Time Tracking for Virtual Assistants

Managing multiple clients means juggling different projects, billing structures, and deadlines while ensuring every billable minute is captured. MinuteDock helps Virtual Assistants track time accurately across client portfolios and sync directly with accounting software.

Virtual Assistants typically manage 5-10 clients daily, switching between social media scheduling, email management, administrative tasks, and client calls. Quick 15-minute tasks like responding to an urgent email or handling a brief client call often go untracked, but by month-end those forgotten minutes add up to hours of unbilled work.

MinuteDock's Dock and mobile app let you start tracking the moment a client calls or messages, before you get pulled into the next task. The Timer runs in the background while you work, and you can quickly switch between Contacts without losing your place. When you're ready, log the Time Entry with descriptions that show clients exactly what you accomplished.

Learn how to track time with the Dock

Some clients want detailed task breakdowns for every hour tracked. Others only bill for certain types of work while treating email time as non-billable. One client needs time separated between social media work and administrative tasks. Remembering these client-specific rules while managing 20-30 tasks daily creates constant mental overhead.

MinuteDock's Projects let you organize work under each Contact exactly how they need it. Create separate Projects for different work types under the same client, then set billing rates at the Project level when needed. Tasks work across all Contacts, so you can track service types like #clientcommunication or #contentcreation consistently while keeping billing rules client specific.

Learn about organizing work with Projects and Tasks

Tracking five clients on 20-hour monthly retainers and three on hourly billing means manually calculating who's approaching their limit. Clients expect proactive alerts when they've used 15 of 20 hours, but checking progress throughout the month takes time you could bill.

MinuteDock's Goals let you set monthly hour budgets or billable value limits for each retainer client. As you log time, MinuteDock shows progress toward the Goal automatically. Reports filtered by Contact and date range show exactly where you stand against package hours, so you can notify clients proactively before they exceed their limits.

Learn about setting up Goals | Learn about running Reports

Creating separate invoices for seven clients in seven different formats means gathering time entries, manually entering line items into multiple accounting systems, and reconciling package hours versus actual hours used. What should be simple billing becomes a 3-4 hour administrative task every month.

MinuteDock automatically organizes all your time by Contact and Project. Invoice creation pulls pre-approved Time Entries with descriptions already written, then syncs directly to your accounting software. Set different billing rates at the Contact, Project, or Task level, and MinuteDock applies the correct rate automatically.

Learn about creating invoices

Clients want transparency about where their hours go, but creating detailed weekly summaries from scattered notes means more unbillable admin work. Without clear records showing what you accomplished, you face questions about invoices and struggle to justify rates when projects take longer than expected.

MinuteDock's Reports generate professional summaries showing exactly what you accomplished during any period. Filter by Contact to create client-specific reports or use Client View to give clients direct access to see their time breakdown by date and task. Detailed Time Entry descriptions alongside hours make billing conversations straightforward.

Learn about running Reports

Your time tracking should flow directly into the accounting systems your clients already use without duplicate data entry. MinuteDock's integrations mean invoices created from your tracked time sync automatically, giving you more time for billable work and less time on admin.

Available integrations:

After connecting your accounting software, you can create and sync invoices directly from your tracked time. Learn about invoice creation

Capture billable hours that previously slipped through the cracks during busy days switching between clients. Most Virtual Assistants recover 10-15% of unbilled time per month with accurate tracking. Your invoicing shifts from a Friday afternoon burden to a streamlined process that takes minutes instead of hours.

Detailed time breakdowns transform billing conversations from defensive to transparent. You'll have data to identify which clients are most profitable, where you're consistently exceeding retainer hours, and how to adjust your pricing based on actual time spent rather than estimates.

Integration with your accounting software means time data flows directly into the systems you already use, eliminating double-entry and reducing the admin work that comes with managing multiple clients.

Not using MinuteDock yet? Start your free 14-day trial. No credit card required.

Essential setup:

Optimize your workflow: