About
“We were fine with Harvest. But we couldn’t continue with the pricing structure.”
That’s how Olivia Hough, People and Project Manager at Common Thread, describes the moment the team decided to move away from Harvest and switch to Toggl Track.
Common Thread is a globally distributed communications team of around 20 people, working across multiple countries and time zones. In a fully remote company, time tracking software isn’t optional — it sits at the center of their operations. The team relies on it daily to:
- Monitor client budgets
- Manage project scope
- Track billable vs non-billable hour
- Improve proposal pricing using historical data
For years, Harvest supported that process well. “It gives us clarity — and insurance — on where and how much scope we have for people’s time,” Olivia said. There was no pressing reason to change — until renewal season arrived.
Common Thread had been paying around £2,000 per year. The new proposal from Harvest? Between £6,000 and £6,200.
“At first we saw the predicted bill and it was £21k. With adjustments, it could be £6k. But that’s still three times more.”
For a 20-person team, that increase wasn’t sustainable. And with roughly one month before renewal, they didn’t have the luxury of a long evaluation cycle.
They needed an alternative — quickly. But it couldn’t come at the cost of accuracy or stability. Years of historical data had to be preserved. The team, spread across time zones, couldn’t be pulled into weeks of retraining. Project structures and budget visibility had to remain intact.
In short, they needed a replacement that felt familiar, worked immediately, and could be implemented without disruption.
They chose Toggl Track.
Results with Toggl Track
| Category | Before (Harvest) | After (Toggl Track) | Impact |
|---|---|---|---|
| Annual Cost | ~£2,000 → £6,000–£6,200 (up to £21,000 projected) | In line with their previous spend | Avoided 3× increase (66%+ savings vs renewal) |
| Pricing Predictability | Significant, unexpected increase | Stable, predictable annual pricing | Budget certainty restored |
| Core Workflow | Projects & task-based tracking | Same structure maintained | Zero workflow changes |
| Capabilities | Standard tracking & reporting | Improved: Calendar view, browser extension, reminders | Improved tracking consistency |
| Support Model | Standard support | Direct human migration support | Faster implementation & reassurance |
The Switching Experience (In Numbers):
- Migration effort: Assisted backend import handled by Toggl — completed in under 1 hour
- Time to fully switch: Entire 20-person team operational within a few days
- Data accuracy: 100% historical data transferred and cross-checked
- Team complaints after switch: None reported
- Training required: No formal retraining sessions
“We really loved Toggl Track's interface. It's very easy to navigate. We also loved the customer support. We really appreciated that we could get on the phone with a human who could talk us through what it looked like and Toggl team was really supportive in helping us get everything set up. It ticked all of the must-haves.”
— Olivia Hough, People and Project Manager at Common Thread
The Concerns: Data, Adoption, Speed
Switching time tracking tools raised three key risks for Common Thread.
1. Years of Historical Data
They needed full accuracy when transferring:
- Projects
- Budgets
- Time entries
- Team members
“Making sure the data was accurately moved across was a big concern.”
2. Team Adoption
The team works across multiple time zones. There’s no centralized office training session.
“Ideally we wanted something very similar — so people could just get on with things.”
They also rely heavily on desktop tracking to ensure accuracy instead of logging time at the end of the week.
3. Limited Time to Switch
They were approaching renewal and needed a smooth transition.
“We had a few days left before we had to change our system. We needed to make sure it was accurate.”
The Solution: Familiar Interface + Hands-On Support
When evaluating alternatives, Toggl Track stood out for two reasons:
1. Interface & Core Features
“We really love the interface. It ticked all the must-haves immediately.”
Toggl Track offered:
- Desktop app tracking (critical for their workflow)
- Clear project and task structure
- Simple navigation
- Familiar user experience
Want to switch time tracking tools without disrupting your team and breaking your budget?
2. Human Migration Support
The team exported all data from Harvest and initially attempted to import it manually using CSV files. It wasn’t straightforward. At that point, Toggl’s support team stepped in.
They:
- Collected the necessary team email addresses
- Handled backend data import
- Ensured projects were linked correctly
- Helped align project budgets
- Allowed cross-checking before Harvest was closed
Time to complete migration once support stepped in? Less than one hour.
From decision to full transition: Just a few days.
“It was really smooth and really quick.”
Team Adoption: No Friction
One of Olivia’s biggest fears was resistance from the team.
It didn’t happen. The familiarity of the interface helped.
The additional features generated strong interest:
- Calendar-based time logging
- A Chrome extension for tracking time directly from key tools (e.g., Google Docs)
- Reminders for forgotten entries to provide gentle support
“I haven’t had anyone come to me and say they can’t find something.”
Budget Stability Restored
Financially, the outcome was straightforward.
Common Thread brought annual costs back in line with prior budget expectations, avoiding a projected 3× increase.
“Staying around the 2k per year mark is important for us.”
Operationally, nothing was lost. The team maintained the same visibility into budgets, the same clarity over scope, and the same confidence in their time data.
Why Toggl Track Just Worked
For Common Thread, this wasn’t about transformation — it was about continuity at a sustainable cost. They preserved their workflow, protected their historical data, and avoided financial strain — all without disrupting a globally distributed team.
"We’re very grateful to the Toggl team for helping us make this switch,” Olivia said.
Same structure, better clarity, one-third of the projected cost.
