A timesheet program replaces the spreadsheet or paper sheet where people record their hours. For a small team, the right one does three jobs: it makes logging time painless, lets a manager approve hours before they reach payroll or an invoice, and turns those hours into reports you can bill or pay from. Everything else is optional.
This guide compares four tools with published prices, Clockify, Toggl Track, Harvest and Shift2Work, and works out what each costs for a typical five-person team. Prices are from each company’s pricing page, checked on 27 October 2026, in US dollars.
The features that matter for small teams
- Fast time entryA one-click timer and a weekly timesheet view, on desktop and phone. If logging takes effort, people fill it in from memory on Friday, and the data is wrong.
- Timesheet approvalA manager reviews and locks hours before they’re paid or invoiced. Surprisingly, this is a paid feature on most tools, and the main reason to upgrade.
- Projects, clients and billable ratesEssential if you bill clients by the hour; less important for internal teams.
- Reports and exportsHours by person, project and client, exported to payroll or accounting. Check how far back the free plan lets you report.
- Attendance and overtimeFor shift-based teams: clock-in and out, breaks and overtime calculations matter more than projects.
Four timesheet programs compared
| Tool | Free plan | Paid plans (per user a month) | Approvals from | Best for |
|---|---|---|---|---|
| Clockify | Up to 5 users; unlimited tracking; reports limited to a 1-month range | Basic $3.99, Standard $5.49, Pro $7.99, Enterprise $11.99 (annual); $4.99 to $14.99 monthly | Standard | Teams on a tight budget who want approvals |
| Toggl Track | Up to 3 users; timers, calendar integrations, personal reports | Starter $9, Premium $16 (annual); $12 and $24 monthly | Premium | Easy timers and polished reports |
| Harvest | 1 seat, 2 projects; includes invoicing | Teams $9, Enterprise $14 (annual); $11 and $17.50 monthly | Enterprise | Freelancers and agencies that invoice from hours |
| Shift2Work | 30-day free trial | From $1 per active user (1–25 users), cheaper at higher volumes | Included | Shift-based teams needing clock-ins and schedules |
What a five-person team actually pays
Because approvals are usually behind a paywall, the fair comparison is the cheapest plan that includes them. For five users on annual billing:
The spread is large: from $5 to $80 a month for the same headcount. That doesn’t make the cheapest the best. Shift2Work is built around shifts and clock-ins; Harvest includes invoicing on every plan; Toggl is often praised for how easy its timer is to use. But it shows why it pays to decide which features you need before you look at plans.
You might not need approvals yet
If you’re a team of three who trust each other’s hours and don’t bill clients, a free plan (Clockify for up to 5 users, Toggl for up to 3) may be enough. Upgrade when hours start feeding payroll or client invoices.
Which tool suits which team
Billable rates, client reports and, with Harvest, invoices generated straight from tracked time.
The largest free plan here and approvals from $5.49 per user. A good default for internal tracking.
Clock-in options, scheduling and overtime, priced per active user.
Checklist before you roll it out
- Can everyone log time in under ten seconds on their phone?
- Do I need approvals now, and which plan includes them?
- Does it export cleanly to my payroll or accounting software?
- Are inactive or invited users counted as paid seats?
- Will tracking features like GPS or activity monitoring be used, and have I told staff? (Check local employment and privacy rules.)
- Can I export all historical timesheets if I switch tools?
Timesheets are the input for payroll. For the next step, see our guide to payroll and HR software.
Our verdict
Bottom line
For most small teams, start free. Clockify (up to 5 users) or Toggl Track (up to 3) cover basic tracking. When hours begin to drive pay or invoices, upgrade to a plan with timesheet approval: Clockify Standard is the cheapest per user at $5.49 billed annually, while Harvest suits teams that invoice from their hours. Shift-based businesses should look at attendance tools like Shift2Work instead.
Prices were checked on 27 October 2026, and annual billing usually saves 20–33%.
Common questions
What is a timesheet program?
It's software for recording the hours people work, usually with a timer or weekly timesheet, plus approval and reporting tools. The hours then feed payroll, client invoices or project budgets.
What is the best free timesheet program?
Clockify has the most generous free plan here, for up to 5 users with unlimited tracking. Toggl Track is free for up to 3 users and Harvest for 1 seat and 2 projects.
Which timesheet software includes approvals?
On Clockify, approvals start on the Standard plan ($5.49 per user a month annually). Toggl Track includes them on Premium ($16) and Harvest on Enterprise ($14). Shift2Work includes timecard approval levels in its time and attendance system.
How much does Toggl Track cost?
Toggl Track is free for up to 3 users. Starter costs $9 per user a month annually ($12 monthly) and Premium costs $16 annually ($24 monthly). Enterprise is priced on request.
How much does Harvest cost?
Harvest is free for 1 seat and 2 projects. Teams costs $9 per seat a month annually ($11 monthly), and Enterprise $14 annually ($17.50 monthly). Every paid plan has a 30-day free trial.
How much does Clockify cost?
Clockify is free for small teams. Paid plans cost $3.99, $5.49, $7.99 and $11.99 per user a month on annual billing, or $4.99 to $14.99 monthly.
Do I need a timesheet program for a small team?
If hours affect pay or client invoices, yes. A shared spreadsheet is easy to get wrong and hard to audit. Free plans make it low-risk to start.
