Build a Time Tracking App for Agencies
Track hours across every client project, compare billable vs internal time, and report on a team dashboard. Built with Kleap. Free to start.
16,171+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
A time-tracking app for agencies is a web tool where team members log billable and non-billable hours against client accounts and campaigns so the agency can measure project profitability and staff utilization. On Kleap it's a website on your own database, with per-user logins so each designer, developer or strategist records time against the right retainer or project.
What your agencies time tracking tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for agencies.
Team member
Agencies bill different rates for a junior designer versus a senior strategist, so every hour must be attributed to who logged it.
Client account
Work is organized by account rather than one-off tasks, so grouping hours by client is what makes retainer and profitability reporting possible.
Project or campaign
A single account runs several campaigns at once, and splitting hours across them shows which engagements are actually profitable.
Discipline or task type
Tagging hours as design, dev, copy or account management lets the agency see where a project's budget is really being consumed.
Date
Retainers and project budgets are tracked by month, so accurate dates let you see burn within the current billing cycle.
Hours
The billable unit the agency invoices and staffs against, entered per task so utilization math holds up.
Billable flag
Internal meetings and new-business pitches aren't billed, so separating them from client work is essential to true utilization.
Billing rate
Blended or role-based rates stored on the entry let the dashboard convert logged hours into revenue and margin.
Retainer or budget allocation
Linking hours to a retainer bucket shows how much of a fixed monthly fee has been used before the agency runs over.
What good looks like for agencies
One app, a view for everyone
Account manager
Whether hours logged on their accounts are inside the retainer budget
Agency owner or finance
Utilization, realization and margin per client account
Team lead
How their team's hours split across billable work versus internal time
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the time tracking you actually want and own it outright.
A typical time tracking
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around agencies
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how agencies actually works
Build it in 3 steps
Describe it
Tell Kleap what your agencies needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Does it monitor my team's screens or auto-detect which client they're working on?+
No. Kleap builds a web app where each team member logs their own hours against a client and campaign, using a form or a simple start/stop timer in the app. There's no screen monitoring, screenshot capture or automatic activity detection, so the agency only sees what people deliberately enter.
Can I see billable versus non-billable time per staff member?+
Yes. Because every entry carries a billable flag and a team-member field, the dashboard can show utilization per person and per account. That's how you spot someone drowning in internal meetings versus someone fully booked on client work.
Does it integrate with our project management tool or accounting software?+
No. Kleap runs on its own database and doesn't sync with external project tools, QuickBooks or payroll systems. You get the billable-hour totals and rates inside the app, and most agencies export those figures to invoice or reconcile in their finance tool of choice.
Can different roles bill at different rates on the same project?+
Yes. The billing rate lives on each time entry, so a senior strategist and a junior designer logging hours to the same campaign are valued differently. The revenue and margin figures on the dashboard reflect that blended mix automatically.
More Time Tracking App use cases
Ready to build it?
Describe your agencies time tracking and watch it come to life. Free to start, no code.