Time Tracking Software for Virtual Assistants
The inbox belongs to one client and the travel booking to another. Keep each minute with the right work, even when the requests keep coming and a ten-hour retainer is nearly used up.
Works with the accounting tools you already use
Client A shouldn't end up paying for Client B's inbox.
Start a timer for the work in front of you, switch when the next request lands, and leave yourself a useful note. When billing day arrives, the detail is already where it belongs.
Track virtual assistant hours across multiple clients
You can go from calendar wrangling to a supplier call in the space of five minutes. Log each piece of work against the right client, project, and task as you go, so the afternoon doesn't become an exercise in detective work.
- Keep each client separate
- Put Client A's calendar work and Client B's supplier follow-up in the right place.
- Pick up the next request
- Pause one timer, start another, and keep moving.
- Track the work around the work
- Record sales calls and your own admin alongside billable delivery without mixing them together.
Write notes your clients can actually use
A useful time note says more than "admin". Add the detail while it is in your head: which inbox you cleared or what changed in the CRM.
- Say what you did
- Give each entry enough context to make sense on an invoice or report.
- Only show the right client
- Review one client's records without exposing anyone else's work.
- Answer billing questions quickly
- Find the note and duration without digging through email and Slack.
- Proof without screenshots
- Give clients a clear record of completed work without monitoring every click.
Know when the retainer is nearly gone
A ten-hour package can disappear quickly once recurring admin and unexpected requests pile up. Set a budget and check used time before you say yes to one more job.
- Hours used this month
- Check each client's time against the allowance you agreed.
- Package work in one place
- Keep recurring tasks and one-off requests under the same client budget.
- Catch the extra asks
- Spot requests that are pushing the work beyond the original agreement.
- Use last month to price the next
- See what delivery actually took before you quote the next month.
Three clients. Three ways to bill. Nothing mixed up.
A retainer is nearly used, an hourly job is ready to bill, and a package client has asked for something extra. MinuteDock keeps each piece of work with the right client, budget, and rate, so you can see what is included before you prepare the invoices.
- Log each request against its client, project, and task while you work.
- Compare tracked time with the agreed budget and keep extra work visible.
- Review the billable entries, then create the invoice or send it to your accounting software.
Aster & Co
Monthly retainer
8h 40m / 10h
Northstar Travel
Billable value this month
$195 / $480
Studio June
Monthly package
6h 45m / 6h
Extra request kept visible for review
Goal trackers show what is included, what is billable, and what needs a client conversation before invoice day.
Turn a month of small jobs into a clear invoice
By invoice day, the dates, notes, and hours are already there. Review the entries, apply the right rates, and send the bill through MinuteDock or your accounting software.
- Group the detail your way
- Turn daily entries into invoice lines that suit the work and the client.
- Use the right rate
- Set rates by client, project, task, or person.
- Keep the useful detail attached
- Carry descriptions and billing values through to the invoice.
- Skip the double entry
- Send billing data to Xero, QuickBooks, FreshBooks, MYOB, or Wave.
Your time tracking shouldn't become another admin job
MinuteDock stays quick enough for a solo VA. If you bring in a subcontractor or employee, invite them into the same account and manage their access as the team grows.
- Keep your existing tools
- Track work without moving your whole business into a project management suite.
- Bring in a subcontractor
- Give each person their own login and keep time in one shared account.
- Set the right access
- Use permissions to control what each person can manage.
- Track away from your desk
- Use the web and mobile apps when client work happens somewhere else.
Ready to make every client hour easier to find?
Get a 14-day free trial. Pricing starts from $19 per month.
Connect to your accounting software to streamline your workflow
Wave
Track time and invoice clients with Wave. Sync timesheets to Wave and create beautiful invoices, accept online payments, and make accounting easy!
Xero
The smart choice for professional services using Xero. Your hours land perfectly formatted, ready to invoice with your Xero branding and settings.
QuickBooks
Track time, sync to QuickBooks, invoice clients – done. Works seamlessly with your QuickBooks invoicing and payroll, using all your existing settings.
MYOB
Time tracking that gets how MYOB works. Your hours flow straight through as perfectly formatted and ready-to-go invoices – using your MYOB branding and settings.
Freshbooks
The time tracking app for Freshbooks Accounting software. Track timesheets via MinuteDock's web and mobile apps, sync to Freshbooks for billing clients.
Sage Business Cloud
Add time tracking capabilities to Sage Business Cloud. Employee timesheets tracked via MinuteDock's mobile and web apps sync to Sage for billing and payroll.
Frequently asked questions
- Can I use MinuteDock without accounting software?
Yes. MinuteDock handles time tracking, reporting, and billing on its own. If you use Xero, QuickBooks, FreshBooks, MYOB, or Wave, you can connect it when you are ready to send invoices across.
- Can I track time from my phone?
You can. MinuteDock has iPhone and Android apps that sync with your account, and both are included with your subscription.
- Can I bring over time from another app or spreadsheet?
Send our support team a CSV file at team@minutedock.com and we'll help you bring the data into MinuteDock.
- What should a virtual assistant look for in time tracking software?
It needs to be quick when requests are arriving from several clients, but detailed enough to make reports and invoices useful. MinuteDock keeps time, notes, budgets, rates, and billing together without turning daily tracking into another big task.
- How can a virtual assistant track hours for multiple clients?
Assign each entry to the right client, project, and task as you work. You can switch timers during the day, then filter and review one client's records before you prepare their invoice.
- Can MinuteDock track retainers and monthly packages?
Set a time or value budget for a client package, then compare the allowance with the work you have logged. This makes it easier to catch a retainer that is running low before the month is over.
- Can I track billable and non-billable virtual assistant hours?
Track them too. Mark entries as billable or non-billable to separate paid delivery from your own admin, sales, training, and business development.
- Can I give a client a useful record without monitoring screenshots?
MinuteDock reports show what you worked on and how long it took. Add a clear description to each entry and you can answer billing questions without recording screens or monitoring every click.
- Can I create an invoice from tracked time?
Yes. Review the entries, apply the right rates, and build the invoice in MinuteDock. You can also send billing data to Xero, QuickBooks, FreshBooks, MYOB, or Wave.