Unveiling the Power of Virtual Assistant Time Tracking

Unveiling the Power of Virtual Assistant Time Tracking

Jelena Lukic
Written by Jelena Lukic
May 23, 2023

What is the best virtual assistant time tracking tool?

The demand for virtual assistants (VAs) has been surging for years.

These talented professionals help businesses and entrepreneurs alike keep a firm grasp on their schedules.

Their talents are numerous, and their time is valuable.

But, how do you keep an accurate record of it?

We are here to explore 6 top-notch virtual assistant time tracking software solutions!

1. Time Analytics

Time Analytics is a powerful time tracking and management application that can help all virtual assistants. Its time log-based system helps virtual assistants easily track their time and manage their tasks, clients, and projects efficiently.

Time Analytics Virtual Assistant Time Tracking

Say goodbye to concerns about cost allocation and proof of work with this comprehensive tool.

Time Tracking

  • Manual time tracking: Record your time directly in the online timesheets as you work or create time logs at the end of your workday.
  • Automatic time tracking: Use a simple one-click timer to capture time spent on tasks effortlessly.
  • Task list: Easily select a task connected to a client and project with a click of a button.
  • Editing: Move, copy, and edit time entries as needed with ease.


  • Cataloging: Gain comprehensive insight into how you spend your time with detailed timesheets.
  • Templates: Customize your timesheets by making specific data fields mandatory.
  • Speed: Fill in timesheets quickly and stay focused on your work.
  • Allocation: Accurately allocate time to different clients as you work on tasks related to their projects.
  • Automation: Time clock entries are automatically transferred into the timesheets.
Timesheet software

Time Billing

  • Set up billing rates agreed upon with clients to accurately calculate the cost of your work.
  • Filter and customize billing appendices to show only the necessary information to clients.
  • Export and send invoicing appendices to clients seamlessly.

Client and Project Time Reporting

  • Optimize profit generation by observing patterns and identifying opportunities.
  • Use tracked data to assess and estimate future projects similar in scope.
  • Keep track of difficult clients and recognize warning signs for better performance tracking.

Time Analytics Pricing

Time analytics pricing

Starter Plan

  • Price: $4.99 per month with the annual license and $5.99 with the monthly.

Features included:

  • Time tracking
  • Timesheets
  • Utilization
  • Cost allocation
  • Time and cost reports
  • Performance dashboard
  • Mobile app

Optimum Plan

  • Price: $6.99 per month with the annual license and $8.45 with the monthly.

Features included:

  • All Starter features
  • Invoicing
  • Revenue reports
  • Customized onboarding
  • Email reminders.

With Time Analytics, virtual assistants can streamline their time tracking, gain valuable insights into their work, and enhance their productivity and profitability. Choose the plan that suits your needs and take advantage of the 14-day free trial to experience the benefits firsthand.

Benefits of Time Tracking for Virtual Assistants

There are numerous benefits of virtual assistant time tracking. Let’s look into the most prominent ones.

Enhanced Productivity and Efficiency

By utilizing time tracking, virtual assistants can optimize their productivity, streamline their workflow, and achieve better results in their work. It empowers them to make data-driven decisions and effectively manage their time, ultimately leading to increased efficiency and client satisfaction.

Identifying Areas for Improvement

Time tracking allows virtual assistants to monitor the time spent on each task, enabling them to identify areas where they can improve their efficiency and effectiveness. By analyzing the data, they can streamline their workflow and eliminate time-wasting activities.

Effective Time Allocation

Time tracking helps virtual assistants allocate their time effectively by prioritizing important tasks. With a clear overview of how much time is spent on each activity, they can make informed decisions about task deadlines, resource allocation, and project timelines. This ensures that important tasks are given the necessary attention and are completed on time.

2. Toggl Track Virtual Assistant Time Tracking

toggl track Virtual Assistant Time Tracking
Source: Toggl Track website

Toggl Track is an efficient time tracking software designed to assist virtual assistants in various tasks such as reporting and invoicing.

Notable Features

  • Time tracking can be done effortlessly using Toggl Track’s mobile app, desktop app, web app, or browser extension.
  • The software automatically tracks the websites or applications you use for more than 10 seconds, ensuring accurate time monitoring.
  • Pinning time entries to the top of the Timer page ensures easy access and management.


Toggl Track provides a free version suitable for up to five users. For more advanced features, paid plans are available, starting at $10 per user per month.

3. Clockify

Clockify tracking virtual assistant time tracking
Source: Clockify website

Clockify is an effective time tracking solution that accurately differentiates billable time from non-billable time and generates precise invoices.

Key Features

  • With Clockify, tracking time is simple and efficient through its start/stop timer, and it also supports manual entry for added flexibility.
  • The software enables you to submit timesheets and set reminders for their due dates, ensuring timely completion and organization.
  • Productivity trends are displayed, allowing you to visualize how your time is allocated across various projects and tasks.


Clockify provides a free plan that offers valuable features. For more advanced functionality, paid plans are available, starting at $4.99 per user per month.

4. Paymo

Source: Paymo website

Paymo is a comprehensive time tracking software that goes beyond its primary function and also serves as a project management tool, allowing you to efficiently track time and invoice clients. It further includes budgeting features to ensure effective project cost management.

Key Features

  • Paymo automatically logs your time spent on projects and provides the option to add relevant notes for detailed tracking.
  • The software offers a convenient desktop widget that simplifies time tracking and provides a visual breakdown of your daily activities.
  • Switching between daily, weekly, and monthly timesheets is effortless, enabling you to choose the most suitable view for your needs.


Paymo offers a free plan designed for individual users. For enhanced features and capabilities, paid plans are available, starting at $5.95 per user per month.

5. Harvest Virtual Assistant Time Tracking

Harvest time tracking
Source: Harvest website

Harvest is a user-friendly time tracking and reporting application designed to streamline invoicing and payment processes. It serves as an intuitive tool that greatly assists virtual assistants in efficiently tracking their time for remote work.

Key Features

  • Harvest provides desktop and mobile apps that make time tracking a breeze, ensuring convenience and accessibility.
  • Virtual assistants can set reminders to track time, ensuring accuracy and preventing missed entries.
  • The ability to review past project data and estimate the scope and expenditure of future projects allows for better planning and decision-making.


Harvest offers a free plan tailored for single users, providing essential functionality. For additional features and expanded capabilities, paid plans are available, starting at $12 per user per month.

6. DeskTime

Desktime time tracker
Source: DeskTime website

DeskTime is an automatic time tracking software specifically designed to meet the needs of virtual assistants, whether working individually or as part of a team. In addition to its time tracking capabilities, it also offers attendance tracking and workflow management features, making it an ideal tool for efficient remote work management.

Key Features

  • DeskTime intelligently detects and logs time based on document titles, email subject lines, chat group names, and more. This ensures accurate time tracking for various virtual assistant tasks.
  • It tracks offline billable time, such as time spent attending calls and meetings, even when not actively using digital applications.
  • The ‘Private Time’ feature recognizes and respects the need for personal breaks or non-work activities, pausing all monitoring during such periods, such as social media browsing.


DeskTime offers a free plan that delivers essential functionalities suitable for virtual assistants. For more advanced features and enhanced capabilities, paid plans are available, starting at $7 per user per month.

Best Practices for Effective Time Tracking as a Virtual Assistant

Virtual assistants can harness the power of effective time tracking by following the crucial positive practices. Setting clear goals, creating a structured schedule, analyzing data, and communicating with clients all contribute to efficient time management, improved productivity, and successful client relationships.

Setting Clear Goals and Priorities

To effectively track time as a virtual assistant, it is important to set clear goals and establish priorities. By clearly defining what needs to be accomplished and prioritizing tasks accordingly, virtual assistants can align their time tracking efforts with their objectives.

This ensures that their time is dedicated to the most important and impactful activities, ultimately enhancing productivity and success.

Creating a Structured Schedule

A structured schedule is essential for efficient time tracking. Virtual assistants should create a well-defined schedule that includes dedicated time blocks for different tasks or projects.

By allocating specific time slots for each activity, they can focus on individual tasks without distractions and accurately track the time spent on each one. This practice promotes better time management and prevents overlapping or neglecting crucial assignments.

Regularly Reviewing and Analyzing Time Tracking Data

Regular reviews of time tracking data allow virtual assistants to gain valuable insights into their productivity and performance. By examining their tracked hours and comparing them to their goals, they can identify areas of improvement, time-wasting activities, or patterns of inefficiency.

This analysis enables them to make data-driven adjustments, optimize their time management strategies, and enhance overall productivity.

Communicating with Clients About Time Tracking Practices

Open communication with clients and stakeholders about time tracking practices is essential for transparency and understanding. Virtual assistants should establish clear expectations regarding time tracking methods, reporting frequency, and billing processes.

Regularly updating clients on the progress of tasks and providing detailed reports based on time tracking data fosters trust and accountability. Effective communication ensures that everyone involved is on the same page and reduces any potential misunderstandings.

To Conclude

Time tracking offers numerous benefits for virtual assistants. It enhances productivity and efficiency by identifying areas for improvement and allocating time effectively.

Accurate client billing and transparency build trust with clients and ensure fair invoicing. Time tracking also fosters self-awareness and personal development by analyzing data and making adjustments for optimal performance.

In today’s fast-paced virtual work environment, time tracking is no longer an option but a necessity. Virtual assistants looking to succeed should start implementing time tracking practices to maximize their potential.

By choosing suitable time tracking methods, setting clear goals, and regularly reviewing data, they can optimize their performance and propel their careers to new heights.

It’s time to take action and embrace time tracking as a fundamental part of your virtual assistant toolkit. Start today and witness the transformative effects it can have on your productivity, client relationships, and overall success.

Remember, time is a valuable resource, and by harnessing it effectively, you can unlock your full potential as a virtual assistant. Try Time Analytics and see how you develop into a seasoned professional!

Jelena Lukic

Jelena has a Master’s Degree in teaching Serbian literature and language. Creative writing is her biggest passion.

Join thousands of companies that grow with Time Analytics

Miras Managment
Zabriskie studio