, use the Eisenhower Matrix to do a quick analysis. Delegate anything urgent but not important. This will free up your time and mental space for bigger and better things.

💡 Example: Every Monday morning, I will spend 30 minutes analyzing my week’s to-do list with the Eisenhower Matrix. Anything urgent but non-important will be delegated accordingly before lunchtime. This way, I can streamline my week and focus on my high-priority tasks.

Track time spent on tasks

What you can’t measure, you can’t improve. So if you don’t know where your time is going, tracking it might be a good way to go. Over time, you’ll accumulate data on how long different tasks take you, making it easier to allocate time for them accurately in the future.

💡 Example: I will use a time tracking app to measure how long different tasks take so I can design an attainable workflow within an accurate timeframe.

Set weekly goals

By establishing specific goals to achieve each week, you can get more done in less time. This streamlines your focus toward daily tasks that move the needle. The sense of accomplishment you get reflecting on the week will make you feel more fulfilled at work, which boosts well-being in your personal life, too.

💡 Example: I will set 20 minutes aside every Friday at 4 pm to establish specific, measurable goals for the week ahead. I will track progress daily, aiming for a weekly success rate of 80% or more.

Eliminate distractions

Distractions are more than notifications on your phone. They can be noisy environments, cluttered workspaces, or overly social team members. Eliminating even one of these per week from your work environment can be hugely beneficial to your creativity, productivity, and overall focus.

💡 Example: I will keep my phone on do-not-disturb mode until the biggest three tasks of the day are completed (see point 1).

Review and adjust

Proper time management is an active process that requires regular reflection and revisions to keep working. Even something as simple as allocating 15 minutes at the end of the day to plan for tomorrow is a great way to improve your time management skills over time.

💡 Example: I will spend one hour at the end of the month reviewing the data from my time tracking software to understand how much time different tasks took and where I can make improvements.

Batch similar tasks

Multitasking is cognitively taxing. It’s much easier on your mental energy to group similar tasks together. That’s why it is easier to write 10 emails in one sitting than to try to write one per day over two weeks.

💡 Example: I will dedicate two hours every Tuesday to batch-creating five videos for social media and scheduling them to go live throughout the week.

Use a task management tool

When juggling tasks manually, it’s easy to make mistakes. Project management software can help organize your workflow and remove overwhelm. Most options on the market offer features that centralize tasks, deadlines, and priorities, making it easier to stay on top of everything.

💡 Example: I will use a task management tool daily to track all my tasks, set priorities, and receive reminders for upcoming deadlines so nothing is overlooked.

Schedule breaks

Work is a marathon, not a sprint. Scheduling regular breaks helps recharge your mental energy and improve focus without burning out. Plan to take regular breaks when you feel you need them. It’s the best way to sustain long-term performance.

💡 Example: I will take a 10-minute break every hour to stand up, stretch, and spend some time without a screen.

Set boundaries

A healthy work-life balance is built on clear boundaries. Without these, work can easily spill into personal time. Protect your personal time by designating specific work hours. No email is important enough to derail an evening with friends and family.

💡 Example: I will close my computer and turn off Slack and email notifications at 5 pm every day. I will also place a hold on my calendar from 5 pm to 9 am so my team knows I’m offline.

Reflect on progress

Regularly reflecting on your progress helps you figure out what’s working and what’s not. By reviewing your achievements and challenges, you can adjust your approach and stay aligned with your goals.

💡 Example: I will dedicate an hour on the last day of the month to reflect on where my time went versus how much impact it had. This will refine my prioritization in the future, ensuring I’m only putting my time against high-impact initiatives.

Learn to say no

Similar to setting boundaries, saying no is a key part of keeping your work-life balance, well, balanced. Taking on too much can distract you from your priorities. Learn to say no to things that don’t align with your goals so you have more time for things that do.

💡 Example: On the first workday of the month, I will review my responsibilities and identify any projects or tasks I don’t need to lead. I’ll drop or delegate these and focus instead on the more aligned projects.

Time management tips from the experts

We’ve learned a trick or two about time management in our (nearly) two decades in the biz. Here are our top tips:

😵‍💫 Time-block “interruption” tasks: Notifications from Slack and email are some of the biggest distractions at work. Don’t let them hijack your flow. Instead, batch the time you spend replying. 30 to 60 minutes in the morning and again in the evening should be ample. You’re not allowed to check these tools outside these windows.

🧠 Deep focus once per day: Aim for one 90-minute deep work session per day. Use this time to push forward on bigger projects, important tasks, and personal development. If you can do two sessions, that’s great, but it’s not a requirement for a “successful” day.

Use Toggl Track for more effective time management

Setting SMART goals is key for staying organized and productive while prioritizing tasks effectively. Time tracking is a great way to fast-track your time management strategies by learning where all your time goes.

Toggl Track empowers you to manage your SMART time management goals in three key ways:

1) Improves time tracking accuracy: Toggl Track Goals shows your team how their tracked time aligns with their goals, helping them understand its importance.

2) Helps your team prioritize: Toggl Track Goals provides clarity and helps your team stay focused on projects and tasks that matter instead of low-value work or admin tasks.

3) Boost motivation: Use streaks and other fun gamification features to celebrate wins and build accountability & recognition.

When I started my first real job in 2016, my boss asked me to put together a job ad for a marketer. I asked, very naively, “But what if too many people apply?” to which he said, “That’s a great problem to have.”

It was not. It turned out to be a big problem. About 90% of the 300+ job seekers did not read the description or meet the basic criteria, and we were overwhelmed with trying to find the best person for the job.

Yep, finding top talent is hard. And this problem only intensifies when you’re hiring at scale and dealing with a flood of unqualified applicants for multiple open roles. All at the same time.

To find your needle in a haystack, we’ve gathered some of the very best high-volume recruitment strategies our team personally uses and that we’ve confirmed others do, too.

TL;DR — Key Takeaways

• The most common challenges of a high-volume hiring process are needing more time, using the wrong application method, providing a poor candidate experience, and having a poor quality of hire.
• The best high-volume recruitment strategy is to automate the most time-consuming tasks in your recruitment process.
• Use data to identify the best channels for hiring and reach out to previous applicants to reengage them.
• The best practices for high-volume hiring include choosing the right ATS, keeping the process candidate-centric, and balancing speed with thorough candidate evaluation.

What are the most common challenges of the high-volume hiring process?

There are quite a few hurdles to overcome with your high-volume recruitment efforts. These are the most common ones a recruitment team might face and ways to overcome them.

Lack of time

Hiring managers have strict deadlines to meet. Yet, the average time to fill a position is 44 days. This means that usually, from the moment a job advertisement is posted until the moment they sign a contract, HR teams have about a month and a half to find a great candidate.

To make matters worse, the best talent is off the market in just a few days, leaving a short time frame to capture the cream of the crop in the available talent pool.

It boils down to two main problems.

• Not enough time: No matter how big your hiring team is, you can’t possibly review 100 applications in one day. And with some positions, that’s an understatement: the typical remote job posting could get 1,000+ applications.
• Too many roles: If you’re growing your team, just got a major funding round, or urgently need many roles filled, it can spell disaster. As you need to fill many roles simultaneously and quickly, this can lead to major errors and poor hiring decisions.

Application method

With large hiring needs, your application methods need to be adapted. The recruiting process should be simple and easy for the candidate and the hiring team.

For example, instead of a complex five-step application process, you can allow the candidates to apply with a skills test and sign in with their LinkedIn profile. Here is where we (usually) suggest placing skills tests in the hiring process, especially for high-volume recruiting.

Remember to make the application easy to access from any device, as candidates (e.g., those coming from social media ads) are likely to apply from their phones.

It all starts with job postings on the job boards. Indicate:

• Whether the position is open or not
• What the salary is
• What the required skills and experience are
• What is necessary and what is nice to have
• Whether the position is remote, hybrid, or on-site
• What the perks and benefits are
• What the rest of the hiring process is going to look like, for full transparency

With all of this information in one place (and a simple application process), you can ensure only the most qualified candidates apply.

Poor candidate experience

With so many applicants coming through quickly, your candidate experience (and, ultimately, company culture) suffers. As part of your high-volume recruitment strategy, try to avoid the common pitfalls of bad candidate experience, such as…

• Not informing candidates about their application progress
• Taking too much time to get back to the candidate after the application (or not getting back to them at all)
• Giving the disqualified candidates canned feedback (or no feedback at all)
• Not setting clear expectations for your open positions

This matters because 72% of candidates who’ve endured a candidate experience will talk about it with their peers. On the flipside, 65% of rejected applicants who enjoyed a good candidate experience are likely to apply to your company again.

Nailing a positive candidate experience can feel like a chore, but it’s a major asset to your employer brand and company culture. With tools such as Toggl Hire, you can automate major parts of the hiring process (especially communication), so handling large volumes of applicants is a breeze.

Poor hire quality

When you combine a lack of time with a large volume of job openings, the result is a suboptimal quality of hire. With thousands of applicants per role, most just won’t be great. However, you’ll have to spend time on them to find quality candidates and not let them slip through.

Automation with online skills tests solves this problem entirely. As the first step of the hiring process, candidates take a skills test to see if they meet a certain threshold set by the employer. Everyone who scores above the required grade goes to the next round. This lets you handle a large talent pipeline at a low cost.

9 great high-volume recruiting strategies for 2025

The talent acquisition landscape in 2025 is changing. An increasing number of remote jobs means a higher number of applications. At the same time, many companies are looking to streamline the way they get to new hires with an applicant tracking system, hiring CRM, or similar tool.

To find the right candidates in a sea of applicants, provide the best candidate experience, and make the right hiring decisions, you should consider recruiting strategies specifically built for high-volume needs.

1. Automate time-consuming processes and tasks

Any high-volume recruitment cycle contains a mix of repetitive tasks and processes. To keep things flowing, try to automate as much as possible without sacrificing the candidate experience.

For example, you can automate:

• Resume screening and skills testing with ATS tools to whittle down the pack and find the most suitable applicants
• Scheduling interviews with hiring tools so candidates select the most suitable time and date without the back and forth of an email chain
• Maintaining communication with potential candidates, for example, using automated feedback to inform candidates about their test scores or invite them to the next stage of the recruitment process

2. Diversify your sourcing channels

With the right high-volume recruitment strategies in place (and the right tools), you can afford to cast a wider net. In other words, besides the channels you traditionally use, expand your reach and try out new ones to determine what brings the best candidates.

Some places you can look into are:

• Specialized job boards (e.g., for remote roles, for specific industries, for certain minority groups)
• Online communities (LinkedIn and Facebook groups, subreddits, forums, etc.)
• Social media ads
• Referrals
• and others

As applicants start coming in, you can run the numbers and determine which channel brings the highest ratio of qualified to total applicants. Speaking of which…

3. Use data to optimize hiring processes

If you examine previous hiring cycles, you can unearth precious insights that save time and money today. You can examine possible bottlenecks, the best sourcing channels, candidate behavior, feedback, and more.

For example, you can consider:

• The quality of hire: Which hiring channel is the most likely to lead to a job offer?
• Application completion rate: Which types of job ads lead to the highest completion?
• Candidate Net Promoter Score: What type of application leads to the highest candidate satisfaction?
• The interview-to-hire ratio: What kind of interview process leads to the highest offer acceptance rate?

The more you hire, the more data points you can collect and refine your hiring efforts. Use those to create a robust database of recruiting analytics.

4. Reengage with past applicants

Building a talent pool of past applicants is one of the most rewarding activities you can do as an HR team. As you disqualify candidates for one reason or another, save their contact data and reach out occasionally to stay on their radar.

As you begin hiring for a new role, contact previous applicants. They’re now passive candidates and likely to seek a new role. More importantly, you’ve already done the hard work of screening them.

As time passed, they may have picked up new, valuable skills that would make them a great asset to your team.

5. Invest heavily in the candidate experience

A positive candidate experience is easier to achieve with 50 than 500 applicants. However, maintaining great relationships with candidates is not impossible. Investing extra effort can do wonders for your employer brand in the long term.

Some ways you can do this include:

• Communicating promptly: Informing candidates if and when they move to the next round
• Maintaining transparency: Setting candidate expectations for the hiring process and being honest about your hiring practices
• Managing expectations: Telling candidates when they will hear from you and holding up to your word

6. Use skills tests as the first step

Skills tests can be the shortcut you need to get to qualified candidates fast. While they’re useful at any step during the hiring process, they are invaluable initially. For example, you can include a link to a skills test in the job application instead of asking candidates to apply with their resume or cover letter.

The best part? Skills tests take less time to complete, and they eliminate the least qualified candidates at the very start.

7. Batch interviews or use async interviews

Even when you reduce the list of applicants, you’ll still have interviews to host. Although there’s no way to avoid this, you can batch the interviews and host a few at once to save time and resources. For example, consider a two-hour block with four interviews at a time.

You can also run asynchronous interviews and ask candidates to record themselves answering specific questions. This makes it easy for your team to review many applicants at once. Candidates love this approach, too, as they can squeeze the interview into their own busy schedule.

8. Balance speed with quality of hire

Time is of the essence, but sometimes, going fast can result in dropping great applicants.

In other words, you should be speedy at the beginning of the hiring process because most job applicants won’t be a good fit. This is when you should employ recruitment tools that help you trim from 100 to 10 applicants.

In the following stages, spend more time with those ten applicants and give them the attention they deserve.

9. Use artificial intelligence mindfully

AI tools such as ChatGPT can save massive amounts of time and money, but take care how you use them. Some solid rules to follow. 👇

Don’t use algorithms or keyword tools in your ATS to comb through your applicant lists faster. You could miss some amazing talent if your candidates don’t optimize their resumes for the right keywords.

Don’t use AI to craft job ads. You’ll put off more candidates than you attract and may even introduce gender bias into your job descriptions if you use vocab like “rockstar” or “ninja,” known to be masculine-coded.

Best practices for high-volume hiring (and common mistakes to avoid)

At Toggl, we typically receive hundreds to thousands of applications for each role. We’re accustomed to high-volume recruiting, and today, we’ll share the best tips to help you start the process.

Choose the right ATS

Your applicant tracking system should be purpose-built for high-volume hiring. This means it should be equipped with features such as:

• Robust analytics
• Integrations with the rest of your HR tech stack
• User-friendly interfaces for your hiring team and applicants
• Scalable plans and pricing options

When choosing an ATS, first determine the volume of candidates you may want to hire and then check out the features offered in the plan that suits your needs.

Don’t sleep on the importance of a candidate-centric process

No matter how many positions you have open and how many applicants are waiting for your response, never give up on providing a superior candidate experience. Even though it may sound complex and obscure, you can deliver an exceptional experience in just a few steps. For example:

• Always include the salary in the job description
• Be crystal clear about the responsibilities of the role
• Always follow up, even in the earliest stages of the hiring process
• Do not automate feedback for candidates that have gone through the later stages of the process
• Be transparent about the length of the hiring process, as well as each of the steps involved
• Treat each candidate like a human being, no matter how many applicants you have waiting in the queue

Consider candidate-centricity a long-term investment in your employer brand.

Balance speed with thorough candidate evaluation

It may seem like speed and attention to detail are at opposite ends of the spectrum with high-volume recruitment, but this is not the case. With the right tools and processes, you can have your cake and eat it, too.

Some examples include:

✌️ Evaluating candidates in two stages, like a skills test first and then a longer, take-home test where the applicant can really show their skills. You can then invite the very best applicants to an interview.

📄 Using a skills test as the first step in the hiring process to create a shortlist of candidates to interview.

🧑‍💻 Hosting structured interviews! Have an interview script to make it easier to stay on track and compare answers. Set up batches of interviews simultaneously and try techniques such as async interviewing to save even more time.

Which recruiting metrics should you use in your high-volume recruiting process?

The best recruiting metrics will depend on your unique goals and challenges. Typically, for high-volume hiring, these specific metrics should be on your radar:

Candidate experience

Measure this through surveys and feedback from candidates you hired or made it through the later stages of the hiring process.

Time to hire

The average time it takes from the moment someone submits an application until they accept a job offer.

Quality of hire

A measurement of how well someone performs after they’ve accepted the role and gone through the onboarding period. Measure this through performance, retention, cultural fit, and workplace engagement.

Offer acceptance rate

The ratio of job offers you have given and those the candidates have accepted. Ideally, this value should be as high as possible.

Sourcing channel effectiveness

A comparative measure of how well different channels perform in terms of bringing great candidates (e.g., job boards vs. specialized communities).

Screen a large number of candidates with Toggl Hire

High-volume recruiting can often feel like a compromise because you have to balance a large number of applicants with delivering a great candidate experience to each. But despite its challenges, effective high-volume recruitment is possible.

Tools such as Toggl Hire help you cut through the noise and save time where it matters. Regardless of the number of applicants, Toggl Hire reduces the initial pool to a handful of high-quality interviewees.

You’ll save time and money, provide a better candidate experience, and improve your quality of hire.

Try Toggl Hire out today by signing up for a free account or schedule a demo with our team.

Talent teams are living in the craziest hiring market of all time. Not only are there millions of people looking for jobs, a new listing with a remote tag is now open to, well… anyone.

Roughly 19 million new jobs were advertised in the first half of 2024, according to a report by Workday — a 7% increase from 2023. It’s safe to say most of those listings received hundreds (or maybe thousands) of applications.

But this article isn’t just about how competitive the job hunt is right now. 

I want to talk about some of darker issues brewing in talent acquisition during this lopsided hiring market. 

Biased hiring processes. Recruiters ghosting candidates. AI disqualifying people because of the wrong CV format. Months-long application processes with no clear steps. Talent teams, shackled by impossible hiring metrics, are increasingly rude or dismissive.

Tl;dr: The market is an absolute mess right now. 

And none of us who work in the industry should act surprised. How can you, when most companies have a talent acquisition strategy focused on quantity instead of quality.

So, how did we get here? And more importantly, how do we fix it? 🤔

The job market is f*cked. Who is to blame?

Let’s start with the obvious: we are living in a very unbalanced job market. 

There are way too little jobs. And way too many people looking for a job. In fact, data from Indeed’s Hiring Lab shows job openings are now tracking below pre-pandemic levels in the United Kingdom, United States, Ireland, Germany, France, Canada, and Australia.

It’s not just job listings that have changed. The power game between companies and candidates has also shifted. More companies are now acting like they are doing candidates a favor by offering them a job, which is becoming more obvious in the hiring process: 

• Companies are focusing solely on evaluating candidates, but are forgetting hiring is a two-way street and the candidates need to evaluate them as well
• More businesses are focusing on what they need instead of what a role has to offer a candidate
• Candidates are accepting jobs throw up red flags (or aren’t a good match) because it’s slim pickings

Then, there’s the layoffs, which have impacted us heavily in tech. Even though they have (somewhat) slowed, around 165,000 tech workers were laid off in 2022. Another 262,000 tech employees lost their jobs in 2023 and, as I’m writing this, the current count for 2024 is 142,532.

As I said earlier, the whole thing is a mess. 

So, how did we get here? 🤔

It started when candidates became numbers in a spreadsheet

Before everyone starts blaming talent acquisition teams for this mess, let’s get one thing straight. Most People Ops and HR teams want to be doing better with this situation, but it’s impossible in the current climate. 

Recruitment departments are being cut as companies scale back hiring, leaving fewer people to handle the hiring process. This has led to the bread and butter aspects of hiring, like being human, being neglected. However, with the average corporate job listing is now getting 250 applications, it’s impossible to expect our talent teams to be doing much more.

One tactic companies have resorted to is only considering the very best candidates for the hiring process. Bonnie Dilber, lead recruiter at workplace platform Zapier, recently told The Financial Times companies were receiving so many applications that it was impossible to consider all of them. 

“We have no reason to look at anyone who’s not top notch — other applications aren’t even being considered.” 

But to even find that 1% of talent to focus on, talent acquisition teams must screen out 99% of the candidates. And that’s a huge job. 

However, TA and HR aren’t blameless in this.

Most of our industry has failed to innovate. Instead of fixing a broken system, we’re scrambling to find shortcuts to meet hiring goals, like using AI to automate the screening process. 

The people who suffer the most are candidates. They get ignored. Their CVs are rarely looked at by a human. And then they spray off 100 applications a day in their desperate search for a role.

And the cycle continues. 

So, what can HR and TA teams do to start clearing up this mess?

🫡 Take responsibility for this mess and acknowledge (if you use an archaic hiring process) that your system can’t cater to the demands of the modern job market.

💗 Always remember there are real people behind the numbers in your spreadsheets. Reevaluate your hiring steps to make sure you evaluate everyone fairly, ensure transparent communication and always close the feedback loop, and treat people with respect.

🗿 Create a Hiring Philosophy. This is your guiding principles which should always reflect your way of recruiting, acting as the North Star of the whole process to keep you on track. Toggl’s Hiring Philosophy lays out our motivations, values, equal opportunity goals, and long-term planning to keep our People Ops department on the same page.

Our team must also ask themselves if they left an interview feeling energized and if the candidate would add immediate value to Toggl. If the answer is “No” or even “Maybe”, our TA team will have a simple answer: the candidate isn’t a good match for us.

We use AI to apply for jobs. We use AI to help hire people. But AI isn’t the problem. 

People love to point to AI as the reason the hiring process has deteriorated in quality. 

But AI itself is not an issue, and we should not get rid of it. The problem lies in talent departments not being smart about how we use it. 

I recently came across a company called Propellum that claims to help recruiters. A bit of digging found it actually scrapes job posts using AI algorithms to gather information without requiring personal interactions. AI can also take over on LinkedIn. Once a listing has enough applicants, AI takes over the work hiring departments should be doing. Just look at this 👇

“Using AI-assisted messages is easy. Once you’ve selected a candidate in Recruiter, all you have to do is click the button that says ‘draft personalized message’ and a unique and personalized message will be crafted for you to review, edit, and send.” 

Just think about the sheer number of applications we have just talked about each job listing receiving. That number will only grow as more companies explore remote work and remove geographical restrictions from their recruitment process. 

Don’t get it twisted. We absolutely need AI, but it should only automate parts of our hiring process that make sense. 

But I don’t want to let candidates off the hook with AI. A survey by Canva found about 45% of global job hunters were using AI to build or improve their CVs. ZipRecruiter’s quarterly New Hires Survey also reported more than half of all respondents admitted to using AI to help with their applications this year.

From where I see it, solving all this isn’t as complicated as a lot of talent managers on LinkedIn make it out to be. 

The answer is to bring some humanity and personality back into the hiring process. 

An argument for bringing humans back into the hiring process

In a perfect world, hiring should always be about quality over quantity. 

But we don’t live in a perfect world. We live in one where every job listing we post has hundreds (or thousands) of applicants. And talent managers just can’t read every single CV that lands in their inbox.

Let’s talk about what the core issue really is.  

The overwhelming majority of companies still base their hiring process around a CV — something that has been the only tool to hire people since the 1950s — and nobody wants to evolve. 

The harsh reality is CVs are not cutting it in today’s modern hiring process. Think about it. We ask for CVs, along with a cover letter and 3 references. We then deploy AI to skim for keywords on CVs because we receive too many to physically read. Then there’s the problem of the CV itself. It rarely tell us much, and all of us know people can lie about experience to get ahead.

But one thing applicants can’t fake is doing the actual work. 

That’s why it’s time for talent teams to rethink our approach to hiring and what our process needs to look like to not just scale, but survive, in this new age of hiring. The only way for talent managers to accurately assess candidates accurately and timely is to create an elimination funnel at the start of the hiring process.

At Toggl, we completely ditched CVs and replaced the very first step of the application process with a skills test. 

This small but powerful change not only helps us treat candidates fairly, but it also allows us to continue screening only candidates who are the best match for the job. 

But it also solves a huge problem for most modern companies: it frees up time to focus on finding the absolute best candidate for a role. This time spent forming relationships with candidates who pass the first hurdle can improve their experience and create a more personal hiring process.

Candidates want to be acknowledged. Talent managers want to acknowledge them. A small change like replacing CVs with a skills test can create a world where candidates get a better experience. And more importantly, you hire people who can actually do the job. 

Together, let’s fix this broken hiring market — one hire at a time!

We’ve never had so many demands on our time. Constant Slack messages, emails, side hustles, family time, fitness classes, trips…the list is endless, but the hours in our day are not.

So, how do we make the most of the time we have?

Educator and author Steven Covey set out to answer this very question. His research led him to develop the Covey Matrix, a time management framework designed to prioritize tasks more effectively and spend time more wisely.

We love that because our mission is to build tools that help people focus on what matters. By dissecting Covey’s actionable framework, we’ll show you how to pair our time tracking platform with this popular time management strategy.

TL;DR—Key Takeaways

• The Covey Matrix is a time management method from Steven Covey’s book The 7 Habits of Highly Effective People. It divides tasks into four categories by importance and urgency and is designed to help you prioritize effectively.
• The benefits of using this matrix are increased productivity, better work-life balance, better planning, and forming solid habits.
• First, write down all your tasks, then organize them according to importance and urgency. Important and urgent are the highest priority, followed by important but not urgent. Urgent but not important fall into the third category, and tasks that are neither important nor urgent are at the bottom.
• It’s common to mistake urgency for importance, so try to avoid this where possible. Knowing your long-term goals is vital for this.
• Time tracking with a tool like Toggl Track highlights where your time is going, so you can make the best use of this matrix.

What is Stephen Covey’s time management matrix?

If you’re into personal development books, you’ve probably come across The 7 Habits of Highly Effective People. Its author, Stephen Covey, was an American educator and business guru who dedicated his career to teaching leadership, time management, and personal growth.

One key tool from his famous 1989 book is the time management matrix which people use to identify their top-priority tasks and spend their time more wisely.

The four quadrants of the Covey time management matrix

The time management matrix consists of four quadrants, each representing a combination of urgency and importance. Understanding these quadrants is key to effective time management. Used properly, they can reduce stress, avoid burnout from constant urgency, and complete important activities in less time.

Quadrant 1: Urgent and important

Tasks in quadrant 1 are urgent and important. They don’t necessarily take a lot of time to complete, but they’re the highest priorities and require immediate attention — there’s no room for procrastination.

Even if you know about these tasks ahead of time, they can be stressful to navigate. Short-term deadlines, unforeseen emergencies, or PR crises can all fall into this bucket. Other important tasks on our radar for some time may creep into this quadrant if left unattended for long enough.

To keep on top of things, try delegating and staying proactive wherever possible to prevent lower quadrant tasks from escalating into this quadrant.

Quadrant 2: Important but not urgent

Quadrant 2 is important but not urgent. Tasks in this category may relate to personal development, long-term planning, networking, and relationship-building. Tending to these tasks can increase long-term success and fulfillment, but they’re easy to avoid because they’re not time-sensitive.

Time-blocking for activities in quadrant 2 is a shrewd move. This way, you carve out space in your week for these activities and build a consistent foundation for future achievements.

Quadrant 3: Urgent but not important

Managing your time in quadrant 3 can be tricky. Since the tasks are time-sensitive, they may feel important. But this is a trap because while these tasks are urgent, they ultimately don’t move the needle.

Quadrant 3 tasks might include non-essential meetings, interruptions through notifications, a sign-off on a social media post, or a design asset for an upcoming event. Proper time management for quadrant 3 could involve batching these activities.

For example, every day from 3 to 4 p.m. is your time to tend to any urgent but not important tasks. Another strategy could be simply setting some boundaries and delegating to someone else.

Quadrant 4: Not urgent and not important

Ideally, this quadrant will be empty. Tasks in this part of the matrix are unproductive time-wasters, like excessive social media use or useless meetings.

Identifying and minimizing how much time you spend here boosts overall productivity, mental clarity, and work-life balance.

Yet, finding solace in this quadrant is common as you avoid “real” or “harder” work. We’re all guilty of occasional procrastination, but if we want to stay productive and use our time well, we have to stay on top of these activities and replace them with tasks in other quadrants.

Benefits of using the Covey time management matrix (and other time management strategies)

Using the Covey Matrix alongside other time management strategies like time blocking and batching can be highly beneficial. Enhancing personal productivity and professional efficiency can help you get the most out of every 24 hours, leaving more room for work-life balance and the things that truly matter.

🧠 Increased productivity

The Covey Matrix identifies important tasks. Knowing what you need to do and then focusing on getting those things done first is very motivating, as you’ll see the project move forward faster.

It also reduces your chances of getting distracted since you know exactly what requires your focus. Your increased productivity has a ripple effect on all other projects, which progress more smoothly.

Imagine a marketing manager needs to do a strategic planning session but also has 30 emails to attend to. Using the Covey Matrix, we see the emails are in quadrant 3 (urgent but not important), while strategic planning is in quadrant 2 (important but not urgent).

By committing time to strategic planning, the manager can communicate a clear direction for the team, complete projects faster, and better align with long-term objectives.

⛹️ Improved work-life balance

Using the Covey Matrix properly helps you avoid being reactive. If you’re constantly working on urgent but non-important things, you’re living in a state of constant urgency, believing you lack time. On the flip side, focusing on long-term goals creates space for personal time, work-life balance, and self-care.

For example, scheduling family activities or self-care (important but not urgent) prevents them from being overshadowed by work emergencies (urgent but not important), leading to enhanced well-being, improved relationships, reduced stress, and a healthier, more sustainable work-life balance.

🏆 Solid (sticking) habits

Sticking with the Covey Matrix builds other habits that make productivity a natural part of daily life.

By regularly identifying tasks based on importance and urgency, you’ll become better at noticing when you’re dedicating time to non-essential things or when you’re in a reactive state, just dealing with urgencies of no importance.

You’ll naturally auto-correct where you put your time, which will boost focus and discipline without any extra effort. Over time, these habits lead to better decision-making, reduced stress, and a more organized approach to your work and personal life.

🗓️ Better planning skills

Finally, the Covey matrix improves your strategic planning. It teaches you to prioritize long-term goals over immediate but less important tasks. We admit this can feel counterintuitive, but over time, you’ll be less susceptible to distractions and better at proactive decision-making.

Mastering strategic planning enhances goal alignment, productivity, and career advancement through thoughtful, goal-driven actions, making it key for professional development and career advancement.

How to implement the Covey time management matrix

Follow these four steps to master the Covey method.

1. Create a list of tasks

Start by making a list of all your tasks, no matter how big or small — you need a comprehensive overview to prioritize them. Every task also needs a realistic deadline. If this is missing, assign your ideal date to work toward.

2. Assign your tasks to quadrants

The next part is tricky. You’ll evaluate every task and decide how urgent and important it is. It can feel tempting to say everything is important, but we must remain objective and honest in this assessment.

Ask these two questions to avoid confusing urgency with importance:

Does this task align with my long-term goals?

Tasks that contribute directly to your personal or professional growth, such as skill development, strategic planning, or relationship building, belong in quadrant 2 (important but not urgent). These are often overlooked but essential for long-term success.

Does it demand immediate attention, or can it wait?

Urgent tasks with tight deadlines or immediate consequences, like crises or critical meetings, go to quadrant 1. If a task is urgent but doesn’t serve key goals (i.e. you answered no to question 1), it’s likely quadrant 3.

3. Prioritize tasks based on the time management matrix

With your task list organized, it’s time to begin your in-quadrant organization. In quadrant 1, this is pretty simple — the closer the deadline, or the larger the consequence for this remaining unfinished, the higher the priority.

For quadrant 2, it’s a little more complicated. Since these strategic planning tasks aren’t urgent, you’ll want to set your own deadlines or milestones. Project management tools can help you track your progress and keep you organized.

4. Assess your productivity and make adjustments

Monitor how you use the matrix and reflect on how it makes you feel. Is it improving your productivity? Can you see any areas for improvement? This kind of reflection could even become a quarterly quadrant 2 task.

Be willing to adjust your approach based on what you learn through the process. This adaptability fosters continuous improvement, ensuring your prioritization system aligns with your evolving goals to enhance overall productivity.

Common mistakes to avoid with Covey’s matrix

Covey’s Matrix is straightforward, but there are two common mistakes:

☝️ Mistaking urgency for importance: This keeps you chasing urgent tasks, putting you in a reactive rather than proactive state, which is stressful.

✌️ Neglecting quadrant 2: Overlooking these tasks hinders personal and professional growth since you never set aside time for the work that helps you progress — even though it doesn’t have a deadline.

Remember, the Covey Matrix is one of many available time management methods. If it isn’t working for you, that’s okay. What’s important is you find one that does — for instance, the Getting Things Done framework, the 4 D’s of time management, or the Eisenhower Matrix.

Improve project time management with Toggl Track

Toggl Track displays how much time you spend on different tasks.

Detailed time tracking information can help you improve your use of this time management matrix and hone your time management skills. Its one-click start/stop timer syncs across every device, so you can track time on the go.

With customizable reports and project management tools, Toggl Track effortlessly enhances time management and productivity. We think Covey would be proud.

76% of legal firms report financial transparency as a top client demand. As a legal professional, one of the best ways to meet this expectation is to consider how you bill clients for your time.

The best way to do that (okay, one of the best)? Using billable hours charts as a structured and consistent way to manage the billing process. If that sounds confusing or complex, don’t worry — we’ve included a template here to get you started.

Bonus: Accurate time tracking underpins client billing, so we’ll also explore how Toggl Track can streamline your legal practice and enhance profitability.

TL;DR—Key Takeaways

• A billable hours chart is a standardized template that helps lawyers accurately track, calculate, and invoice their time.
• Billable hours charts are most commonly broken into 10 x six-minute increments, known as tenths. Tenths balance efficiency and accuracy, providing transparency to clients without creating unnecessary administrative overhead.
• Alongside billable hours charts, it’s important to follow timekeeping best practices, including keeping a close eye on your split of billable vs. non-billable hours.
• Use legal time tracking software like Toggl Track to capture all your billable and non-billable hours and automatically create detailed and professional hourly rate invoices your clients will love!

What is a billable hours chart?

A billable hours chart is a standardized template that helps lawyers accurately track, calculate, and invoice their time.

By breaking work hours into distinct increments, billable hours charts help you convert time worked into clear and transparent pricing models.

In turn, these pricing models help law firms improve invoicing accuracy, creating greater transparency, credibility, and client trust.

Why do lawyers bill in six-minute increments, though?

Turning minutes and hours into cash isn’t always straightforward. Sometimes, you’ll work on fast ad-hoc tasks; other times, you’ll work on full-day assignments. So, you need a way to calculate billable hours consistently.

To help, it’s common practice for lawyers to break their hours into six-minute increments, also known as tenths. Put simply, this breaks every hour into 10 x six-minute increments that can be multiplied against your hourly rate to work out an accurate billable amount for your legal work.

Here’s how those tenths break down into six-minute increments.

1-6 minutes	10%
7-12 minutes	20%
13-18 minutes	30%
19-24 minutes	40%
25-30 minutes	50%
31-36 minutes	60%
37-42 minutes	70%
43-48 minutes	80%
49-52 minutes	90%
55-60 minutes	100%

Sample billable hours chart

To bring the process to life, here’s a billable hours increment chart template you can use.

Using billing charts is all about multiplying your hourly rate by the billing increment you’ve worked. So:

Hourly Rate x Increment = Amount of Invoice

For example, let’s say you’ve worked 34 minutes on a tenths-based increment scheme; that’s 60% of an hour. If your hourly rate is $300, that’s $300 x 60% = $180. So, you’d be invoicing $180.

Minutes Worked	Billable Hours
1-15 minutes	0.25
16-30 minutes	0.5
31-45 minutes	0.75
46-60 minutes	1.0

Best practices for using an attorney billable hours chart

While billable hours charts might seem simple, they can easily become clunky, time-consuming workflows. Follow these best practices to keep them relevant and useful:

• 📄 Pitch your billing fairly. When tracking billable hours, find the balance between detail and efficiency. Logging and billing every email you send is probably overkill. But clients might get suspicious if you charge for hours of emails at a time. Align your increments to your work schedules to reach a level of detail that’s right for your clients.
• 🙅 Don’t pad your hours. For those working on larger increments, such as sixths or quarters, there can be a tendency to pad hours, claiming you’ve done more work than you actually have to hit the increment. If your team is padding, it’s best practice to lower your increments to offer better value and boost productivity.
• 🎯 Don’t focus on billable hours targets. All businesses need to make money, but focusing too strongly on targets leads to poor client outcomes. Instead, rely on capturing the right number of billable hours each day as accurately and fairly as possible. Doing this builds trust with your clients, helping you generate repeat work to hit your targets.
• ⏱️ Invest in accurate, real-time time tracking. Using your watch and an Excel tracker isn’t going to cut it. Accurate, real-time tracking software automatically monitors each of your tasks, ensuring no billable work falls through the cracks. It also removes the need for manual time entries, helping you stay focused on your clients rather than the admin.

A quick word about billable vs. non-billable hours

Not all legal services are invoiced the same way. To bill clients accurately, you must know the difference between billable and non-billable tasks. Let’s look at some common examples of tasks that fall into each category.

• Billable hour tasks. Client matters, including legal research, document drafting, court appearances, negotiations, planning workshops, and mediation.
• Non-billable hour tasks. Internal matters, including practice meetings, personal development, client development, and office management.

Can time tracking software increase profitability?

Talking of profitability, the best way to turbocharge your end-to-end billing process is to invest in time-tracking software, such as Toggl Track. Here are some of the ways we help legal professionals like you spend less time on administrative tasks and more on profit-boosting client work.

• Adaptable functionality. Time tracking is a cinch with our automated start/stop timer and manual time entry options that build a complete billable hours’ timesheet in a list or calendar view.
• Automated workflows. Put your calculator back in the drawer because Toggl Track does all the math for you, automatically turning hours worked into professional, client-ready invoices.
• Detailed reporting. If you want to dive deeper into your performance, we’ve got detailed reporting on cash flow, time per client, billable vs. non-billable time, and much, much more.
• Sync up with other systems. Whether it’s account, project, or full-scale practice management software, Toggl Track has a range of integrations to keep your data and workflows perfectly synced across all your platforms.

Don’t believe us? Check out our recent article on the 6 Best Time Tracking Software for Lawyers to see how Toggl Track stacks up against the competition. 👀

Start tracking billable hours more accurately

Billable hours charts are a quick and easy way to turn hours worked into accurate invoicing while building trust and credibility with your client. Most organizations break their hours down into tenths, but a range of different billing increments are available, including sixths and quarters.

While billable hours charts are a great start, nothing will turbocharge your time management better than an automated, user-friendly time tracking tool such as Toggl Track. With automatic start/stop timers, smart integrations, and automated invoice calculations, we’re proud to be the helping hand for legal professionals across the globe.

To boost profitability and streamline your billing practices, why not sign up for a free Toggl Track account today? There’s literally no time to waste! 😉

Peer interviews offer a deeper, more holistic picture of a candidate who might soon join the team.

However, they’re not only beneficial for hiring managers. Instead, you can think of peer interviews (like most interviews) as a two-way street: not only do they reveal the perfect fit for your team’s culture and dynamics, but they also amp up a candidate’s enthusiasm about becoming part of your crew.

However, to make these sessions productive, much depends on which questions to ask in a peer interview. Peer interviewers play an important role in managing these discussions to ensure the team’s focus remains on the most relevant questions.

TL;DR — Key Takeaways

• Peer interviews are a screening tool that helps candidates and their future peers establish whether they’ll work well together (before making a job offer).

• Is there a right way to conduct peer interviews? Well, if you utilize a standardized process and select the right peer interviewers, you’ll be off to a good start.

• A well-prepped peer interviewer team will understand the duties and responsibilities of the job role. We share two other tips to help interviewers prepare and ensure success.

• How do you evaluate a candidate’s answers? Using a candidate scorecard can be very helpful. We share 6 extra pointers to help you assess peer interview answers.

• Need ideas on what peer interview questions to ask? We share examples of specific questions that cover areas such as teamwork, motivation, and communication. Check them out below.

• Remember that before the peer interview stage, you need to know if the candidate has the relevant skills that will complement the team. Toggl Hire’s skills assessment features solve that with role-specific skills tests and questions created by subject matter experts.

What’s a peer interview?

Peer interviews are a recruitment technique in which team members (who will eventually work with the new hire) interview candidates. Hiring managers use these interviews to assess the candidate’s skills, culture fit, and often technical suitability for the role and general work environment.

Think of a PPC specialist joining a digital marketing team. Not only would it be great if they’re a good fit, but they’ll also need to show they have the specialized skills and expertise to add value to the team.

A peer interview is typically the final interview in the hiring process and the first occasion for the candidate to meet their potential new teammates. This can empower the candidate to check whether they’ll get along with the new gang and leave the team feeling empowered, too, knowing their opinion and judgment are valued and trusted.

So, how do you conduct peer interviews?

Well, here’s a list of tips to help you get started:

• Create a standardized process with clear goals so that getting everyone aligned is quick and simple

• Follow a structured interview format for consistency

• Be sure to select the right peer interviewers — those who have the relevant knowledge or whose work ties in closely with the new hire’s responsibilities

• Ask candidates for feedback so you can continually improve the process

• Schedule a debrief to collate everyone’s feedback while it’s still fresh

3 best practices for preparing the peer interview team

Here are three things to bear in mind to help your peer interviewers be prepared and effective:

🧱 Make sure the team understands the role’s job description, duties, and responsibilities. This can help keep the interview on track and ensure the team asks relevant peer interview questions.

💻 Review the candidate’s professional experience before the interview by browsing their CV or social media accounts like LinkedIn (but don’t get too stalky like some hiring managers during social media screening; their personal life is their business).

📚 If needed, provide the team with interview training, especially for anyone who hasn’t conducted a peer interview before. This could include information on common mistakes, active listening, and avoiding unconscious bias.

Keen to develop your active listening skills? Check out this practical video:

7 tips for evaluating answers to peer interview questions

Peer interviews have a slightly different vibe than other types of interviews. So how do you assess the candidate’s answers? Let’s explore a few options so you can avoid common peer interview mistakes.

1. Use a candidate scorecard. This can make it easier to reach a data-driven consensus on the interviewee.

2. Understand the job requirements. Ensure everybody knows how job requirements translate into the actions or past accomplishments that the candidate shares.

3. Observe how they deliver an answer. What does their body language or tone of voice reveal? (And don’t forget that they’re observing you, too!)

4. Don’t discuss candidates before all peer interviewers fill in their feedback forms. This helps avoid influencing each other! (Yes, we know it’s fun, but it can introduce bias). 

5. Engage in active listening. That way, you can get further info on something they mention that piques your interest.

6. Compare the candidates’ responses to the actual job requirements. Are they meeting the requirements with their experience and attitude?

7. Keep an eye out for any negative responses and red flags. This might include negative comments about former colleagues, a lack of interest, or even a sense of boredom when they answer peer interview questions.

20 common peer interview questions you can steal

Covering a good mix of situational, behavioral, and technical peer interview questions should help the team get a good idea of whether the newbie will make a great coworker and match your company culture! With that in mind, let’s dive into a few examples of common peer interview questions.

Teamwork

Teamwork skills are precisely what peer interviews assess. You need to know whether the candidate is a good fit for the team environment and broader company culture. Are they really a team player, or do they prefer working independently?

1. How do you encourage ongoing learning and professional development within the team?

2. How do you collaborate best with the rest of your team?

3. What’s important to you when giving and receiving feedback within the team?

4. What makes you a great coworker?

Underlying motivation

What really motivates the potential new hire to produce quality work? To learn more, you could ask questions like:

5. What would you say is the main thing that motivates you to do your best at work, and why?

6. What are the benefits of motivating other team members when the workload becomes nuts?

Ability to project manage

Whether a team is big or small, it’s important that everyone has the ability to project manage tasks. While not all team members feel comfortable chasing up on colleagues to wrap up shared tasks, this skill is vital to ensuring deadlines are met and the team is working efficiently.

7. Tell us about a time when another team member was running over a deadline for a joint task and how you handled the situation.

8. What are your strengths and weaknesses when it comes to getting collaborative tasks over the line?

Communication skills

Communication is a skill that’s essential for every work environment and can affect how well a new hire will collaborate or get tasks wrapped up. A candidate’s responses during the interview itself will reveal a lot about their communication style in the workplace, but here are questions that allow you to dig deeper:

9. I’m a hybrid introvert. Because I like people but I’m sometimes shy. How would you describe your communication skills?

10. Do you reach out quickly to ask questions or get help? Or do you sometimes stew on things and wait for the ‘right’ moment?

11. Tell us about a situation in your previous job where you had to make a tough decision and how you communicated that to your team.

Problem-solving

The ability to solve problems is a vital skill, no matter the role. A problem solver adds stacks of value to a team because they have a clear head in difficult or stressful situations and can often spot the simplest solution to a problem — fast.

12. What have you found is the best approach for dealing with a challenge in your job?

13. How would you rate yourself at problem-solving on a scale of 1-5? Why?

Ability to adapt

Things change faster than most of us are able to keep up with these days. This is especially true in software development companies, for example, where candidates must be able to learn, apply, and adapt quickly.

Meta-skills come into play here, too, as they can help employees be better prepared for change.

14. What helps you adapt quickly when you’re faced with a big change in a process or workflow?

15. Tell us about how you best coped with stress or handled a challenging moment in your past employment. Do you usually reach out to your team for help?

16. How do you handle workplace disappointment? What is your process like to adapt to those kinds of disappointments?

Emotional intelligence

A teammate with high emotional intelligence (EQ) is a win-win. This often includes conflict management skills and self-awareness. You can gauge their EQ level with peer interview questions such as:

17. Do you often consider how others in your team feel, especially in high-stress situations?

18. What impact do you think it could have if every team member considered their colleague’s emotional strengths and weaknesses when working with them?

Ability to take on new responsibilities

It’s essential that new hires have a willingness to grow in their role and take on new responsibilities as the company or department grows.

19. Tell us about a time when you had to take responsibility for a new task in your team and how you managed the process.

20. Can you share an example of when you had to quickly learn a new tool that was fundamental to your job and how you adapted?

Skills assessments: A must-have screening tool for peer interviews

Conducting a peer interview is a valuable step when interviewing applicants. It helps candidates and their potential coworkers see whether they’ll work well together. By asking relevant peer interview questions, it becomes easier for the interviewer to spot someone with the right sparkle for success! 😉

If a good match is found, it can help:

• Speed up the time it takes to complete team projects with a good team cultural fit.

• Amplify team camaraderie and boost morale.

• Ensure the new hire complements the company culture.

• Shorten the onboarding process.

But before you get everyone’s hopes up, you need to know if the candidate has the necessary skills to succeed in the role. Conducting skills assessments on potential candidates is essential before potential peers scope each other out.

With Toggl Hire’s skills testing features, you can evaluate whether candidates have practical, on-the-job skills through role-specific assessments. Test questions are created by subject matter experts, so you’ll quickly know who’s got what it takes and get them lined up for answering peer interview questions.

Share these common peer interview questions with the hiring manager and the rest of your organization to enhance your hiring process and, ultimately, your company culture.

Or, create a free Toggl Hire account now to access hundreds of skills tests alongside unique candidate management and candidate experience features to ensure a smooth peer interview process.

Optimizing operations is like trying to hit a constantly moving target as technologies change and customer expectations evolve. It’s hard; we get it. However, making a few adjustments to how you operate can really lighten the load.

Think about it this way: streamlining your processes means less time wasted on what doesn’t move the needle and more focus on what actually matters. This can lead to happier customers, more efficient teams, and even a nicer-looking bottom line.

If you’re ready to shake things up and make some impactful changes, you’re in the right place, because this guide explores how to streamline your business processes, reduce waste, and maximize productivity to improve your operational efficiency and reach your target goals.

TL;DR—Key Takeaways

• Operational efficiency relates to how well you use resources versus how much you produce with said resources.
• Operational efficiency benefits, like increased revenue and customer satisfaction, help you surpass competitors.
• Optimizing your operations is easy when you follow our 10 practical steps, learning from other businesses along the way.
• Using a productivity time tracker app (like Toggl Track) demonstrates how much time you spend on valuable and wasteful activities.

Why operational efficiency matters

Operational efficiency is about doing more with less to maximize productivity and minimize waste in your processes. While productivity relates to how much you produce, efficiency tells you how well you use those resources. 

The purpose of operational efficiency is to reduce the time your employees spend on activities that don’t add value to your company. Some non-value-adding tasks, like payroll or paperwork, are necessary to keep your company afloat. Others are completely useless.

Operational efficiency as a goal (or practice, really) can help you identify these wasteful tasks and show you which ones to eliminate and which to automate. 

Benefits of achieving operational efficiency

Operational efficiency is about more than doing certain things faster or cheaper. It’s about starting a chain reaction that affects every part of your organization, from business agility to customer satisfaction.

According to Gallup estimates, 62% of employees report ‌feeling disengaged, costing the global economy $8.9 trillion. Improving operational efficiency, therefore, frees employees from frustrating bottlenecks and helps them grow, boosting their engagement.

Other benefits include…

Reduced costs

When you pinpoint the steps in your processes causing waste, you can lower operational costs, reduce overhead, and ultimately achieve significant cost savings.

Imagine your supply chain management is becoming too costly. Dedicating time to becoming more operationally efficient can help you notice this and take appropriate action.

For example, you might reduce inventory holding costs by implementing just-in-time delivery. Now, you have a more cost-effective solution with the same high level of service quality.

Increased revenue

Efficiency can increase output by maximizing existing resources, such as labor or machinery. By producing more with the same input, businesses can offer better deals to their customers — boosting sales and ultimately driving higher profits.

If you can outperform your competitors through proper resource allocation, you essentially take all their clients and enjoy better profit margins. 

Thanks to operational innovation, Walmart overpowered competitors like Sears and Kmart, going from $44 million in sales to $44 billion between 1972 and 1992.

Cross-docking, for example, saved them a lot of money in operating expenses, reducing them to lower costs, attracting more customers, and causing their revenue to explode. 

Quicker go-to-market times

Reducing waste in your production and distribution chains gets your products to market faster. Not only that but meeting customer demands quickly and outpacing competitors makes you more competitive.

And, sure, speed isn’t everything. We know that. You know that.

However, in a world where new tech keeps popping up every second, and customers want more and more, speed is important for capturing market opportunities. It allows businesses to respond quickly to trends and meet customer demands ahead of competitors. 

Improved business agility

Efficient operations are the backbone of a business’s ability to adapt to market changes swiftly. Prioritizing operational efficiency ensures your team can pivot quickly, make informed decisions, and implement new strategies with speed and precision.

This agility helps in navigating market fluctuations and makes it a whole lot easier to capitalize on emerging opportunities.

Boosted customer satisfaction

Customers appreciate speed — but more than that, they want quality products and services. When you make your operations more efficient, you give them the best of both worlds.

Amazon is one of the most obvious examples of operational efficiency, which directly leads to improved customer satisfaction.

They make the shopping experience seamless with personalized recommendations, a user-friendly interface, 24/7 customer support, and some of the quickest delivery times. 

10 proven ways to boost operational efficiency

Boosting operational efficiency doesn’t have to mean inventing the next great thing or reinventing the wheel. Here are ten practical steps any business can take to improve operational efficiency.

1. Automate processes

Earlier, we mentioned the types of tasks necessary to keep your company running but don’t add any value.

One of the first steps is to conduct an audit of your existing processes to identify these time-consuming activities. Then, you can see what’s possible to automate in an effort to reduce human error and improve efficiency in the process. 

77% of employees report routine task automation would make them more productive, according to Slack. The same survey found those who perform process automation save around 3.6 hours each week, which adds up to a full month of work each year.

Some popular automation tools include:

• 🤖 Artificial intelligence chatbots: AI makes automation easier than ever. Implementing an AI chatbot for customer service allows your support team to work on fixing problems rather than listening to them.
• 🫂 Customer relationship management (CRM): A CRM tool like Salesforce makes it easy to automate tasks your sales team might waste hours on. Tip: Integrating Salesforce with Toggl Track will streamline your workflows even further by using Pomodoro timers and idle detection to become more productive.
• 📲 Social media management: Give your marketers time back in their day by automating repetitive tasks. When your social media manager isn’t bogged down by scheduling posts, they have more time to consider new creative campaigns.

2. Optimize your resources

Are you sure you’re using your resources effectively?

Resource optimization can refer to everything from human resources to machinery. To use your people in the most optimal way, assign tasks based on individual strengths and skills.

Don’t assign a task to a senior-level position when a junior-level employee can complete it just as easily. This ensures you’re not underutilizing your employees and failing to maximize your ROI. 

3. Improve internal communication

An efficient workplace requires everyone to be aligned and working towards the same business goals. This will also prevent any misunderstandings that lead to delays. Tools like Slack, Microsoft Teams, or Zoom make it easy to practice open communication. 

Ensure internal teams know what others are working on by meeting regularly and sharing clear documentation. This way, if the product team is getting ready to launch a new service, the marketing team can start preparing a relevant campaign ahead of time.

When everyone is coordinated, on the same page, and aware of each others’ plans, business operations can flow smoothly, and you’ll avoid bottlenecks.

4. Reduce silos and bottlenecks

When departmental silos break down and bottlenecks are unclogged, information flows more freely, leading to improved workflow and increased productivity. Teams can better understand each other’s roles and collaborate more effectively, reducing delays and speeding up processes. 

To create a work culture that embodies collaboration and transparency, try implementing regular cross-functional meetings, shared communication platforms, and joint projects.

5. Make data more accessible

To continue growing your business and improving operational efficiency, you need a bird’s eye view of what’s working and what’s not. Historical data can give you the information needed to make transformative changes to your operations.

But (and this is something many businesses get wrong), the data must be accessible so team members can easily find the metrics they need. So, invest in user-friendly data management systems that integrate with your existing systems.

6. Think further into the future

Operational efficiency is about setting yourself up for success in the long run. To make the most of anticipated growth, you must be ready to handle the challenges and opportunities that will come your way. 

You can do this in a couple of different ways:

• Lead capacity planning: With this strategy, you increase your resources in anticipation of a high demand to avoid any silos and bottlenecks. That might look like hiring more senior-level positions to lead future projects or obtaining new software to make future collaboration and cross-functional teamwork smoother.   
• Capability building: Promoting internal change among your existing workforce ensures you’re more prepared to meet future goals. Maybe that’s transforming your company culture, communication styles, or how higher-level positions lead their teams. 

7. Offer employee training

You might find ‌your organization lacks the necessary skills to manage your projected growth. But that doesn’t mean it’s time to reduce headcounts or hire an entirely new team.

It just means it might be worth investing in additional training or upskilling. This keeps your team skilled and adaptable, allowing you and your business to remain competitive.

AT&T, one of the world’s largest brands, invested $1 billion into retraining its workforce after discovering only half of its employees had the necessary science, technology, engineering, and math skills.

8. Set realistic key performance indicators (KPIs)

KPIs give you clear, measurable targets that help your team understand what success looks like in real-time. Breaking down your long-term goals into smaller, manageable benchmarks is better. Not only will this motivate your team, but it’ll give you more information to inform your data-driven decision-making. 

Here are some tips on how to align KPIs with your business goals:

• 🧠 Involve stakeholders: Make sure all high-level parties get a say so you can make sure the business performance metrics you’re tracking are meaningful and relevant.
• 💡 Use the SMART framework: Each KPI should be smart, measurable, achievable, relevant, and time-bound. If it checks all these boxes, it’s good to go!
• 💎 Regularly review: Set a routine for periodic check-ins, whether monthly or quarterly. You can assess your performance so far, adjust the KPIs as needed, and identify areas where your operational efficiency is lacking.

9. Invest in time tracking tools

Time is money, and every minute counts when you’re running a business.

By keeping tabs on how long tasks take, you can spot any inefficiencies slowing your team down. Employee timekeeping also encourages accountability and self-awareness among your team, helping them manage their time better and prioritize tasks.

Time tracking tools can improve efficiency by monitoring and optimizing time use. Might we suggest Toggl Track? It’s a user-friendly option great for teams. You can generate detailed reports to visualize where your time is going and how to get it back.

10. Create a culture of continuous improvement

Improvement should be a constant goal if you want your organization to experience any long-term success or growth. But you need to set that precedent by encouraging organization-wide feedback and innovation. Here are a few ways to do so:

• 📆 Schedule regular check-ins: You should set up team meetings and one-on-ones to discuss progress, roadblocks, and new ideas.
• 😶‍🌫️ Offer anonymous feedback channels: Sometimes, team members are afraid to speak up. Give them platforms where they can offer honest feedback to show you care.
• 📚 Provide professional development resources: Giving your employees the opportunities to train and develop their skills keeps them inspired and equips them with the right tools to innovate.
• 🔁 Create feedback loops: Make sure you’re not listening without responding. Act upon the feedback you receive and communicate outcomes to your team.

Start implementing techniques for increased efficiency

If you want to keep up with today’s increasingly competitive market, it’s time to start doing more with less. With operational efficiency at the forefront of your focus, you can maximize your productivity by streamlining processes and limiting time spent on wasteful tasks. 

Continuous improvement within your organization is an ongoing process that can significantly enhance your productivity and profitability. Using the right tools makes this journey smoother and quicker.

Speaking of the right tools, you can create a free Toggl Track account today and start tracking how much time your team spends on valuable and wasteful tasks. 

Timesheets are documents that employees fill in with the hours they have worked.

Submitting timesheets is important because it ensures employees are paid accurately for their work and provides information about time spent on projects and billable hours, which is important for client billing.

Making sure your employees are at the top of their time management game and that you always receive employee timesheets on time can be challenging, but there are ways to do it.

We’ve compiled a list of 10 top ways to get employees to submit timesheets on time. They are:

1. Reminders
2. Automatic time tracking
3. Clear communication
4. Accountability
5. Guidelines and training
6. Support
7. Feedback and continuous improvement
8. Incentives and consequences
9. Designated timesheet day
10. Manager check-ins 

Read on to find out more.

Reminders and tools

One of the biggest reasons employees fail to send their timecards on time is that they simply forget. Simple reminders and automatic time tracking can overcome this challenge.

1. Reminders

Regularly reminding your staff to send their timesheets is a good way to ensure they submit them on time. 

You can achieve this by emailing a timesheet reminder email to those who haven’t submitted, creating an automated reminder message in your #general Slack channel for a day or two before the due date, or providing a friendly reminder of the deadline during your team meetings.

If staff members forget to track their time, using time tracking reminders like those offered by Toggl Track are handy. The automatic reminders are available via the desktop app and the Chrome extension.

2. Automatic time tracking

Using time-tracking software to track time automatically helps ensure employees don’t forget. Eliminating manual processes with automated timesheets can reduce the potential for human error and data inaccuracy.

Toggl Track’s timeline feature on its desktop apps automatically captures your activity. The captured activity is private to your account and helps you recollect what you spent your time on. You can also share specific activities as time entries with your manager. 

Automating your employee time-tracking process using a tool like Toggl Track makes timesheets easier to manage and more easily accessible by employees and management and ensures accurate timesheet data.

Strategies to ensure employees submit timesheets on time

Sometimes, your employees don’t submit their timesheets on time because they don’t understand why they’re needed. This can be especially true for salaried employees who are paid a set amount regardless of their hours.

Here are some strategies to help.

3. Clear communication

Submitting timesheets on time is important, so ensure this fact is communicated to all employees.

Explain how delayed timesheet submissions can impact payroll, project management, and business operations.

Here’s an email template you can edit and send out to your company:

Hi Team,

I wanted to take a moment to explain why submitting your timesheets on time is so important.

For you:

• It ensures your work is properly accounted for, so there’s no delay in payroll or recognition of your contributions.
• It helps us balance workloads more fairly and avoid last-minute stress for you and the rest of the team.

For the company:

• Timely timesheets allow us to bill clients accurately and on schedule, directly impacting cash flow and our ability to take on new projects.

By staying on top of this, we can keep things running smoothly for everyone. I appreciate your help with this!

Best,

[Your Name]

If staff members continually fail to submit their timesheets on time, clearly reiterate the above.

Additionally, highlight the benefits of timesheets, such as transparency.

4. Accountability

Just as you hold employees accountable for submitting their work on time, you should do the same for their timesheets. 

Set deadlines for timesheet submissions and hold your employees accountable for meeting them. Make sure they understand the consequences of failing to do so.

Check out this email template:

Hi Team,

I hope you’re doing well! I wanted to send a quick reminder about our monthly timesheet submission deadline. All timesheets must be submitted by the last Friday of each month.

Meeting this deadline is crucial to ensure payroll runs smoothly and we can bill clients on time. If timesheets aren’t submitted before the deadline, it can delay your pay and cause unnecessary complications for you and the company.

Let’s work together to keep things running efficiently by submitting timesheets before the deadline. If you have any issues, please reach out so we can help.

Thank you for your cooperation!

Best regards,

[Your Name]

HR Manager

5. Guidelines and training

Training your employees to fill their timesheets with the correct data and ensuring they know when to submit them is crucial for maintaining timely submissions.

Alternatively, you can use a time tracking software like Toggl Track which makes it easy to track time spent on tasks and projects with start/stop timers and comes with an automated timesheet approval process.

Clear policies and guidelines should be established from the get-go, and every employee should understand the importance of accurate time tracking and on-time timesheet submissions from the moment they join your company.

During an employee’s onboarding process, cover these guidelines and ensure they know how to log hours and track their tasks so you can avoid delays down the line. It may be useful to test them on this to ensure everything is understood. 

Consider creating a Loom video explaining how to fill a timesheet that employees can reference.

6. Support

It’s vital that your staff can reach out if they have issues with their timesheets, so you should either provide a central point of contact (such as someone in your HR or Payroll department) or a helpdesk where employees can ask questions.

Secondly, it’s important that timesheets and time tracking are not time-consuming. Ensure they can be quickly filled (ideally automatically) and are available anywhere, anytime. 

A convenient way to do this is by integrating your time-tracking tool with other daily tools your employees use.

For example, Toggl Track can integrate with several popular apps through native integrations, browser extensions, automation apps, and third-party integrations. Integrations include Asana, GitHub, Google Calendar, Notion, and Jira.

7. Feedback and continuous improvement

Gathering employee feedback about the time tracking and timesheet process is crucial for ensuring it works for everyone. It also allows you to improve and make adjustments if necessary.

Regularly review and improve the submission process and address recurring issues.

You can send feedback requests via email, include a section about timesheets in your monthly pulse surveys, or simply use a Slack poll and follow up with those who report issues.

Now, let’s look at how to motivate employees to submit timesheets on time.

Employee motivation tips

It’s all well and good to have robust guidelines and processes in place, but if your employees aren’t motivated to submit on time, you’ll probably struggle.

Here are some tips to motivate your team to submit timely.

8. Incentives and consequences

Late timesheets can hold up payroll processing for the entire team and sometimes the whole company.

It’s, therefore, a good idea to strictly handle instances when employees don’t meet the timesheet deadline, such as writing them up. However, you cannot withhold pay for late timesheet submissions, so look for other ways to discipline tardy employees.

Alternatively, you can offer small incentives for employees who submit on time, like a shout-out in team meetings or a small bonus gift card if they’re on time all year.

9. Designated timesheet day

Consistency is often key to making things happen on time. Therefore, a good tactic for ensuring the timely submission of timesheets is to designate a specific day of the week or month as ‘Timesheet Day.’ Encourage everyone to complete their submissions that day.

If your company requires monthly timesheets, you could specify a range of a few days (say, the 20th to the 25th or the 1st to the 5th) for timesheet submission to give your employees a better chance of submitting them on time.

10. Manager check-ins

Having your managers check in with their team is a great way to help them stay on track with their timesheets and ensure you address any issues before they evolve into bigger problems.

This is where Toggl Track’s Reports page is beneficial. Here, you can view a Summary report, a Detailed report, and a Weekly report showing different information about your team’s activities. 

You can filter this information to see exactly what you need so managers can assess how their team tracks their time and look for patterns that may indicate someone is having issues.

Users can also view recent time entries in the Time Activity tab to review Activity by User.

Why don’t employees submit timesheets on time?

Many employees don’t like filling out timesheets even though they know it’s a key part of their workday. This, in turn, makes them hesitant to submit them.

Here are some key reasons why employees are not submitting timesheets on time:

• It disrupts their workflow: Filling out a timesheet after each different task throughout the day is tedious, and it often disrupts the flow of work, making it hard for them to jump back into what they are doing.
• They don’t know how to do it correctly: Timecards can be intimidating if you’re new to them, especially as they are linked to your pay amount.
• They don’t understand why: Have you ever found yourself reluctant to do something when you don’t see the purpose? It’s the same for your employees if they don’t see the benefit of filling out a timesheet — their motivation is low.
• They fear negative consequences: Sometimes, employees worry that completing their timesheet will make them look bad at their job if they take too long on a task. 
• It’s time-consuming: Employees would rather spend their time carrying out their core responsibilities instead of filling out their timecards as it can be a lengthy process and, therefore, a low priority.

Now, let’s look at how you can handle employees who consistently submit their timesheets late.

How do you handle employees who don’t submit timesheets on time?

We’ve covered the methods and strategies for encouraging timely timesheet delivery above, but if you’re still having issues, here are some steps you can take:

• Ensure deadlines are clear: Set and communicate them via multiple channels.
• Reach out to employees directly: If the deadline is approaching, don’t be afraid to send them a direct message asking for their timesheets.
• Conduct refresher training: Conduct a timesheet refresher course for employees who are consistently late.
• Streamline the process: Find a better, more user-friendly time-tracking system, like Toggl Track. It even has a mobile app for Android and iOS!
• Address underlying issues: Besides the feedback loop, you can conduct one-on-one meetings with staff who repeatedly miss deadlines.
• Progressive discipline: Implement a system where initial infractions result in a warning, leading to more serious consequences for repeat offenders. Tie timesheet submissions into performance reviews to highlight their importance.

What are the benefits of timely timesheet submission?

When your employees consistently submit their timesheets on time, you gain a range of benefits, from accurate payroll processing to better project management.

Here are the key benefits of having employees submit their timesheets on time:

• Accurate payroll processing: Payroll can be processed on time, meaning employees receive their pay accurately and on the expected date, enhancing employee trust and satisfaction. It also helps minimize the need for reprocessing due to errors.
• Heightened employee accountability and motivation: Good feedback on timely submissions can help employees stay engaged and maintain good work habits. You can foster a culture of accountability by encouraging them to take responsibility for their time.
• Enhanced communication: Accurate time data reduces the potential for conflicts over work hours and pay discrepancies. Transparency around how time is spent helps facilitate better communication channels between management and employees.
• Better project management: Access to real-time data about resource utilization, project progress, and time spent allows for better resource allocation and management. It also helps identify bottlenecks in workflows and ensure accurate billing.

What problems occur when employees don’t submit timesheets on time?

Several problems arise that affect all aspects of the organization, including project management challenges, compliance risks, and financial management problems.

Here are some problems that arise in payroll when timesheets are late:

• Payment delays
• Inaccurate payments
• Budgeting issues
• Cash flow disruptions
• Employee disputes over inaccurate payroll
• Client disputes over incorrect billing

As you can see, it’s vital to ensure your employees submit on time.

Over to you

Accurate, timely timesheet submissions are vital to every business. With them, payroll departments can make timely payments, projects can go astray, and business reputation can ultimately suffer.

It’s crucial to make your timesheet process as efficient as possible.

That’s where Toggl Track comes in. With its detailed reporting features, user-friendly interface, integration capabilities, and easy-to-use one-click timer, employee time tracking has never been so easy. Sign up for Toggl Track for free and discover how it can automate your time-tracking needs.

Tired of crummy time management leading to lost revenue and inaccurate invoicing? A time tracking app is the game-changer you need for these tasks.

There are loads of free time tracking apps for Android on the market, each helping you log work hours, manage a timesheet, and even uncover ways to boost your team’s productivity.

With so many options available, the difference between ‘good’ and ‘great’ often comes down to small details, such as a slick user interface or the provider’s stance on employee monitoring.

To make sense of it all, we’ve reviewed nine of the best free time tracking apps for Android, summarizing their key functionalities, pricing structures, and pros and cons.

Our promise to you? In about five minutes, whether you’re a freelancer, small business owner, or team manager, you’ll be ready to master time management from the palm of your hand!

Best time tracking apps for Android at a glance

Short on time? Here’s how the nine best time tracking Android apps stack up. 👇

• Timely: Great for those on bigger budgets looking to streamline their productivity with AI-based insights.
• Hubstaff: Best for larger teams looking for workforce tracking, monitoring, and location services.
• Toggl Track: Awesome for absolutely anyone who needs slick time tracking, invoicing, and data-based decision-making.
• Harvest: Clean and simple time tracking for small teams or freelancers.
• Clockify: Those looking for free time tracking on the move.
• RescueTime: Those looking for individual insights into their time management habits and daily screen time.
• TimeLog: Time tracking with a clean, mobile-only offering.
• TimeCamp: Those who need strong web-based features from a light mobile app.
• QuickBooks Workforce: Those already using QuickBooks who want integrated time tracking.

Why you need a time tracking app for Android

If you’re still on the fence as to whether you need an Android-based time tracking tool, here are just some of the benefits on offer:

• Automatic time tracking on the go helps you create accurate and professional client invoices
• Simple time logging helps team members align on work and stay in sync on big projects
• User-friendly mobile apps help teams clock in and clock out with ease, boosting employee engagement and team management
• Customizable insights into your time identify inefficiencies and boost productivity
• Detailed reports uncover ways to work smarter as an individual and as a team
• Timekeeping that syncs into other project management tools helps you accurately track project progress, important tasks, and deadlines

What makes a great time tracking tool?

Not all tracking features are born equal. To help you understand what matters, here’s our view on the critical features you should look for in an excellent time tracking app.

• Whether Android or iOS, all mobile apps need an intuitive, user-friendly interface to ensure it’s easy for everyone to log their time.
• Good time tracking apps should offer multiple ways to track your valuable time, whether it’s a simple time clock, Pomodoro timer, or manual time entry.
• Add flexibility to your time entries with an app that supports list and calendar views.
• You’ll rarely be tracking time against one customer account, so prioritize the ability to manage different clients, projects, and tasks.
• Look for reporting functionality that splits billable hours and non-billable hours to accurately charge for your work time.
• Android-based time trackers are often part of a more powerful web or desktop app. If so, look for real-time sync with a Chrome web app, Windows, Linux, or MAC-based platform.
• A good time tracking app should integrate with the tools you already use, whether that’s project management software, invoicing tools, or task management platforms.
• Those with small teams may also need broader employee time tracking capabilities, such as GPS tracking, clock-in/clock-out, or even customizable workflow notifications.
• Check your app has offline capabilities to track your time wherever you are!

The 9 best free time tracking apps for Android

It’s time to get down to business with our run-down of the nine best free time tracking apps for Android.

Android time tracking app	Who is this Android time tracking app best for?
Timely	Timely is best for those on bigger budgets looking to streamline their productivity with AI-based insights.
Hubstaff	Hubstaff is best for larger teams looking for workforce tracking, monitoring, and location services.
Toggl Track	Toggl Track is best for anyone who needs slick time tracking, invoicing, and data-based decision-making.
Harvest	Harvest is best used as a clean and simple time tracking solution for small teams or freelancers.
Clockify	Clockify is best for those looking for free, very simple time tracking on the move.
RescueTime	RescueTime is best for those looking for individual insights into their time management habits and daily screen time.
TimeLog	TimeLog is best for time tracking at its simplest with a clean, mobile-only offering.
TimeCamp	TimeCamp is best for those who need strong web-based features but a light, simple mobile app.
QuickBooks Workforce	QuickBooks Workforce is best if you’re already using QuickBooks and want integrated time tracking.

1. Timely

Timely unlocks business value with automated time and activity tracking. While Timely’s web-based app is all about automatic time tracking, the app is more manual, requiring you to switch between clients, projects, and tasks.

⚖️ Pros and cons

Android users enjoy:

• Quick and easy time tracking that syncs into Timely’s AI-powered “Memories”
• App location services allowing you to track GPS locations and automatically add them to tasks

Users struggle with:

• No offline mode limits what you can track on the go
• Occasional syncing issues between the mobile app and the AI “Memories”

💰 Pricing

Timely offers a free trial but no free plan. Instead, it has three tiers to get started on Android:

• Starter: From $9 per user/month for time tracking, AI assistance, and in-app support
• Premium: From $16 per user/month for broader team management, budgeting, and costs
• Unlimited: From $22 per user/month for access to all the Premium features, with additional time types, currencies, and integrations

🏆 Review scores

Here’s how Timely scores on G2, Capterra, and Google Play:

• G2: 4.8/5 from 419 reviews
• Capterra: 4.7/5 from 215 reviews
• Google Play: 3.5/5 from 181 reviews

2. Hubstaff

With a strong focus on time tracking and GPS location tracking, Hubstaff is a great option for mobile teams looking for easy-to-use, accurate timesheet and workforce management.

⚖️ Pros and cons

Android users enjoy:

• Individualized reporting templates that make it easy for managers to break down their employee’s time
• Map integrations for visualizing employee productivity on the move

Users struggle with:

• Screenshot monitoring eroding employees’ trust as it feels like surveillance
• Lackluster mileage tracking compared to competitors in the workforce management space

💰 Pricing

Hubstaff’s app has a free plan for one seat in one workspace. After that, you’ll need:

• Starter: From $7 per user/month for more detailed tracking and reporting
• Grow: From $9 per user/month for tasks, one integration, and expense management
• Team: From $12 per user/month for additional insights and unlimited screenshots
• Unlimited: For $25 per user/month for advanced features such as SSO and payment integration

🏆 Review scores

Here’s how Hubstaff scores on G2, Capterra, and Google Play:

• G2: 4.4/5 from 1,042 reviews
• Capterra: 4.6/5 from 1,490 reviews
• Google Play: 3.1/5 from 880 reviews

3. Toggl Track

Toggl Track prides itself on being super easy to use and highly accurate, enabling you to make data-backed business decisions. The mobile app is no different, with automatic time entries, reporting, widgets, project views, and more!

⚖️ Pros and cons

Android users enjoy:

• Its clean and easy-to-use interface makes it simple to log accurate timesheets
• Quick time entries via the app widget kickstarting tracking in just two clicks
• List and calendar views of time entries
• Real-time syncing with Toggl Track’s web app

Users struggle with:

• Lack of GPS tracking functionality for mobile workers
• Free plan only available for up to five users

💰 Pricing

Alongside a free plan for up to five users, Toggl Track offers three additional tiers:

• Starter: From $9 per user/month for billable and non-billable rates and automated project templates
• Premium: From $18 per user/month, Premium gives you powerful integrations and timesheet approvals
• Enterprise: If you need a tailored solution for your large or complex organization, Toggl Track also offers custom pricing for unlimited users.

🏆 Review scores

Here’s how Toggl Track scores on G2, Capterra, and Google Play:

• G2: 4.6/5 from 1,570 reviews
• Capterra: 4.7/5 from 2,363 reviews
• Google Play: 4.5/5 from 20,343 reviews

4. Harvest

Harvest includes an Android app that partners with the web app to provide insights on the go. The time tracking platform also offers the ability to track tasks against your choice of clients and projects.

⚖️ Pros and cons

Android users enjoy:

• A simple app that’s easy to use from day one
• The ability to log expenses on the go and link them to clients, projects, or tasks

Users struggle with:

• Invoicing is just “view-only,” meaning you need the web app to build anything new
• Lack of GPS features or much mobile customization

💰 Pricing

Harvest has a simple two-tier price structure:

• Harvest: Free account for up to one seat and two projects
• Harvest Pro: From $10.80 per user/month for access to all features.

🏆 Review scores

Here’s how Harvest scores on G2, Capterra, and Google Play:

• G2: 4.3/5 from 806 reviews
• Capterra: 4.6/5 from 597 reviews
• Google Play: 4.5/5 from 3,115 reviews

5. Clockify

Simplicity is the name of the game when it comes to Clockify, offering free forever time tracking in a clean package. The free Android app includes basic functionality to start tracking your time within minutes.

⚖️ Pros and cons

Android users enjoy:

• Fast onboarding via a simple UI
• Lists, calendars, and timesheets offering multiple options to record time on the go

Users struggle with:

• Creating new timesheets and expenses requires switching to the web app
• Only very limited reports being available in the Android app

💰 Pricing

Alongside Clockify’s famous free offering, there are tiers for:

• Basic: From $3.99 per user/month, teams get time tracking plus basic administration
• Standard: From $5.49 per user/month for additional billing and expense management
• Pro: From $7.99 per user/month for wider profit and productivity features
• Enterprise: From $11.99 per user/month for all the Pro features alongside unlimited projects

🏆 Review scores

Here’s how Clockify scores on G2, Capterra, and Google Play:

• G2: 4.5/5 from 170 reviews
• Capterra: 4.7/5 from 4912 reviews
• Google Play: 3.8/5 from 2102 reviews

6. RescueTime

RescueTime helps its users win valuable time back. Unlike competitors with a focus on invoicing and billing, RescueTime helps users be more productive by tracking and limiting screen time or setting “focus time” goals.

⚖️ Pros and cons

Android users enjoy:

• Its productivity focus, with detailed insights into time management habits
• A strong stance on surveillance, with many additional privacy features

Users struggle with:

• No invoice or billing features
• The user interface being a little dated compared to competitors.

💰 Pricing

RescueTime offers an ‘unpaid’ version of its Android app and then:

• Individual users: From $6.50 per user/mo for additional features such as insight reports
• Teams: For $9 per user/mo for real-time projects, time sheeting, and integrations with the likes of Asana (minimum 2 users)

🏆 Review scores

Here’s how RescueTime scores on G2, Capterra, and Google Play:

• G2: 4.1/5 from 90 reviews
• Capterra: 4.6/5 from 139 reviews
• Google Play: 3.5/5 from 3,223 reviews.

7. TimeLog

TimeLog is a fully mobile app-based platform that combines productivity, time, and goal tracking into a simple and easy-to-use user interface. It’s designed to help you stay at your best, boost your productivity, and break your work down into tasks and categories.

⚖️ Pros and cons

Android users enjoy:

• Mood trackers and productivity streaks
• Simple UI makes it quick and easy to start using.

Users struggle with:

• No invoice or billing features
• No web-based counterpart for tracking desktop-based activity.

💰 Pricing

TimeLog is free, with one paid tier:

• TimeLogPlus: Advanced insights, Pomodoro timer, and unlimited tracking from as little as $1.99 per month or $21.99 for life.

🏆 Review scores

Here’s how TimeLog scores on G2, Capterra, and Google Play:

• G2: TimeLog isn’t found on G2.
• Capterra: TimeLog isn’t found on Capterra.
• Google Play: 4.6/5 from 1800 reviews.

8. TimeCamp

TimeCamp wants you to make your time go further. Its focus on time tracking, attendance, and profitability analysis, gives a holistic view of your time management performance, most of which starts on the app.

⚖️ Pros and cons

Android users enjoy:

• Insights into your billable and non-billable workflows
• Logging time against multiple projects, clients, tasks, and categories.

Users struggle with:

• The mobile app’s basic user interface
• A lack of GPS features or any mobile customization

💰 Pricing

Alongside its free plan, TimeCamp also offers:

• Starter: From $2.99 per user/mo for invoices and Excel exports
• Premium: From $4.99 per user/mo to unlock an integration to the likes of Trello
• Ultimate: From $7.99 per user/mo for timesheet approvals, screenshots, and pivot tables
• Enterprise: For $11.99 per user/mo for all the Ultimate features plus dedicated onboarding

🏆 Review scores

Here’s how TimeCamp scores on G2, Capterra, and Google Play:

• G2: 4.7/5 from 318 reviews
• Capterra: 4.7/5 from 598 reviews
• Google Play: 3.5/5 from 674 reviews

9. QuickBooks Workforce

Known for being an invoicing powerhouse, QuickBooks is pretty handy when it comes to time tracking. Its “Workforce” app comes with handy timesheets, project management, and GPS tracking functionalities.

⚖️ Pros and cons

Android users enjoy:

• The QuickBooks UI, which is similar to the accounting software
• Crew functionality brings together team timesheets to create a holistic picture.

Users struggle with:

• Lack of functionality for desk-based workers
• Lack of native integrations means users have to use third-party platforms like Zapier

💰 Pricing

QuickBooks’ mobile app is free for 30 days, then you need one of the following:

• Premium: From $6 per user/mo gives you the app with GPS, payroll integration, and time sheeting
• Elite: From $8 per user/mo for GPS mileage tracking, workflows, and project management integration

🏆 Review scores

Here’s how QuickBooks scores on G2, Capterra, and Google Play:

• G2: 4.5/5 from 1,430 reviews (time management only)
• Capterra: 4.7/5 from 6,842 reviews (time management only)
• Google Play: 4.5/5 from 37,902 reviews

Improve timesheet management with Toggl Track

If you’re tired of wasted productivity and inaccurate invoices, a time tracking app for your Android device can help you get on top of things. With so many time tracking apps out there, it’s going to come down to the small margins, such as a slick UI or a niche feature like GPS tracking.

We’ve looked at nine of the best apps, with a range of options, whether you’re a freelancer, a small business, or part of a large enterprise-level team. But if you’re looking for a good all-rounder that’s easy to use, highly accurate, and customer-friendly, we think you should check out Toggl Track. 

Need time tracking that’s a walk in the park? Sign up to Toggl Track for free—no credit card required.