How to use monday.com time tracking effectively?
I'm a freelancer managing multiple client projects in monday.com. I started using the time tracking column but I'm struggling with a few things: 1. Can I track time against specific subtasks, not just the main item? 2. How do I generate client-ready time reports? 3. Is there a way to set hourly rates and calculate billable amounts? 4. Can I export time data to Excel/CSV? Also, the timer interface feels small and easy to forget about. Anyone found good habits or integrations to make time tracking more reliable? Considering switching to Toggl or Clockify integration if native tracking isn't robust enough.
2 Answers
Native time tracking has limitations, but here's how to maximize it:
Subtask tracking: Unfortunately, you can't track time on subitems separately from parent items. Workaround: Make subitems their own items in a separate 'Tasks' board and connect them to the main project. More setup, but gives you granular tracking.
Client reporting: 1. Add a 'Client' dropdown column to your board 2. Use the Time Tracking widget in dashboards 3. Filter by client and date range 4. Export view as PDF for client-friendly reports
Billable amounts: Add a Formula column: {Time Tracking#Hours} * {Hourly Rate}
Export: Yes! Go to your board → ... menu → Export → Export to Excel. Time tracking data exports with hours broken down.
Better habits: • Use the mobile app timer — easier to start/stop • Set up automations: 'When status changes to In Progress, start time tracking' • Add a 'Billable?' checkbox column to separate billable vs internal time
For serious billing, Toggl integration is worth it. But for basic tracking, native works fine with these tweaks.
I bill 40+ hours/week through monday.com. Here's my setup:
Board structure: • Each client has their own board (or group if small) • Items are deliverables, not tasks • Time tracking + Formula column (Hours × Rate) + 'Invoiced?' status
The game-changer: Use the 'Timesheet' view (Pro plan feature). It shows all your time entries in a weekly calendar view. Super easy to spot missing entries or overages.
Forgetting to track: I set up Slack reminders every 2 hours: 'What are you working on?' I reply with the monday.com item name, and I have a Zapier automation that starts the timer.
Alternative: Clockify integration is free and much more robust for billing. I use it for complex projects and sync summary data back to monday.com for client visibility.
Bottom line: Native tracking is fine for visibility, but for serious billing, integrate with a dedicated time tool.