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Business FinanceTop 10 Best Time And Materials Tracking Software of 2026
Top 10 ranking of time and materials tracking software for project teams, with side-by-side feature checks and options like ClockShark, Deltek, QuickBooks Time.
How we ranked these tools
An editor sets the topic, the inclusion criteria, and the evaluation framework before research starts.
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Framework: Features 40% · Ease 30% · Value 30%
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ClockShark is the best pick when you need fast, construction or field-ready timesheets with approvals and billable rollups before invoicing, while Deltek fits project accounting teams managing controlled T&M actuals at scale, and QuickBooks Time is the smoother entry if you live in QuickBooks for payroll-ready billing.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
ClockShark
Timesheet approval workflow with lock and audit trail history for each timesheet period.
Best for: Fits when project teams need fast timesheets, approvals, and billable rollups before invoicing.
Deltek
Editor pickProject billing and profitability reporting that stays tied to controlled time entry and posting policies.
Best for: Fits when project accounting teams need controlled T&M actuals, approvals, and billing outputs across many projects.
QuickBooks Time
Editor pickTimesheet approval workflow tied to billable settings for direct, audit-friendly labor handoff into QuickBooks invoicing.
Best for: Fits when mid-market teams need accurate timesheet approvals and QuickBooks-ready labor billing.
Comparison Table
ClockShark
vertical specialistTime tracking software for construction and field service companies.
Timesheet approval workflow with lock and audit trail history for each timesheet period.
ClockShark’s core workflow centers on employee time entry, manager approvals, and locked timesheets that preserve an approval trail for later billing and reporting. It links time to projects and cost allocations so labor can roll up by client, project, and timeframe without manual rekeying. Expense capture is available alongside time, which reduces the gap between labor and reimbursable items during project closeouts. Integration support includes common accounting and ERP-adjacent synchronization paths, which matters when QuickBooks Time is part of the upstream time capture process.
A tradeoff is that ClockShark’s strongest fit is operational time capture and approval, while deeper project accounting logic such as percent-complete recognition or complex labor category hierarchies often requires complementary systems. It works best when teams need frequent, recurring timesheet review and approval cycles before invoicing or month-end close, not just a one-time reporting export.
- +Approval workflow is built into the time capture cycle
- +Mobile-first time entry reduces missed punches and manual edits
- +Time and expenses are tied to projects for straightforward rollups
- +Configurable rate card rules help control billing consistency
- –Advanced project accounting needs may require an external finance system
- –Some governance steps depend on disciplined cost code usage
- –Automation depth can be limited for highly customized approval chains
- –Multi-currency labor workflows can require extra setup work
Field services operations teams
Daily mobile time capture with approvals
Fewer late invoice corrections
Professional services finance teams
Utilization reporting across client projects
Earlier capacity adjustments
Show 2 more scenarios
Project managers
Expense and labor capture through completion
Cleaner closeout documentation
Project data stays aligned as time and expenses accumulate for month-end reporting inputs.
Accounting teams moving off QuickBooks Time
Consolidated time entry with rate rules
More consistent billable outputs
ClockShark enforces consistent rate card handling while approvals prepare data for invoicing.
Best for: Fits when project teams need fast timesheets, approvals, and billable rollups before invoicing.
Deltek
enterpriseEnterprise project ERP software with dedicated time and expense modules.
Project billing and profitability reporting that stays tied to controlled time entry and posting policies.
Deltek centers time capture around project codes, labor categories, and workflow gates that route timesheets through approvals before costs post to projects. Labor rates and billing rates can be managed with multi-currency considerations and then pushed into cost and revenue views used for project profitability roll-ups. Expense handling can be included in the same project accounting context so charge capture supports reimbursement and billing cycles.
A tradeoff is that the configuration depth required for rate structures, cost code hierarchy, and approval policies creates friction for small teams with lightweight processes. Deltek works best when a project accounting team needs repeatable controls for timesheet lock policy, DCAA-oriented traceability, and consistent project billing treatment across many concurrent jobs. Teams that only need basic time capture without project accounting controls often find the setup and administration overhead higher than the value gained.
- +Approval-driven timesheet posting supports billing-grade project cost control
- +Labor rate and contract billing logic aligns with project accounting reporting
- +Project profitability roll-up connects time and expense actuals for decisioning
- +ERP integration supports actuals sync for downstream finance processes
- –Rate and cost structure setup takes significant governance and admin effort
- –UI complexity can slow adopters who only need lightweight time capture
- –Approval workflow design can become a bottleneck without clear ownership
Project accounting teams
Timesheets gated before costs post
Fewer billing corrections
Government contractors
DCAA-mode traceability for labor
Improved compliance evidence
Show 2 more scenarios
Finance operations teams
Actuals sync with ERP close
Faster month-end close
Integration moves time and expense actuals into finance workflows for consolidated reporting.
Program managers
Utilization and profitability visibility
Earlier variance detection
Aggregated project reporting turns time and charges into profitability views for active steering.
Best for: Fits when project accounting teams need controlled T&M actuals, approvals, and billing outputs across many projects.
QuickBooks Time
SMBTime tracking solution integrated with QuickBooks for payroll and billing.
Timesheet approval workflow tied to billable settings for direct, audit-friendly labor handoff into QuickBooks invoicing.
QuickBooks Time is designed around timesheets, approvals, and billable labor tracking, including entry rules that support consistent rate card usage when labor rates and billing fields are enforced in workflows. The project view ties time entries to customer and project context so teams can generate invoices without rebuilding labor records in another system. Automation is strongest when approvals and time submission policies map to the operational cadence of the team and when accounting data stays aligned in the QuickBooks family of apps.
A key tradeoff is that QuickBooks Time does not attempt to cover advanced cost planning and earned value workflows across complex work-in-progress schedules. It works best when the main need is fast capture of actual labor, review throughput via approval workflows, and reliable handoff into project billing. Teams that need milestone burn-down, percent-complete recognition, or DCAA-style labor evidence trails usually require additional project accounting controls outside the time tracking layer.
- +Approval workflow for timesheets reduces missing or late submissions
- +Billable versus non-billable tagging supports cleaner project invoicing
- +QuickBooks accounting integration reduces duplicate labor re-entry
- +Time entry policies help standardize labor rate assignments
- –Limited support for advanced project accounting planning and earned value
- –Integration depth is strongest for QuickBooks-centric accounting stacks
- –Complex multi-project labor structures can require careful admin mapping
- –Expense reimbursement capture is not as comprehensive as dedicated project systems
Professional services project teams
Collect approved billable hours per client project
Fewer billing disputes
Field services managers
Track time across jobs with controlled entry
Higher utilization visibility
Show 2 more scenarios
Accounting operations teams
Sync labor time into QuickBooks project billing
Cleaner month-end close
Labor entries transfer into the accounting workflow to reduce re-keying and mismatches.
Resource planning leads
Report capacity by team and assignment
Better staffing forecasts
Time reports summarize actual labor against projects for near-term resourcing decisions.
Best for: Fits when mid-market teams need accurate timesheet approvals and QuickBooks-ready labor billing.
Harvest
SMBTime tracking and invoicing software for tracking billable hours and project costs.
Recurring timesheet templates let teams standardize labor entry patterns for repeat engagements.
Harvest is a time and materials tracking tool that keeps time capture, expense entry, and invoice-ready reporting in one workflow.
- +Timesheet approvals enforce consistent billing decisions across projects
- +Expense capture pairs with time entries to reduce rekeying for invoicing
- +Recurring timesheet templates support repeatable labor structures
- +Accounting and invoicing integrations reduce export and mapping work
- –Cost code and rate setup requires careful planning to avoid reporting drift
- –Automation coverage for advanced profitability roll-ups depends on external systems
Best for: Fits when project teams need reliable time capture, approval flow, and accounting-ready exports for T&M billing.
BigTime
enterpriseProfessional services automation software with time, expense, and billing management.
Entry approval and timesheet lock policy with role-based controls for controlled adjustments after submission.
BigTime captures time entries through a staff timesheet and links them to customers, projects, and work codes for time and materials billing. It supports rate cards with labor categories and can apply billable and non-billable handling so utilization reporting stays aligned with project accounting.
- +Time approval workflow ties corrections to audit trails and lock policies
- +Rate card enforcement uses labor category and customer context during billing prep
- +Project and customer mapping keeps time and expenses aligned for invoicing
- +Automation options reduce manual rework when projects require consistent coding
- –Labor category mapping and rate card setup require careful governance
- –Expense capture depends on configured project associations and entry rules
- –Multi-currency labor rate handling adds complexity for distributed billing
- –ERP and accounting sync coverage can require connector configuration work
Best for: Fits when project teams need approval-locked time and rate-card billing discipline with recurring project coding.
Unanet
enterpriseProject ERP software with time tracking and project accounting for professional services.
Work in-progress schedule and profitability roll-ups connect time and expense actuals to accounting-ready project summaries.
Unanet targets time and materials and related project accounting workflows where labor classification drives downstream reporting.
- +Time entry approval workflow routes corrections before posting to projects
- +Cost code hierarchy supports granular labor and expense classification
- +Project profitability roll-up aggregates actuals and forecasts by project segment
- +Timesheet lock policy helps prevent backdated edits after approval
- –Administration requires careful configuration of rate cards and labor mappings
- –Expense reimbursement capture needs consistent documentation discipline
Best for: Fits when project accounting teams need approval controls and profitability roll-ups tied to T&M cost structures.
TimeSolv
vertical specialistTime tracking and billing software for law firms and consultants.
Approval-driven time entry controls tied to billing-ready reporting views.
TimeSolv focuses on time and labor tracking with built-in billing readiness for project and T&M workflows. It supports configurable cost codes and labor categories, plus approval paths that can enforce time entry review before invoices.
- +Configurable cost code and labor category assignment at entry time
- +Time entry approval workflow supports controlled invoicing preparation
- +Project reporting separates labor activity by account and period
- +Export tools support moving actuals into project accounting processes
- –Advanced project accounting rollups require careful configuration
- –Integration coverage depends on available connectors and export mapping
- –Rate card enforcement for complex labor rules needs governance discipline
- –Expense reimbursement capture is not as central as labor tracking workflows
Best for: Fits when project teams need disciplined time approvals and code-based labor reporting for T&M billing.
Zoho Invoice
SMBInvoicing software with integrated time and expense tracking.
Built-in timesheet approval and posting controls that link approved hours to invoice-ready line items.
Zoho Invoice combines time entry, invoice generation, and project cost tracking in one workflow for time and materials billing. It supports rate cards and labor categorization, so billable lines can enforce consistent pricing rules tied to projects and clients.
- +Rate cards and itemized labor categories keep T&M billing consistent
- +Timesheet approval workflow controls which entries can bill
- +Project and client drilldowns tie time records to revenue outcomes
- +Zoho integrations support automated updates across finance workflows
- –Depth for DCAA-style labor accounting requires careful configuration
- –Advanced earned value tracking needs complementary tooling or custom process
- –Complex multi-entity governance can take time to align
- –Expense and reimbursement capture is less structured than time billing
Best for: Fits when project teams need approved timesheets that flow into rate-driven T&M invoices with predictable client-level controls.
Hubstaff
SMBTime tracking software with payroll and invoicing features for remote teams.
GPS-enabled mobile time capture that ties tracked intervals to tasks for approval and payroll export workflows.
Hubstaff runs employee time tracking with GPS-enabled mobile time capture and payroll exports for labor reconciliation. It adds task and project tagging so teams can map time entries to work items for reporting and utilization views.
- +GPS-assisted time capture reduces disputes for field and remote workers
- +Timesheet approvals enforce a controlled submission workflow before export
- +Task and project tagging supports billable work reporting and allocation views
- +Payroll export formats support direct handoff to payroll operations
- –Activity monitoring can require policy alignment and change management
- –Project accounting sync for actuals-vs-budget variance needs external accounting integration
Best for: Fits when teams need time capture plus timesheet approvals for project-tagged reporting.
Paymo
SMBProject management software with time tracking and invoicing for small businesses.
Automatic time entry reminders with rule-based approvals reduce missed timesheets and keep utilization reporting current.
Paymo fits project teams that need time entry, task-linked tracking, and billing workflows without building everything from scratch. Core capabilities include timesheets with approval steps, project budgeting by cost and rate, expense entry, and invoice-ready reporting built around T&M style cost capture.
- +Timesheets support task context and approval workflow for consistent billing-grade data
- +Expense capture links to projects so reimbursement work does not live outside tracking
- +Rate and milestone controls improve labor cost tracking for T&M style billing
- +Role permissions and audit visibility help keep time changes attributable
- –Project profitability roll-ups can require careful rate and cost code setup
- –Multi-currency labor rate handling may add complexity for distributed teams
- –Advanced earned value style reporting needs structured project configuration
- –ERP sync quality depends on the connector mapping and field coverage
Best for: Fits when project teams need task-linked time approvals, expense capture, and T&M reporting without heavy custom development.
Conclusion
After evaluating 10 time and materials tracking software, ClockShark stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Time And Materials Tracking Software
Time and materials tracking software keeps labor and expense entries tied to projects so approvals, billing-grade handoff, and utilization reporting stay consistent across the work lifecycle.
This buyer6 guide covers ClockShark, Deltek, QuickBooks Time, Harvest, BigTime, Unanet, TimeSolv, Zoho Invoice, Hubstaff, and Paymo, focusing on how their timesheet approval workflows, lock policies, and accounting outputs differ for T6M billing and project profitability roll-ups.
Time And Materials Tracking Software for approval-locked, billable labor and expense actuals
Time and materials tracking software records time and expenses against projects, then routes those entries through approval workflows that determine what becomes invoice-ready labor.
ClockShark and BigTime both emphasize approval and timesheet lock behavior that creates audit trails for each submission period, while Unanet connects time and expense actuals to accounting-ready project summaries. Deltek takes a stronger project accounting stance by tying controlled posting policies to project billing and profitability reporting, which changes how organizations handle rate and cost structure governance.
T&M tracking capabilities that determine approval, billing handoff, and project profitability roll-up
Time and materials tracking software is only useful when time entry approval workflow behavior matches the organization’s billing-grade handoff needs. The practical difference shows up in timesheet lock policy, rate card enforcement rules, and how approved hours turn into invoice-ready labor lines.
These capabilities also determine whether utilization reporting and project profitability roll-up stay consistent with what finance teams post for each project. The most consequential gaps appear in cost code hierarchy coverage, expense reimbursement capture mapping, and how controlled posting policies limit late changes after submission.
Timesheet approval workflow with lock and audit trail history
ClockShark builds an approval workflow into time capture with lock and audit trail history per timesheet period, which keeps period-close behavior predictable. BigTime adds an entry approval and timesheet lock policy with role-based controls to prevent uncontrolled post-submission edits.
Billing-grade tagging that separates billable and non-billable labor
QuickBooks Time ties approval workflow to billable settings for an audit-friendly labor handoff into QuickBooks invoicing. Zoho Invoice uses rate cards and itemized labor categories so only approved entries become invoice-ready line items.
Project accounting linkage for profitability and WIP visibility
Unanet connects work in progress schedule and profitability roll-ups by linking time and expense actuals to accounting-ready project summaries. Deltek ties controlled time entry and posting policies directly to project billing and profitability reporting.
Rate and labor configuration governance for repeatable T&M output
Harvest provides recurring timesheet templates to standardize labor entry patterns for repeat engagements without creating inconsistent coding choices. Deltek relies on labor rate and contract billing logic that aligns with project accounting reporting, but rate and cost structure setup requires governance effort.
Cost code and labor category mapping for consistent reporting structure
Unanet includes a cost code hierarchy that supports granular labor and expense classification in project summaries. TimeSolv supports configurable cost code and labor category assignment at entry time to keep T&M billing preparation aligned to internal reporting views.
Expense reimbursement capture tied to projects and approval rules
Harvest pairs expense capture with time entries so invoicing work does not require rekeying in separate systems. Paymo links expense capture to projects so reimbursement work stays inside the same tracking dataset used for T&M reporting.
Choose based on period-close controls, billing handoff shape, and accounting linkage depth
The most decisive question is what happens when a timesheet period closes. Some tools enforce approval and lock behavior inside the time capture cycle so audit trails remain intact, while others prioritize exporting structured billing data into an accounting stack.
A second question determines whether profitability roll-up is native to the time and tracking layer or depends on finance systems. Some platforms connect time and expense actuals to project accounting summaries with controlled posting policies, while others stop at disciplined time approvals and rely on external accounting processes for deeper earned value and advanced variance views.
Map the approval model to how late edits must be controlled
If period close requires a lock with an audit trail history per timesheet period, ClockShark’s approval and lock cycle matches that governance need. If approvals must use role-based controls to allow controlled adjustments after submission, BigTime’s entry approval and lock policy fits better.
Match invoice readiness to the billing destination system
If invoice-ready labor must arrive as billable and non-billable handoff into QuickBooks invoicing, QuickBooks Time ties approval workflow to billable settings. If the invoicing destination expects predictable client-level controls with rate-driven line items, Zoho Invoice links approved timesheets to invoice-ready line items through its rate cards.
Decide whether profitability roll-up belongs in the tool or in finance workflows
If project profitability and WIP visibility must be built from time and expense actuals inside the tool layer, Unanet’s work in progress schedule and profitability roll-ups provide that linkage. If controlled posting policies must stay tightly tied to project billing and profitability reporting across projects, Deltek’s billing and profitability reporting aligns with project accounting posting rules.
Select a configuration philosophy that matches admin capacity
If teams want entry-time standardization via recurring timesheet templates for repeat engagements, Harvest’s recurring template approach reduces inconsistent coding choices. If teams can govern setup effort for rate structure, labor mappings, and contract billing logic, Deltek’s setup depth can support billing-grade project cost control.
Confirm expense reimbursement stays attached to the same project dataset
If reimbursement capture must pair with time entries for accounting-ready invoicing output, Harvest keeps expense capture aligned to time entries. If reimbursement must be part of the same task-linked approval workflow and project dataset used for T&M reporting, Paymo’s expense capture project linkage supports that requirement.
Who should use Time And Materials Tracking Software built for approval-locked billing-grade data
Project teams and project accounting groups need T&M tracking software when billable labor output depends on controlled time entry approvals. The strongest fit comes from tools that enforce approval and lock behavior and then produce consistent project-tagged outputs for billing and reporting.
The right selection also depends on how much the organization expects the tool to handle for profitability roll-up and project posting behavior. Some organizations want finance-grade roll-ups from the time layer itself, while others only need reliable approved hours and exports into an existing accounting workflow.
Project teams that submit timesheets early enough for invoice scheduling
ClockShark and QuickBooks Time reduce missed or late submissions by enforcing approval workflow tied to time capture behavior. Both tools emphasize audit-friendly labor handoff once timesheets are approved.
Project accounting teams that must control posting policies across many projects
Deltek keeps billing and profitability reporting tied to controlled time entry and posting policies. Unanet routes time and expense actuals into WIP schedule and profitability roll-ups that are accounting-ready by project.
Teams running recurring T&M engagements with repeatable labor patterns
Harvest’s recurring timesheet templates standardize labor entry patterns for repeat engagements while its approval flow enforces consistent billing decisions across projects. This reduces variability in coding choices that otherwise causes reporting drift.
Organizations that treat expense reimbursement as part of billable and project accounting output
Harvest pairs expense capture with time entries so invoicing work does not require rekeying in separate systems. Paymo links expense capture to projects so reimbursement work stays inside the same tracking dataset used for T&M reporting.
Common buying mistakes that break approval-grade T&M billing and profitability roll-ups
Many failures trace back to approval workflow behavior not matching how the organization closes periods. Teams that allow unrestricted post-submission edits end up with inconsistent audit trails and billing disputes for the same timesheet period.
Another common failure is underestimating configuration governance for labor rates and cost code mapping. When rate card enforcement and labor category setup are weak, project profitability roll-up becomes unreliable even if time entry capture looks correct.
Selecting a tool that does not enforce a time approval lock policy per period
ClockShark’s approval workflow includes lock and audit trail history for each timesheet period, which prevents uncontrolled changes after submission. BigTime also uses a timesheet lock policy with role-based controls for controlled adjustments after submission.
Treating rate card setup as a one-time admin task without cost structure governance
Deltek’s rate and cost structure setup requires significant governance and admin effort, which directly affects project billing and profitability outputs. BigTime also requires careful labor category mapping and rate card setup to keep billing discipline intact.
Assuming expense reimbursement tracking automatically matches the project coding used for time
Harvest pairs expense capture with time entries, which keeps invoicing consistent when reimbursement must attach to the same project context. Paymo links expense capture to projects, but profitability roll-ups still require careful rate and cost code setup to avoid classification drift.
Buying for profitability roll-ups without confirming accounting linkage depth
Unanet explicitly connects time and expense actuals to accounting-ready project summaries via its WIP schedule and profitability roll-ups. Deltek ties controlled posting policies to project billing and profitability reporting, which is different from tools that focus only on approval and exports.
How We Selected and Ranked These Tools
We evaluated ClockShark, Deltek, QuickBooks Time, Harvest, BigTime, Unanet, TimeSolv, Zoho Invoice, Hubstaff, and Paymo using feature depth at the timesheet approval workflow and lock-past-submission control layer, plus how their outputs support billing-grade labor handoff. Features carried 40% weight, ease and day-to-day usability carried 30% weight, and overall value carried 30% weight.
ClockShark ranked highest because its timesheet approval workflow is built into the time capture cycle with lock and audit trail history for each timesheet period. The ranking also reflected how quickly each tool turns approved time and expense data into accounting-ready project output based on the supplied standout capabilities.
Frequently Asked Questions About Time And Materials Tracking Software
How do time approval workflows differ across ClockShark, BigTime, and QuickBooks Time?
Which tools support billable versus non-billable tracking tied to labor coding, and how is it enforced?
How does DCAA compliance mode change the way Unanet handles T&M contract controls?
When does recurring timesheet entry matter, and which tool offers the clearest path for it?
What breaks if timesheets are not locked after approval in a multi-project environment?
How do ERP or accounting integrations typically affect data model mapping across Deltek, QuickBooks Time, and Paymo?
How do expense reimbursement capture workflows differ between Unanet and ClockShark?
Which tools provide an API or automation surface for rate and schedule synchronization, and what data usually needs mapping?
What administrative controls exist to prevent unauthorized edits across Harvest, BigTime, and Hubstaff?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
- Business FinanceTop 10 Best Time And Expense Tracking Software of 2026
- Business FinanceTop 10 Best Materials Software of 2026
- Manufacturing EngineeringTop 10 Best Material Tracking Software of 2026
- Communication MediaTop 10 Best Call Center Time Tracking Software of 2026
- Legal Professional ServicesTop 10 Best Law Firm Time Tracking Software of 2026
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