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To track contractor hours with Clockify, create a project for each client or billing unit, add useful task categories, and record work with the timer or a manual entry. Set the correct rate and billable status, review the resulting report, then export it for your records or client. The key is to match the project and task structure to the way your contract and invoice describe the work.
Set up Clockify around your client agreements
Start with the way each client expects to see time reported. Clockify’s Time tracking app for freelancers guide describes creating projects by client, adding tasks, and selecting the appropriate project and task before tracking. You do not need a separate project for every small activity: use enough detail to make reports useful without making time entry cumbersome.
Choose projects and tasks that make sense on an invoice
- Create a project for a client, contract, or other billing unit that you need to report separately.
- Add tasks for meaningful work categories, such as research, design, or revisions, when those distinctions help explain the work or meet the client’s reporting requirements.
- Use names consistently so entries can be recognized when you review or export a report.
Before tracking, confirm that the selected project and task reflect the engagement. A useful category structure makes it easier to review time later, but Clockify’s product materials do not establish that any particular structure satisfies a client’s contract or recordkeeping rules.
Record hours with the timer or a manual entry
Clockify supports live timer tracking as well as manually entering or editing time. The timer is useful when you can start and stop it as work happens; manual entry is the recovery option when you forgot to start it or need to correct a record. A manual entry does not recover untracked activity automatically, so reconstruct the duration from your notes, calendar, or other reliable records.
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| Method | Best fit | What to watch |
|---|---|---|
| Live timer | Work you can start and stop as it happens. | Choose the right client project and task before starting, and stop the timer when the work ends. |
| Manual entry | Forgotten starts, edits, or time recorded after a work session. | Reconstruct the duration and assign it to the right date, project, and task; it is not automatic recovery. |
Clockify’s features page also describes desktop and mobile apps. The vendor says its desktop app includes reminders and idle detection; check the current app details and settings before relying on those functions. No product description establishes that either method is universally more accurate: the quality of the record depends on selecting the correct category and entering a defensible duration.
Set billable status and rates deliberately
Clockify’s freelancer guide says rates can be set by employee and project, and that billable entries are used to calculate billable amounts. Configure rates and mark entries billable only in a way that matches your engagement. For each client or task arrangement, check the applicable rate, whether the time is billable, and whether any special terms apply before using a calculated amount in an invoice.
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If you bill a project for a fixed fee rather than by the hour, the guide also describes project budgets. A budget or calculated billable amount is a tracking aid; it does not replace the fee and billing terms agreed with the client.
Review the timesheet before sharing it
Before sending a record, open the relevant report and check the dates, project, task, notes, and totals. Look for misplaced entries, missing work, duplicate records, and time that should not be billed. Clockify says reports can be exported as PDF, CSV, or Excel, allowing you to share a readable report or work with the data in a spreadsheet.
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- Choose the reporting period that matches the client’s billing cycle.
- Filter or review the relevant client project and inspect its tasks and entries.
- Confirm that durations, notes, billable status, rates, and totals match your records and agreement.
- Export the checked report in PDF, CSV, or Excel, as appropriate for the client or your own workflow.
Clockify lists a time-audit feature for finding uncategorized or unusually short or long entries among its paid features. Availability depends on the current plan; consult the paid features page before building a review process around it.
Share records or hand them off for invoicing
A reviewed export can support a client timesheet or provide source data for an invoice, but agree with the client on the required format, approval process, and supporting notes. Clockify’s freelancer guide describes invoicing from billable hours. Its integrations page lists accounting connections including QuickBooks and Xero, but a listing does not show that every contractor needs those services or that a particular sync is available on every plan. Check the current time tracking integrations details and your account’s setup before depending on an accounting handoff.
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Check plan-dependent controls before relying on them
Clockify’s paid-feature materials list functions such as timesheet approvals, locking, and integrations among plan-dependent features. If a client requires approved or locked timesheets, verify that your current plan supports the exact workflow and that the client can participate as needed. Feature availability and plan terms can change, so confirm them in Clockify’s current product information rather than assuming that a listed feature is included in every account.
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Clockify’s product pages describe tracking and reporting functions, but they do not establish that an exported report alone meets a particular contract, tax-record rule, or employment-law requirement. Confirm with the client what must be submitted and retained, and consult a qualified adviser about applicable recordkeeping obligations. Keep any notes or source records needed to explain how you reconstructed a manual entry or calculated a billable amount.
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