To track contractor hours with Clockify, create a project for each client or billing unit, add the tasks you need to report, and record work with the timer or a manual time entry. Set the relevant rates and billable status, then review and export a report before sharing it or using it to prepare an invoice.
Set up projects and tasks around how you bill
Start with the structure your contract and invoices require. A project for each client is a practical starting point; use a different billing unit when that better matches the engagement. Add tasks for the categories of work you need to distinguish in reports, such as research, implementation, or meetings. Clockify’s freelancer and contractor guide describes organizing work with projects and tasks, but the right amount of detail depends on what the client expects to see.
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Before tracking, decide how you will categorize recurring work. Too few categories can make a report hard to explain; too many can add unnecessary upkeep. Choose labels that match the way you review time and present it to the client.
Record work with the timer or a manual entry
When starting a task, choose the correct project and task, add a useful note if needed, and start the timer. Clockify also lets you enter or edit time manually. Use a manual entry to record work you forgot to start the timer for; it does not recover untracked time automatically, so enter a duration you can substantiate.
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| Method | When it fits | What to check |
|---|---|---|
| Live timer | You can start and stop tracking as work begins and ends. | Confirm the client project and task before starting, and stop the timer when the work session ends. |
| Manual entry | You need to add forgotten time or make a correction. | Reconstruct the duration and assign it to the correct date, project, and task; add a note when it helps explain the entry. |
Clockify lists timer and manual editing features, as well as desktop and mobile apps, on its features page. Clockify says its desktop app includes reminders and idle detection. These can help with routine, but you should still review entries rather than assume every session was categorized correctly.
Apply billable status and rates carefully
Clockify’s contractor guide describes setting rates by employee and project and using billable entries to calculate billable amounts. Set the rate that matches the engagement, then confirm that each applicable entry is marked billable. A default rate or flag may not reflect every client arrangement, so verify entries before relying on the totals.
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Billable amount is a calculation from your recorded time, rate, and billable designation—not proof that the client has approved the work or that the amount matches every contract term. Check the agreement for rounding rules, minimum increments, caps, excluded activities, and approval requirements.
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Choose the reporting period and inspect the entries for correct dates, projects, tasks, notes, durations, and billable status. Clockify says reports can be exported as PDF, CSV, or Excel. Use the format that best suits the recipient: a PDF is convenient to review, while CSV or Excel can be useful for further analysis. Check the exported file itself before sending it.
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Clockify’s paid-feature listing describes a time-audit feature for finding uncategorized or unusually short or long entries. Treat audit, approval, and locking availability as plan-dependent: consult the current paid-features page and plan details before building a workflow around them.
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Use the reviewed report as supporting detail for a client update or invoice, following the format and approval process in your agreement. Clockify’s contractor guide also describes fixed-fee project budgets and invoices based on billable hours. If you use accounting software, Clockify lists integrations including QuickBooks and Xero on its time-tracking integrations page. Confirm current setup steps and availability before assuming a particular sync will work for your account.
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Keep records that meet your actual requirements
A Clockify report can organize and present tracked hours, but the vendor’s product materials do not establish that a particular report satisfies every client’s contract, tax-record rules, or employment-law requirements. Confirm required fields, approval procedures, and retention periods with your client or a qualified adviser. Clockify also provides a contractor timesheet PDF, which may help if a client requests a separate format.
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