Time tracking in Hubflo gives you clarity, control, and the ability to bill clients accurately. Whether you're tracking billable hours or internal work, here’s everything you need to know to get started.
Why Track Your Time?
Understand how long tasks and projects really take
Improve planning and team capacity
Bill back hours to clients effortlessly
3 Ways to Log Your Time
You can track time from the Time Tracking module, using the live Timer, or directly from any Project or Task.
To get started, go to More > Time on the Hubflo sidebar.
Hubflo gives you two ways to track time visually:
Table View – List-style, sortable by date, project, category, etc.
Timesheet View – filter by Start and End date, owner, project, and more.
Manual Time Entries
To log time manually:
Click New time tracking
Fill in details: duration, date, category, tags, hourly rate, etc.
💡 Be sure to have the tasks created before adding a time tracking record.
Use the Timer to Track Time in Real Time
Use the timer to track time precisely as you work. Available on both desktop and mobile.
Open the Timer by clicking on the timer 🧭 icon in your Hubflo dashboard—top right corner.
You'll be asked to fill in:
Duration — captured automatically
Project link — select the project this time relates to
Task link — optionally, link to a specific task
Category — such as Design, Development, Admin
Description — add a quick note (e.g. "Homepage revision round 2")
3. Start the clock
Click ▶️ to start and when finished, click ⏹️ to stop and save.
Your entry will be saved with:
Actual duration
Hourly rate (if billable)
Linked project/task
Your name and timestamp
Note: If you don’t see the timer icon, enable it in ⚙️ Settings > My Profile > Toggle on "Show timer in the header."
Track Time in Projects or Tasks
You can log time without switching views—right from where you’re working.
From a Project
Open the relevant Project
Click on Time Tracking in the project’s top menu bar
Add your time—duration, category, description, and more
From a Task
Go to the Task
Click the ⋯ (three dots) menu
Choose Time Tracking
Add your time—duration, category, description, and more
🔗 Time entries are always linked to a project or task—not a contact.
Add Time Entries to an Invoice
When you’re ready to invoice:
Go to the Billing tab in the relevant Project
Create or open an invoice
At the Lines step, look for the “Billed back” section
Click ➕ Time
→ This will pull in all unbilled time entries linked to that project
Each entry added:
Will be marked as Invoiced
Can no longer be reused on future invoices
⚠️ Double-check your entries before adding—they're locked for re-billing once included in an invoice.
Set Your Hourly Rate and Cost (excl. VAT)
Before you begin logging time, go to ⚙️ Settings > My Profile to define:
Hourly rate (excl. tax) — what clients are billed
Example:$U/h 10.0Hourly cost (excl. tax) — your internal cost for reporting
Example:$U/h 30.0
You can also toggle "Show timer in the header" here to keep the timer easily accessible while navigating Hubflo.
Time Tracking Categories
Use categories to organize your time entries by activity type, service area, or workflow stage. They’re especially useful for reporting, billing, and project reviews.
Go to ⚙️ Settings → Other Settings
Find Categories
Click the Time Tracking tab
Here, you can:
Edit a category: Rename or update the label
Delete a category: Remove it permanently (entries will retain the name as-is, but it won’t appear for future selection)
Click “+New Category” to create new ones anytime
Note: Deleting a category won’t affect past time entries, but those entries will no longer be grouped under an active category.
💡 Keep your list simple and relevant. Too many categories can slow you down. Stick to 5–10 core ones that reflect how you bill, plan, or analyze time.
💬 Need help? Chat with us directly in your Hubflo dashboard or email us at [email protected]—we’re happy to help!