Client management software built around billable work
What this feature does
Client management software usually means a sales CRM: pipelines, deals, and follow-up emails. This is the other half. Each client here holds their contacts, billing details, rate overrides, projects, and outstanding balance, all tied to the hours your team actually tracked. It answers the questions you get after the deal closes, like what this account has billed this year and what it still owes.
The client record is tied to tracked hours, rates, and invoices, so it answers what an account is worth and what it owes, which a sales CRM cannot.
How to set up client management in TimeTracker
Add the client
A name is all you need to start. Currency, rates, and contacts can be filled in later, so you are not stuck on a setup form.
Set the default currency
It starts at your workspace currency, and it is what new invoices for this client will use.
Set a default hourly rate
This is the client tier of the rate resolver, used whenever no more specific rate applies to the work.
Add the people you deal with
Contacts hold a name, plus email, phone, and role if you have them. Only the name is required.
What admins and owners see
See what each account is worth and what it owes
The client list shows projects and open balance per client, so you can see who is behind before you agree to take on more of their work. Total billed revenue sits on the client record itself.
Archiving hides, it does not delete
An archived client drops out of the directory while its projects, invoices, and expenses stay exactly as they were, so last year's numbers still report correctly.
Managing clients is a permission
Creating, editing, and archiving a client is limited to owners, admins, and project managers, so the account list does not drift as the team grows.
What your team sees day to day
Pick a client, get the rate and currency
Choosing a client on a project, expense, or invoice brings its currency and default rate along with it, so nobody has to remember what this account is charged.
Payment terms are just a note
Terms are free text like Net 30. They are recorded for reference and the app does not calculate a due date from them.
Popular features
Employee time tracking your team will actually use
One click starts a timer, or people type hours in by hand. Every entry ties to a client, project, and task, so the record stays clean.
Explore Time Tracking→Bill for every hour you earn
Mark each entry billable or non-billable while you work. Approved hours roll straight into reports you can bill from.
Explore Billing→See where the time really goes
Break hours down by client, project, and team member. Find the work that pays off and the projects that run over.
Explore Reports & Dashboards→Expense management software built for client work
Log a cost against the project it belongs to, attach the receipt, and send it for approval. Approved expenses go on the client invoice.
Explore Expenses→Invoicing software that bills from tracked hours
Approved time turns into itemised invoice lines with tax and multiple currencies handled for you. Check it over, then send it.
Explore Invoicing→
Keep projects on track and in budget
Define project phases, set budget caps, and track work progress in real-time. See margins and utilization without building reports manually.
Explore Project Management→Configure custom rates for every agreement
Manage complex billing agreements with ease. Set client rates, assign member role pricing, and handle multi-currency projects with zero confusion.
Explore Rates→Timesheets your team submits on time
Hours build into a timecard as people work. Send the week for approval, lock it once it is signed off, and bill from a number that cannot quietly change.
Explore Timesheets→A worked example
Three clients, two of them owing money
Northwind Studio has 3 projects and $1,850 open. Northgate Legal has 1 project and is fully paid. Adding Belmont Group takes the list from 2 clients to 3, and it carries 2 projects with $620 open, so $2,470 is outstanding in total.
Limits and edge cases
- This is not a CRM. There are no leads, deal stages, pipelines, or email tracking, and it does not sync with Salesforce or HubSpot.
- Archiving a client never deletes anything. The records stay readable and reportable.
- Payment terms are stored as text, so a due date is not worked out from them.
- A contact with no name is dropped when you save, without an error on that row.
- Only owners, admins and project managers can add or change a client.
Frequently asked questions
- Is a CMS the same as a CRM?
- No. A CRM tracks deals you are trying to win, with pipelines and follow-ups. Client management here tracks the accounts you already have, with their projects, rates, and balances. Most agencies end up needing both.
- What is a CRM for client management?
- A CRM organises the sales side: leads, stages, and who to chase next. This is the delivery side, so if you want pipeline reports, keep your CRM and use this for the work and the money once a client signs.
- Can I see a client's total lifetime value?
- Yes, each client record shows total billed revenue across every project you have run for them.
- Does it track outstanding balances?
- Yes. The client record shows unpaid invoices and the total outstanding balance, so you can see who owes you before you take on more of their work.
- Can I assign specific rates to a client?
- Absolutely. You can define custom billing rates at the client level, which will automatically override your standard workspace rates for their projects.
- How do I add multiple contacts for one client?
- You can add unlimited contacts to a client profile, specifying their roles (e.g., Billing Contact, Project Sponsor).
- Does it replace Salesforce or HubSpot?
- No, and it does not sync with them either. There is no pipeline, no deal stages, and no email tracking. If you run sales through a CRM, keep it. This covers what happens after the client says yes.
- Is there a free client management app?
- You can start free and add clients right away. Paid plans are listed on the pricing page, billed per person rather than per client, so adding accounts costs nothing extra.
- Can I archive inactive clients?
- Yes, you can archive clients you are no longer working with. Their historical data is preserved, but they won't clutter your active lists.
- Who can access the client directory?
- Access to client financial data and contact information is controlled by granular user permissions.
Start tracking time today
Set up TimeTracker in minutes and put client management to work. Track hours by client, project, and task, and bill for every hour your team works.
Start free