Should my agency track time spent on each client?
Yes, at least periodically. Time tracking shows how many hours each client really takes, which clients are unprofitable, where pricing is too low and who is overloaded. Keep it light: log time per task or per client daily, not by the minute. PalmGro Flow has simple time tracking per client and project.
What time tracking tells you
- Real cost per client. Hours multiplied by cost per hour. See profit per client.
- Underpriced packages. If a package always takes more hours than planned, price or scope needs to change.
- Workload balance. Who works 55 hours and who works 30.
- Where time goes. Revisions, meetings and internal work often take more than expected.
How to keep it light
- Track at the client or task level, not every minute.
- Log at the end of the day as part of the daily report.
- Use broad categories: client work, internal, meetings, learning.
- Do not use it to punish. Use it to price and plan.
Track for a period, not forever
Some agencies track continuously; others track for one or two months each year to re-check pricing. Both work. Continuous tracking is useful if you bill some clients hourly.
Common objections
- "It feels like surveillance." Explain it is for pricing and workload, and show the team what you learned.
- "It takes too long." A daily entry per client takes under two minutes.
How PalmGro Flow helps
PalmGro Flow includes time tracking for agencies: log time against clients and projects, see totals per client and per person, and compare them with what each client pays. Time data feeds the workload view and helps decide prices at renewal.
Questions people ask
Do clients need to see time logs?
Only if you bill hourly. For retainers, time logs are for your internal decisions.
What is a good way to start time tracking?
Track for one month across all clients, then review profit per client with the data.
Should meetings be tracked as client time?
Yes, client meetings and calls are part of serving the client.
PalmGro Flow brings your team, clients, tasks, attendance and money into one place, on phone and computer. Try it free, no card needed.Set it up for your team in minutes.