For Certified Public Accountants (CPAs), time tracking is fundamentally different than it is for most other industries. It is not merely a method of recording attendance; it is the foundation of revenue generation, the key to audit defense, and the primary tool for strategic capacity planning. A subpar time tracking system introduces fragility—leading to lost billable hours, disputed invoices, and crippling uncertainty in fixed-fee pricing models.
In 2025, the market for time tracking software is crowded, but few solutions are engineered to meet the stringent demands of a modern accounting firm. This comprehensive review cuts through the noise. We have analyzed and ranked the leading platforms based solely on the features that matter most to CPAs: those that guarantee revenue integrity, deliver audit-proof logging, and maximize the firm's Realization Rate.
Choosing the right Time Tracking for CPAs is a partner-level decision that directly determines the firm’s profitability and scalability. Here is the definitive comparison to guide your selection.
Why Time Tracking for CPAs Matters More Than Ever
In 2025, CPA firms are under pressure to control margins, justify fees, and manage hybrid teams without drowning in admin. Time Tracking for CPAs has become central to this, because accurate time data underpins billing accuracy, realization rates, and smart staffing decisions.
Modern tools do much more than record hours. They integrate with accounting platforms, automate invoicing, provide client‑level profitability reports, and support compliance and audit trails. Choosing the right solution is now a strategic decision, not just a software purchase.
What to Look for in Time Tracking for CPAs
Before ranking tools, it helps to be clear on the evaluation criteria that matter most to CPA firms:
- Ease of use and adoption: Simple time entry (timers and timesheets), clean UI, mobile and desktop access.
- Billing and accounting integration: Smooth connections to systems like QuickBooks, Xero, and practice management tools to avoid double entry.
- Reporting and analytics: Real‑time views of billable hours, realization, WIP, and client profitability.
- Support for CPA workflows: Project/engagement tracking, team management, and compliance‑friendly audit trails.
The tools below are ranked with these needs in mind, with a specific focus on Time Tracking for CPAs rather than generic time apps.
The Essential Features Every CPA Firm Needs
When evaluating time tracking solutions, certain features are non-negotiable for accounting workflows. According to industry experts, the best software for accountants should include:
- Accurate Billable/Non-Billable Tracking: Clear distinction between revenue-generating work and internal time, crucial for precise invoicing and identifying capacity drains.
- Task-Based and Client-Specific Logs: Ability to assign time to specific clients, projects, and tasks (like "Client X - Q3 Tax Review") for better project management and clear reporting.
- Seamless Accounting Integrations: Direct integration with platforms like QuickBooks, Xero, and Sage Intacct to eliminate double entry and streamline the billing process.
- Automated Invoicing: Conversion of approved time entries into professional invoices instantly, reducing delays and ensuring timely payments.
- Compliance-Ready Reporting: Custom reports on utilization, realization rates, and client profitability that support informed decision-making and audit requirements.
- Mobile and Desktop Flexibility: Interfaces that allow remote and hybrid team members to log hours from anywhere, essential for today's distributed workforce.
Top Picks: Time Tracking for CPAs in 2025
1. Clockify
Clockify regularly appears near the top of accountant‑focused lists because it offers a generous free tier and straightforward time tracking, making it a strong option for solo CPAs and small firms. It supports timers, weekly timesheets, browser extensions, and simple project/client tagging.
Pros for CPAs include low cost, easy onboarding, and decent reporting on billable hours and project status, which helps firms get started with Time Tracking for CPAs without a heavy investment. Limitations appear as firms scale, especially around deeper billing automation and native accounting integrations.
2. QuickBooks Time
QuickBooks Time (formerly TSheets) is a natural fit for firms already using the QuickBooks ecosystem. It offers timesheets, mobile time clocks, GPS tracking for field teams, and direct integration with QuickBooks for payroll and invoicing.
For CPAs, the biggest advantage is the streamlined flow from captured hours to invoices and payroll, reducing manual steps and reconciliation work. However, firms not invested in QuickBooks may find the value lower, and pricing can become significant as teams grow.
3. Harvest
Harvest is often recommended to accounting professionals who need clean time tracking tied to expense capture and invoicing in one place. It supports timers and timesheets, project budgets, simple approval workflows, and clear reports on hours and costs.
For CPA firms, Harvest works well when you want to quickly turn approved time into branded invoices and basic profitability reports, without a complex setup. It may feel light for larger firms that require more advanced practice management or deep WIP handling, but it is a strong mid‑tier choice.
4. Time Champ – Best for Productivity‑Focused CPA Firms
Time Champ is a feature‑rich platform that combines automated time tracking, timesheets, task tracking, and productivity analytics, which makes it attractive for firms that want more than basic Time Tracking for CPAs. It offers real‑time tracking, automated timesheets, project and task management, attendance, overtime calculation, and customizable reports.
For CPAs, key strengths include:
- Automatic time and task tracking with easy timesheet completion.
- Tracking time to specific projects/clients and managing billable rates for accurate invoicing.
- Built‑in productivity and activity reports to see how teams actually spend their time, useful during busy seasons or remote work.
Time Champ is especially compelling for firms that want to combine Time Tracking for CPAs with deeper insights into productivity and utilisation, rather than running separate tools.
5. Hubstaff
Hubstaff appears frequently in “best for accountants” round‑ups because of its strong support for remote and on‑site teams. It blends time tracking with GPS, geofencing, and optional activity monitoring, plus integrations with project and accounting tools.
For CPA firms with auditors or staff working at client sites, Hubstaff’s location features and mobile apps can simplify tracking hours accurately by job and place. Some firms may choose to limit or disable monitoring features to keep the focus on billing and compliance rather than surveillance.
6. Monitask / Similar Monitors
Tools like Monitask combine time tracking with activity and screenshot monitoring designed for remote teams. They are often highlighted in 2025 lists for firms that want tight oversight and detailed activity logs.
While not tailored only to accountants, they can support Time Tracking for CPAs where management wants strong evidence of hours worked, especially for offshore or distributed teams. The trade‑off is that some staff may feel over‑monitored, so change management and clear policies are important.
7. Specialist CPA / Practice‑Management
Beyond general time apps, several platforms explicitly target accounting firms by combining time tracking with practice management, document workflows, or billing. 2025 reviews often highlight solutions such as TaxDome, Mango Practice, or practice‑management‑centric options with strong time modules.
These tools can be ideal when a firm wants an all‑in‑one environment—engagement management, workflow, documents, and Time Tracking for CPAs in one stack—rather than integrating multiple point solutions. The downside is less flexibility if you later want to swap one part of the system.
Comparison Snapshot: Time Tracking for CPAs (2025)
| Tool | Best For | Key Strengths | Potential Limitations |
|---|---|---|---|
| Clockify | Small CPA firms, solo CPAs | Free tier, simple UI, easy timers/timesheets. | Lighter billing automation, may need add‑ons as firm scales. |
| QuickBooks Time | Firms deep in QuickBooks ecosystem | Tight QuickBooks integration, strong mobile and GPS. | Less attractive if not using QuickBooks; costs can rise. |
| Harvest | Firms wanting time + expense + invoicing | Clean invoicing, project budgets, simple reports. | May feel light for complex WIP and multi‑office setups. |
| Time Champ | Firms seeking productivity insights | Combines time tracking with workforce intelligence, easy project tagging, strong focus on operational efficiency | Broader feature set may require thoughtful rollout. |
| Hubstaff | Remote/field accounting teams | GPS/geofencing, strong remote time capture. | Monitoring features need careful policy use. |
| CPA‑specific suites | Mid‑to‑large firms wanting all‑in‑one | Deep accounting workflows + embedded time tracking. | Less modular; switching components is harder. |
(All tools support core Time Tracking for CPAs; differences lie mainly in integrations, depth of billing, and management features.)
How to Choose the Best Time Tracking for CPAs for Your Firm
The “best” tool depends on firm size, tech stack, and priorities. A practical selection process usually involves:
- Clarifying goals: Better realization, reduced leakage, remote management, or integrated billing.
- Mapping integrations: Check how each tool connects to your accounting, payroll, and practice systems.
- Testing usability: Run short trials with partners and staff to see how quickly they adopt daily tracking.
- Comparing reporting: Ensure you can easily see hours by client, engagement, partner, and service line.
Time Tracking for CPAs works best when the chosen tool fits naturally into existing workflows and provides clear, actionable data.
FAQs: Time Tracking for CPAs (2025)
Q1. Which is the single “best” time tracking tool for CPAs in 2025?
No one tool is best for every firm. Reviews often rate Clockify highly on value, QuickBooks Time for QuickBooks users, and Time Champ for firms seeking deeper productivity and management insights alongside time tracking.
Q2. Where does Time Champ stand compared to general time trackers?
Time Champ offers automated tracking, task/project‑level time capture, billable time rate management, and strong productivity analytics, positioning it as a powerful option for firms that want more than basic timers and timesheets.
Q3. Do smaller CPA firms really need specialized Time Tracking for CPAs?
Even small firms benefit from structured tracking because it reduces missed hours, supports clearer invoices, and reveals which clients or services are most profitable—insights that spreadsheets rarely provide.
Q4. How important are integrations when choosing time tracking software?
Integrations with accounting and practice tools are critical; they reduce double entry, speed up invoicing, and keep rates and client data consistent, which directly affects realization and cash flow.
Q5. How long does it usually take to see a benefit after switching tools?
Firms often see better billable hour capture and faster invoicing within a few months, once daily time entry habits are established and managers start using reports in pricing and staffing decisions.
The Bottom Line
Investing in a modern system for Time Tracking for CPAs is one of the highest-return decisions a firm can make. It closes the revenue leaks of manual methods and replaces guesswork with clarity. In 2025, it's no longer a question of whether you can afford to implement a new system, but whether you can afford to keep losing billable hours, mispricing services, and managing your practice in the dark.
By choosing a system that fits your needs and implementing it with care, you unlock the potential for greater profitability, a healthier team culture, and a more resilient, scalable firm. Start your search today—your most profitable hour might be the one you invest in finding the right tool.
