![\"Best](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/03\/cost-management-112x67.jpg\")
\n Best Project Cost Management Software: 2025 Comparison<\/span>\n <\/a>\n <\/div>\n ![\"Time](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/03\/project-time-tracking-112x57.jpg\"){kind=tracking}
\n Time Tracking For Project Management \u2014 Is It Worth It?<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nHow does spreadsheet time tracking work?<\/h2>\n\n\n\n
Spreadsheets are the OG of time management, beloved by anyone who gets a thrill from small, color-coded cells. Here\u2019s how it works, whether you\u2019re tracking project hours, employee time, or anything else you want to become more productive at.<\/p>\n\n\n\n
Step 1: Create your time tracking spreadsheet<\/h3>\n\n\n\n
First, you\u2019ll need to lay the groundwork with columns for all the essentials:<\/p>\n\n\n\n
- \n
- Date<\/strong>: The \u201cwhen\u201d of your work \u2014 easy enough<\/li>\n\n\n\n
- Start time and end time<\/strong>: When the magic begins and ends<\/li>\n\n\n\n
- Task or project<\/strong>: What you\u2019re working on \u2014 be specific<\/li>\n\n\n\n
- Breaks<\/strong>: Coffee break, bathroom trip, dog walk? Mark it down<\/li>\n\n\n\n
- Total hours worked<\/strong>: The grand total after the calculator (or formula) does its work<\/li>\n\n\n\n
- Rate of pay or cost<\/strong>: A column that tracks your hourly rate, project rate, overtime hours, or estimated costs. It\u2019s perfect for calculating earnings or billable hours<\/a> when invoicing clients.<\/li>\n<\/ul>\n\n\n\n
\ud83d\udccc Download the spreadsheet below here<\/a>. Keep scrolling to learn how to use it.<\/em><\/p>\n\n\n\n
![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/12\/Project-tracking-template-Toggl--1024x475.png\")
<\/figure>\n\n\n \n \n \n![\"Top](\"https:\/\/toggl.com\/blog\/wp-content\/themes\/toggl-mjtweaver\/img\/brain.png\")
\n Top tip:<\/span>\n <\/span>\n \n If the idea of setting all this up makes you groan, that\u2019s what spreadsheet templates are for. Simply download, customize, and voila \u2014 time tracker spreadsheet bliss.<\/p>\n<\/div>\n <\/div>\n \n\n\n
Step 2: Log it like it\u2019s hot<\/h3>\n\n\n\n
Here’s where the real action happens \u2014 the logging. You manually pop in your start and end times, add a quick description of what you’ve been up to, and let your spreadsheet do the rest.<\/p>\n\n\n\n
Step 3: Set your formulas to work<\/h3>\n\n\n\n
Spreadsheets are smarter than they look. To bring those tiny cells to life, set up some basic formulas to handle the math. For example, you’ll want formulas for:<\/p>\n\n\n\n
- \n
- Hours worked<\/strong>: The difference between your start and end times<\/li>\n\n\n\n
- Break subtractions<\/strong>: Unless you\u2019ve powered your way through lunch, use formulas to deduct time away from your desk from your daily total hours<\/li>\n\n\n\n
- Hourly or project pay<\/strong>: Total work hours multiplied by your hourly rate<\/li>\n<\/ul>\n\n\n\n
Step 4: Analyze your spreadsheet like a boss<\/h3>\n\n\n\n
Now comes the fun part (or hideously boring task, you decide) \u2014 analyzing your hard-earned data. Want to know how much time you spent procrastinating (ahem, we mean, working) on a project? Use sorting and filtering to zoom in.<\/p>\n\n\n\n
Need to spot trends? Whip up a chart or graph. When you\u2019re ready to share your masterpiece with your clients, boss, HR, finance team members, or anyone else \u2014 just export it as a PDF or grant direct access to the file. Instant professional vibes.<\/p>\n\n\n\n
Free project time tracking templates<\/h2>\n\n\n\n
Want to hit the ground running? We have the following collection of project planning and timesheet templates<\/a> to use. Simply download the one that best matches your workflow, customize the columns according to your needs, and start tracking your time. <\/p>\n\n\n\n
Choose from:<\/p>\n\n\n\n
- \n
- Project tracking template for Excel<\/a><\/li>\n\n\n\n
- Project tracking template for Google Sheets<\/a><\/li>\n\n\n\n
- Daily timesheet template for Excel<\/a><\/li>\n\n\n\n
- Daily timesheet template for Google Sheets<\/a><\/li>\n\n\n\n
- Weekly timesheet template for Excel<\/a><\/li>\n\n\n\n
- Weekly timesheet template for Google Sheets<\/a><\/li>\n\n\n\n
- Biweekly timesheet template for Excel<\/a><\/li>\n\n\n\n
- Biweekly timesheet template for Google Sheets<\/a><\/li>\n\n\n\n
- Monthly timesheet template for Excel<\/a><\/li>\n\n\n\n
- Monthly timesheet template for Google Sheets<\/a><\/li>\n<\/ul>\n\n\n
\n Further Reading:<\/span>\n\n\n \n![\"Bring](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/08\/goals-team-1-112x67.jpg\")
\n Bring Your Team Focus to What Matters with Toggl Track Goals<\/span>\n <\/a>\n <\/div>\n \n \n![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/07\/marketing-project-plan-112x67.jpg\")
\n Project Monitoring: Stay On Top Of Scope, Time & Budget<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nHow to track project hours with this spreadsheet template<\/h2>\n\n\n\n
Let\u2019s look at the Project Planning template in more detail, which you can use as either a Google Sheets or Excel timesheet<\/a> based on your fave. Follow the three steps below.<\/p>\n\n\n
\n \n \n \n Top tip:<\/span>\n <\/span>\n \n <\/p>\n
This template works best if you follow the project estimation process in our \u201cHow to Estimate the Cost of a Project<\/a>\u201d post.<\/p>\n
<\/p>\n<\/div>\n <\/div>\n \n\n\n
1. The first step is to enter your project tasks list and their estimates inside the \u2018Project\u2019 tab. This will place your project tasks inside the drop-down box in \u2018Tracker\u2019 tab.<\/p>\n\n\n\n
![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/12\/Project-task-tracking-1024x152.png\")
<\/figure>\n\n\n\n2. Once you\u2019ve done this, you can start tracking time for each project task via the \u2018Tracker\u2019 tab. This will automatically update the \u2018Actual hours\u2019 and \u2018Actual cost\u2019 columns in the \u2018Project\u2019 tab within the template.<\/p>\n\n\n\n
![\"Task](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/12\/Task-tracker-template-1024x422.png\")
<\/figure>\n\n\n\n3. Once you’ve completed the project and tracked time against all tasks, the total project hours, cost, and profit will be displayed at the bottom of the template.<\/p>\n\n\n\n
![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/12\/Project-cost-tracking-totals-1024x210.png\")
<\/figure>\n\n\n\nOther tips to make spreadsheet time tracking work<\/h2>\n\n\n\n
So, you\u2019ve committed to giving spreadsheet time tracking a shot. A bit of extra know-how could make life easier for you. Try these tips:<\/p>\n\n\n\n
- \n
- Keep it simple<\/strong>: You don’t need a spreadsheet that rivals a NASA launch control board. Start small and build it up as you figure out what you need. You can always add more columns later.<\/li>\n\n\n\n
- Double-check your entries<\/strong>: Manual input is fine \u2014 until it isn\u2019t. A transposition error (where you accidentally reverse two numbers) can cause absolute mayhem. Same for forgotten breaks or accidental overwrites. Be sure to review your numbers at the end of the day or week to check your data makes sense. If it doesn\u2019t \u2014 what\u2019s the point of doing this at all, honestly?<\/li>\n\n\n\n
- Backup your files<\/strong>: We all expect our files to always be a couple of clicks away. But if the worst happens and you lose hours of time entries to an accidental file delete, you\u2019ll be kicking yourself for not investing properly in a backup plan. Save regularly, use cloud storage, and keep a version history if possible.<\/li>\n\n\n\n
- Plan for growth<\/strong>: Got a small team now, but plan to scale? Spreadsheets can handle a lot, but they’re not invincible. Be ready to transition to a dedicated time management tool if your data becomes out of control.<\/li>\n<\/ul>\n\n\n\n
Tracking time in a timesheet template vs. project time tracking software<\/h2>\n\n\n\n
Both spreadsheets and software have their place in the time tracking universe. But which is better? Budget isn’t a strong comparison factor here since both spreadsheets and time tracking solutions, including Toggl Track, offer free versions.<\/p>\n\n\n\n
Here are some other pointers to consider as you choose the best piece of kit.<\/p>\n\n\n\n
Spreadsheets: The DIY contender<\/h3>\n\n\n\n
- \n
- Manual input<\/strong>: You’re the boss of your own data but also the one typing it all. This opens the door to human error \u2014 those sneaky typos and forgotten entries.<\/li>\n\n\n\n
- Not automatic<\/strong>: There\u2019s no magic timer ticking away in the background. If you forget to log your work hours, a Microsoft Excel spreadsheet isn\u2019t going to remind you.<\/li>\n\n\n\n
- Cumbersome analytics<\/strong>: Need a report? Prepare for some heavy lifting. Yep, pivot tables, custom reports, and endless formulas are your new BFF.<\/li>\n\n\n\n
- Dataset drama<\/strong>: Spreadsheets tend to huff and puff under the weight of too much data. Lags and crashes can seriously disrupt your workflow.<\/li>\n<\/ul>\n\n\n\n
Project time tracking software: The streamlined pro<\/h3>\n\n\n\n
- \n
- Real-time tracking<\/strong>: No more typing in start and end times \u2014 just hit “Start” when you begin and “Stop” when you’re done. It’s tracking on autopilot.<\/li>\n\n\n\n
- Automatic data sync<\/strong>: Software updates everything in the background, meaning no late-night \u201cDid I save that?\u201d panic attacks.<\/li>\n\n\n\n
- One-click reports<\/strong>: Need to show a client where their budget went? Software can whip up detailed analytics and user-friendly, shareable reports faster than you can say \u201cpivot table.\u201d<\/li>\n\n\n\n
- Effortless scaling<\/strong>: Whether you’re a solo freelancer or managing a 200-strong team, the software is built to handle the load without breaking a sweat.<\/li>\n<\/ul>\n\n\n\n
<\/p>\n\n\n\n
How to track time with a free time tracking app<\/h2>\n\n\n\n
If you\u2019ve made it this far, you already know that tracking time can do wonders for your productivity, insights, and workflow. But if you\u2019re looking to level up your time-tracking game, Toggl Track is the ultimate upgrade. It\u2019s designed to make tracking easier, faster, and way more accurate \u2014 without the spreadsheet headaches. Here are the features you\u2019ll love:<\/p>\n\n\n\n
- \n
- Calendar view<\/strong>: Integrate with Google or Outlook calendars and view your time entries clearly and visually. Perfect for planning and reviewing your day.<\/li>\n\n\n\n
- Integrations galore<\/strong>: Toggl Track integrates with over 100+ tools, from Trello to Slack, so you can track time without leaving the apps you already use.<\/li>\n\n\n\n
- One-click timers<\/strong>: Start tracking with a single click, whether you\u2019re on desktop, mobile, or inside your favorite app. Forgot to track in real time? Add or edit your data entry later.<\/li>\n\n\n\n
- Offline tracking:<\/strong> Work anywhere, even without WiFi. Toggl Track syncs and streamlines your data when you\u2019re back online.<\/li>\n\n\n\n
- Powerful reporting<\/strong>: Generate detailed, client-ready reports in seconds, exportable to PDF, Excel, or CSV. Save your favorite reports or schedule them to arrive in your inbox.<\/li>\n\n\n\n
- Project dashboards<\/strong>: Keep an eye on budgets, timelines, and specific project progress with real-time visual insights. No more scope creep<\/a> surprises. Just better productivity and profitability.<\/li>\n\n\n\n
- Team features<\/strong>: Manage permissions, assign tasks, send reminders, and even lock time entries for complete accuracy.<\/li>\n<\/ul>\n\n\n\n
It takes a few seconds to switch the timer to a different task (especially if projects and tasks are already set up).<\/p>\n\n\n\n
- \n
- Type in your \u201ctime entry description\u201d<\/li>\n\n\n\n
- Find your client<\/li>\n\n\n\n
- Select what \u201cproject\u201d you\u2019re working on<\/li>\n\n\n\n
- Start the timer<\/li>\n<\/ul>\n\n\n\n
- Integrations galore<\/strong>: Toggl Track integrates with over 100+ tools, from Trello to Slack, so you can track time without leaving the apps you already use.<\/li>\n\n\n\n
- Automatic data sync<\/strong>: Software updates everything in the background, meaning no late-night \u201cDid I save that?\u201d panic attacks.<\/li>\n\n\n\n
- Not automatic<\/strong>: There\u2019s no magic timer ticking away in the background. If you forget to log your work hours, a Microsoft Excel spreadsheet isn\u2019t going to remind you.<\/li>\n\n\n\n
- Double-check your entries<\/strong>: Manual input is fine \u2014 until it isn\u2019t. A transposition error (where you accidentally reverse two numbers) can cause absolute mayhem. Same for forgotten breaks or accidental overwrites. Be sure to review your numbers at the end of the day or week to check your data makes sense. If it doesn\u2019t \u2014 what\u2019s the point of doing this at all, honestly?<\/li>\n\n\n\n
- Project tracking template for Google Sheets<\/a><\/li>\n\n\n\n
- Break subtractions<\/strong>: Unless you\u2019ve powered your way through lunch, use formulas to deduct time away from your desk from your daily total hours<\/li>\n\n\n\n
- Start time and end time<\/strong>: When the magic begins and ends<\/li>\n\n\n\n