Marketing Agency
Tracking billable hours across retainers and marketing campaigns.
NEW
Time tracking software for marketing, creative and advertising agencies
Track billable hours across clients, projects, and retainers with flexible online timesheets. Stay on top of budgets, compare estimated and actual time, and understand project profitability using one time tracking system.
Free 30-day trial- No credit card required
- GDPR compliant
4.8
Trusted by digital agencies worldwide
Built for every kind of agency
From recurring retainers to one-off creative projects, digital agencies need to track time across many different types of client work. actiTIME helps capture every billable hour in one place.
Creative Agency
Capturing every billable hour, including revisions and creative production.
Advertising Agency
Separating media buying and creative production hours for accurate project costs.
Branding Agency
Tracking billable hours from brand strategy to final identity delivery.
SEO Agency
Capturing every billable hour across audits, content creation, and optimization.
Social Media Agency
Tracking time across recurring content, social campaigns, and community management.
Where agencies lose time and revenue
Time capture
Revisions and quick favors rarely get logged
An extra revision, an internal review, or a quick favor for a retainer client gets done, but rarely gets logged against the project. It never makes it into either the timesheet or the invoice.
Scope control
A fixed retainer quietly stops covering the work
Scope creep affects more than half of all client engagements. A retainer that looked profitable at the proposal stage can quietly become unprofitable before anyone notices the work has outgrown the original scope.
Billable capacity
Too many hours never become billable
Internal meetings, proposals, admin work, and unplanned client requests gradually consume billable time. Without tracking where those hours go, billable utilization quietly declines while payroll stays the same.
Estimate vs Actual
Past projects never improve future estimates
Every proposal is built on educated guesses instead of historical delivery data. The same estimation mistakes get repeated because nobody compares planned time with the actual hours spent on similar projects.
The hidden cost of inaccurate agency timekeeping
50%+
of client projects experience scope creep
of billed hours are collected by the average law firm. Top-performing firms reach 95% or more.
Source: PMI
57%
of agencies lose $1,000–$5,000 every month to unbilled work
Another 30% lose more than $5,000 per month because billable hours never make it to the invoice.
Source: Agency Finance Benchmark
1 in 3
agencies consistently meet profitability benchmarks
Another 30% lose over $5,000 per month because billable hours never reach the invoice.
Source: Agency Finance Benchmark
Time tracking features agencies actually need
Capture every billable hour with online timesheets
Time is tracked against a client, project, and task, with comments added to describe the work.
Whether it's a quick revision or an internal review, every hour stays tied to the work completed and the client it belongs to.
Track retainer budgets in real time
Set time, billing, or labor cost budgets at the client or project level to match each retainer.
As hours are logged, a visual progress bar shows how quickly each budget is being used, helping teams spot scope creep before it becomes a problem.
Know exactly where billable time goes
Every time entry is assigned to a billable or non-billable work type, so client work is clearly separated from internal activities.
Teams can see exactly how much time goes to client work and how much is spent on internal activities.
Build better estimates from project history
Every hour logged adds to your agency's project history.
That makes actiTIME more than a time tracking tool: it also gives teams the historical data they need to improve estimates, resource allocation, and future project planning.
Different roles, different ways to use time data
From logging hours to controlling budgets and reviewing profitability, actiTIME supports every role across your agency.
Agency Owner
Reviews profitability and utilization across every client to see which ones are worth the team's time.
Account Manager
Monitors retainer budgets against scope in real time, so scope discussions happen before work goes over budget.
Project Manager
Keeps projects on schedule by tracking billable hours, remaining budgets, and actual progress in one place.
Digital Specialist
Logs hours against the right client, project, and task from the browser, the mobile app, or a weekly timesheet.
Reports that help agencies stay profitable
See how time and costs break down across clients, projects, and team members. Time tracking reports give agencies the visibility they need to control scope, improve resource allocation, prepare accurate invoices, and understand project profitability without relying on spreadsheets.
Calculate the value of untracked hours
($)
Your agency could recover up to
$ 374 400
a year in billable revenue with accurate time tracking.
* Pre-filled using industry benchmarks. Marketing and creative agencies commonly lose 5–10% of billable time to unlogged work, revisions, and scope creep. Adjust the values to match your agency's experience.
What agencies say about actiTIME
Unique capabilities for projects
I have witnessed how the way of doing projects in my company is changing. actiTIME has functions that no other platform has, and at a certain point, it favors the best presentation of my company projects.
Fast and effortless setup
actiTIME fits our company perfectly since it's so customizable and easy to use. There is no learning curve involved: you can start working with it right away. We set up our clients and projects in no time, and the next day the team was already tracking time there. Very nice.
Clear team performance insights
I really like actiTime because this software has the option to see graphically and statistically the time that each person has been working. This has greatly benefited our company because we have managed to see everything statistically to get better accounts and know who works more and, based on that, to improve the ranks of each one within the company.
Complete team visibility
Our workers benefit from using actiTIME to track project time, vacation time, and unpaid activities and to improve personal productivity by focusing on the right tasks. Business managers and team leaders get full insight into the performance of team members. They approve time entered by employees and may block timesheets so that no changes are made after approval.
Frequently asked questions
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actiTIME is time tracking and timekeeping software for agencies, including marketing, advertising, digital, SEO, PR, social media, creative, and web design agencies, as well as branding studios and other service-based businesses that bill clients for their time. It helps agencies track billable and non-billable hours, manage retainers, control scope, and measure profitability by client, project, or task. Whether your agency focuses on long-term retainers, one-off campaigns, or a mix of both, actiTIME adapts to the way your team works.
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You can set time or billing budgets at the client or project level to match each retainer agreement. As your team tracks time, actiTIME shows how much of the agreed budget has been used, making it easy to manage ongoing retainers alongside one-off projects from the same workspace.
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As your team tracks time, actiTIME compares actual work against project estimates and budgets in real time. Visual budget tracking shows how much of the agreed scope has already been used, while configurable notifications alert managers before estimates or budgets are exceeded. This gives teams time to review resource allocation, adjust the project scope, or discuss additional work with the client before it turns into unpaid billable hours.
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Yes. Work assignments let you control which clients, projects, and tasks each team member can access. This allows teams to focus on the client work assigned to them, while managers retain visibility across the agency.
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Instead of looking only at total revenue, you can evaluate profitability for individual clients and projects by comparing billable revenue with labor costs. This helps you identify your most profitable work, spot less profitable clients, and make better pricing decisions.
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actiTIME integrates with popular business tools and is designed to fit into your agency's existing workflow. In addition to QuickBooks Online, it connects with 2,000+ applications through Zapier and offers an open API for custom integrations, making it easy to keep time tracking, accounting, and project management in sync.
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Yes. actiTIME offers a permanent free version for up to three users, with no credit card required. It's a practical option for freelancers, small studios, or boutique agencies that need professional time tracking without upfront costs. As your team grows, you can upgrade to the full version with a 30-day free trial and access advanced capabilities such as budgets, approvals, and billing.
