We Review 8 Best Nonprofit Time Tracking Software to Consider

Quick Summary

Looking for a time tracking tool built for nonprofit needs? This article reviews the best time tracking tools for nonprofits, focusing on features, pricing, and ease of use. Compare options to find the right fit for your team, budget, and mission, and see why Checkwriters stands out from the rest. For more insights into how Checkwriters helps nonprofits, check our blog. 

Accurate Time Tracking for Nonprofits Starts With the Right Tool

As a nonprofit, you’re already working within tight budgets and strict funding rules. Without accurate time tracking, payroll errors, compliance issues, and missed reimbursements can add up fast.

Employment of fundraisers is projected to rise 6% by 2033, faster than the average for all jobs. As teams expand to secure and manage more funding, keeping track of how staff time is spent becomes even more important. 

Time tracking software helps you log hours by program, grant, or activity. In this Checkwriters article, we review the top nonprofit tools to help you find the right fit.

Why Listen to Us?

At Checkwriters, we work with hundreds of nonprofits across the country, helping them manage payroll, HR, and time tracking with more accuracy, less stress, and more clarity. 

For instance, Benhaven, a nonprofit serving people with autism and developmental disabilities, uses Checkwriters to streamline payroll and time tracking across shifts and teams, cutting manual work and freeing up time to focus on their mission.

What is a Nonprofit Time Tracking Software? 

Nonprofit time tracking software helps organizations log and manage hours worked by employees and volunteers. It lets you track time by program, grant, or activity, making reporting easier and helping you stay aligned with funder requirements.

Many tools offer digital timesheets, approval workflows, and payroll integration to cut down on manual work and errors. This is especially helpful for nonprofits managing multiple teams or shifts.

Checkwriters, for example, allows nonprofits to track attendance and manage time off in one place. It integrates directly with payroll, helping organizations, like Benhaven, save time and focus more on delivering services.

Why Do Nonprofits Need Time Tracking Software? 

• Show Where the Money Goes: Time tracking helps you show funders exactly how staff hours support programs, building trust through clear, fund-specific reporting.
• Use Staff Time Wisely: When you know how time is spent, you can shift resources where they are needed most. That means fewer gaps, better coverage, and stronger programs.
• Stay on the Right Side of Labor Laws: Tracking hours accurately helps you meet wage rules and avoid surprises during audits or reviews.
• Make Grant Reporting Easier: Logging time by grant simplifies reporting and helps prove that funds were used as promised.
• Pay People Correctly: Clean time records lead to cleaner payroll. No guesswork, no corrections, just accurate pay for honest work. 

8 Top Nonprofit Time Tracking Software

1. Checkwriters
2. ClickTime
3. Clockify
4. HubStaff
5. QuickBooks Time
6. Clockshark
7. TimeTrakGO
8. Replicon

1. Checkwriters

Checkwriters is a comprehensive all-in-one payroll and HR platform built for organizations of all sizes. Nonprofits use it to streamline everything from employee scheduling to time tracking to payroll, all in one place. 

With a clean interface and easy-to-use features, you can monitor attendance and track time, while providing access to employee attendance data in real-time. It’s the right platform if you want to stay organized, ensure accuracy, and avoid manual work.  

Key Features

• Time and Attendance Tracking: Records time using biometrics, desktop access, or digital timesheets to reduce errors, improve accuracy, and guarantee audit readiness. 
• Real-Time Dashboard: Delivers instant visibility into attendance trends, helping managers make faster, more informed decisions.
• Scheduling Tools: Prevents scheduling conflicts and helps control labor costs through reusable templates and real-time alerts.
• Payroll Integration: Eliminates manual data entry by sending approved hours straight to payroll, saving time and reducing mistakes.

Beyond Time Tracking

Checkwriters is more than a time tracking tool. It brings payroll, HR, and self-service, reporting together in one platform, reducing admin tasks and supporting the full employee lifecycle.

• Payroll Automation: Simplifies wage calculations, tax handling, and general ledger entry to save time and reduce payroll errors.
• Applicant Tracking System (ATS): Speeds up recruitment with tools for posting jobs, screening candidates, and managing communication, all in one place.
• Electronic Onboarding: Gets new hires up to speed faster with customizable workflows, while syncing data directly into Payroll and HR systems.

Pricing

Checkwriters offers custom pricing based on your organization’s size and needs. Please schedule a meeting to get a demo and a custom quote.  

Pros

• Supports biometric, desktop, and timesheet clock-ins
• Scales easily with growing teams
• Nonprofit-specific features
• Strong compliance support
• User-friendly mobile app
• Personalized support for great user experience
• Seamless payroll integration 

Cons

• Initial setup can take time, but one-on-one support ensures a smooth start

2. ClickTime

ClickTime is a time tracking and resource management platform designed to help organizations, including nonprofits. You can manage employee time, improve budgeting, and simplify grant reporting through accurate, real-time data. 

With easy-to-use timesheets, a mobile app, and nonprofit-specific reporting, ClickTime reduces admin work and helps teams stay focused on their mission.

Key Features

• Time Tracking: Tracks hours by grant, fund, or program to support accurate reporting and compliance.
• Functional Expense Reporting: Breaks down time by program, administrative, or fundraising categories for quick 990 and FASB 117 reporting.
• Funding Source Management: Matches hours to specific grants and roles, ensuring clean, audit-ready records.
• Resource Planning: Assists in planning employee hours, managing workloads, and ensuring projects are adequately staffed. 
• Mobile Accessibility: Provides a mobile app for tracking time and expenses on the go, enhancing flexibility for remote teams. ​

Pricing

ClickTime offers nonprofit pricing across three tiers:

• Team ($11/user/month): Includes time tracking, approval workflows, grant reports, and time off management.
• Premier ($18/user/month): Adds budgeting, resource planning, and dedicated account manager.
• Enterprise: Custom pricing for advanced integrations and services.

Pros

• Clean, user-friendly interface with minimal setup
• Mobile app supports remote teams
• Supports project and grant-level budgeting
• Discounted pricing for eligible nonprofits

Cons

• Some users say it lacks deeper project management tools
• Interface can feel dated to some users

3. Clockify

Clockify is a free time-tracking software tailored for nonprofits to monitor volunteer hours and project durations. With support for volunteers, mobile apps, and unlimited users, Clockify is a cost-effective way for nonprofits to improve visibility into how time is spent.

Key Features

• Time Tracking: Allows volunteers and staff to log hours via an online timer or manual entry, ensuring accurate records of time spent on various activities. ​ 
• Project Management: Enables the creation of projects and tasks, assignment of team members, and estimation of task durations, promoting organized workflows and clear accountability.
• Reporting: Generates detailed reports breaking down tracked time by project and individual, which can be exported in PDF, CSV, or Excel formats for administrative uses.
• Budget Tracking: Facilitates setting time estimates and budgets for grants and deliverables, aiding in monitoring resource utilization and financial planning.
• Integrations: Connects with tools like Trello, Asana, QuickBooks, and more.

Pricing

• Clockify is free forever for unlimited users but with limited features.
• Paid plans start at $4.99 per user per month for the Basic Plan, up to $14.99/user/month for the Enterprise Plan. 

Pros

• Free for unlimited users with strong core features
• Mobile, desktop, and kiosk options for flexibility
• Supports hourly billing and labor budgeting
• Simple interface, quick deployment

Cons

• Can glitch with weak internet or sync delays
• Some reports and integrations feel limited

4. Hubstaff

Hubstaff is a time tracking and team management platform built for remote and distributed teams, making it a strong fit for nonprofits with staff or volunteers across locations. It offers detailed tracking, payroll automation, and scheduling, with built-in tools to manage budgets, projects, and compliance. Nonprofits receive a 30% discount.

Key Features

• Time Tracking: Logs hours by program, grant, or task via desktop, mobile, or GPS-enabled devices.
• Timesheets & Payroll: Automates payroll with accurate timesheets and approval workflows.
• Volunteer Scheduling: Manages shifts and tasks across staff and volunteers with flexible scheduling tools.
• Project Reporting: Tracks project costs, budgets, and time with exportable reports for grant and program visibility.
• Team Management: Monitors productivity with real-time activity tracking and performance insights.

Pricing

• Starter ($7/user/month): Basic time tracking and productivity tools
• Grow ($9/user/month): Adds reporting and one integration
• Team ($12/user/month): Includes payments, scheduling, and unlimited integrations
• Enterprise ($25/user/month): Custom setup and dedicated support

Pros

• Accurate tracking with desktop, mobile, and GPS
• Strong reporting on time, costs, and productivity
• Easy scheduling for both staff and volunteers
• Simple payroll and invoice features built in

Cons

• Frequent bugs and update issues reported
• Timer and timesheet tools can be glitchy or hard to edit

5. QuickBooks Time

QuickBooks Time is a time tracking and scheduling platform built to help nonprofits manage staff and volunteer hours across locations. With mobile, desktop, and kiosk options, plus real-time GPS tracking and shift scheduling, it supports accuracy, accountability, and cost savings, especially for payroll and labor estimates.

Key Features

• Time Tracking: Enables employees and volunteers to clock in via desktop, mobile app, or on-site kiosk.
• Scheduling: Allows you to create, edit, and share schedules by job or shift.
• GPS & Geofencing: Sends clock-in/out reminders when team members enter or leave job sites.
• Project Tracking: Compares actual vs. budgeted hours to improve billing and planning.
• Mobile App: Manage and approve timesheets from anywhere with the QuickBooks Workforce app.

Pricing

There are four plans to choose from, each with 50% discount for the first three months: 

• Simple Start: $17.50/month (regular $35)
• Essential: $32.50/month (regular $65)
• Plus: $49.50/month (regular $99)
• Advanced: $117.50/month (regular. $235)

Pros

• Easy to manage timesheets across multiple teams
• Smart scheduling with geofencing options
• Syncs with QuickBooks and third-party payroll tools
• Real-time reporting for labor costs and grant tracking

Cons

• Limited advanced features in lower-tier plans
• Integration with other accounting systems may require additional setup

6. ClockShark

ClockShark is a time tracking and scheduling platform designed for nonprofits managing staff and volunteers across multiple projects or locations. It offers mobile-friendly tools that make it easy for field teams to clock in, view schedules, and stay on task. 

Key Features

• Time Tracking: Lets staff clock in with a single tap and automatically records GPS locations for accountability.
• Job Costing: Tracks hours, tasks, and expenses across jobs to monitor budgets in real time, whether on desktop or mobile.
• Employee Scheduling: Uses a drag-and-drop tool to assign shifts and notify employees of updates instantly.
• GPS Tracking: Provides real-time location data of employees and volunteers during work hours, promoting accountability and safety in field operations.
• Reports: Generates exportable timesheets and job-level reports to support payroll and grant tracking.

Pricing

• Standard( $40/month base + $9/user/month): Includes time tracking, scheduling, GPS, and task tracking
• Pro($60/month base + $11/user/month): Adds PTO management, job costing, and department controls. 

Pros

• Drag-and-drop scheduling saves time
• GPS and geofencing improve field accountability
• Strong job costing and reporting tools
• Mobile app simplifies clock-in and communication

Cons

• Base fees and per-user costs may accumulate for smaller nonprofits
• Mobile version lacks some desktop features

7. TimeTrakGO

TimeTrakGO is a simple, low-cost time tracking solution built for nonprofits. With GPS-enabled mobile apps, facial recognition, and PTO tracking, it helps organizations manage in-office and remote staff with ease. Its affordable pricing and free onboarding make it a smart fit for growing nonprofits with basic timekeeping needs.

Key Features

• Time Tracking: Offers web, mobile, and kiosk clock-ins with options like geofencing and facial recognition.
• Mobile App: Allows employees to clock in from anywhere with GPS verification for location accuracy.
• Leave Management: Automates vacation and sick leave accruals, approvals, and balances.
• Payroll Integration: Connects with ADP, Paychex, Gusto, QuickBooks Desktop, and more.
• Real-Time Reporting: Provides visual dashboards and exportable reports for payroll and time analysis.

Pricing

• Essential ($2.40/user/month, no base fee): Includes time tracking, scheduling, and mobile access.
• Plus ($3.20/user/month + $16 base fee): Adds PTO, geofence, facial recognition, and payroll integrations.

Pros

• Includes GPS, geofence, and facial recognition
• Simple interface works well for non-technical users
• Integrates with major payroll systems like Gusto
• Mobile and kiosk options improve flexibility

Cons

• Initial setup and training may require time despite free assistance
• Some payroll integrations may require manual steps

8. Replicon

The last nonprofit tracking tool on the list is Replicon, a time and funding tracking platform that supports nonprofits managing multiple grants and funding sources. With highly configurable timesheets, real-time data validation, and granular reporting, Replicon helps you stay audit-ready and in control of both employee time and fund performance.

Key Features

• Customizable Timesheets: Tailor timesheets to capture specific data required for nonprofit operations, facilitating precise allocation of work hours to various funding sources.
• Funds Management: Monitors grant budgets and usage in real time, supporting burn-down tracking and historical trend analysis.
• Approval Workflows: Uses dynamic rules to reduce errors, enforce timely submissions, and streamline supervisor approvals.
• Productivity Monitoring: Tracks employee hour targets and productivity with full visibility for managers and funders.
• Integrations: Offers prebuilt and custom API connectors to CRM, HR, accounting, and ERP systems.

Pricing

Replicon’s Time & Attendance suite starts at $6/user/month. Pricing for more advanced grant and project tracking features varies by organization needs.

Pros

• Built-in fund tracking and grant oversight
• Real-time data validation improves audit readiness
• Customizable to meet country-specific labor laws
• Detailed reports support budget forecasting

Cons

• Some users find admin setup features complex
• Reports across multiple templates can be difficult to consolidate

Choose Checkwriters as the Right Fit for Your Nonprofit

Time tracking helps nonprofits stay compliant, manage costs, and report accurately on how every hour is spent. The tools in this list offer a range of features and pricing to meet different needs, but one stands out for its all-in-one simplicity.

Checkwriters brings together time tracking, scheduling, payroll, and HR in a single platform built for nonprofits. It reduces manual work, improves accuracy, and gives you the tools to manage your team with confidence.

Contact us today to see how we can support your nonprofit’s time tracking needs!

Disclaimer: The information contained herein is not intended to be construed as legal advice, nor should it be relied on as such. Employers should closely monitor the rules and regulations specific to their jurisdiction(s) and should seek advice from counsel relative to their rights and responsibilities.