)
Utilization tracking software: summary & key takeaways
What it does: Utilization tracking software shows how your team's available hours split between billable delivery and everything else.
Monitoring is a different category: Screen and keystroke monitors measure activity, while services firms need hours tied to capacity and rates.
The three questions: The right tool tells you who was busy, who will be free, and whether those hours made money.
What you get here: Six tools compared on those questions, with pricing, limits and a fit check you can use today.
Search for utilization tracking software and most of what ranks is employee monitoring: screen time, app usage, keystrokes and idle time. Those tools tell you whether someone looks busy. A services firm needs a tool that answers three questions instead: who was busy, who will be free, and whether the busy hours made money.
In my agency days, forecasting was consistently hard on my accounts, because the hours people logged and the plan for who'd be free next lived in different places. At Teamwork.com, we built this list around one test: does a single record hold both the logged hours and the forward plan?
The pressure shows up in your week as overloaded people, idle people and dates that slip. A utilization number that can't be tied to capacity and rates can't change a staffing or pricing decision, so it can't protect margin either.
Below, we review six utilization tracking software tools against those three questions. We've put Teamwork.com first because it's our platform, and each tool is matched to the question it answers best. If you want the wider picture of resource utilization first, start there.
What is utilization tracking software?
Utilization tracking software records how a team's available hours are spent and reports the share that went to billable delivery, by person, project and client. The better tools compare that share with targets, upcoming capacity and the rates behind each hour. That's what turns a percentage into a staffing or pricing call.
Billable utilization is the percentage of someone's available hours that went to time a client will pay for. The calculation is simple:
Our guide to calculating utilization rate covers targets and variations. For choosing software, the source of the hours matters more, because that's where utilization tracking and activity monitoring split apart.
Comparison
Monitoring's trust cost shows up in the American Psychological Association's 2023 Work in America survey. Of monitored US workers, 56% typically felt tense or stressed, versus closer to 40% of unmonitored workers. The APA doesn't confirm a root cause, yet the association is reason enough to measure delivery hours instead of screen activity.
Utilization tracking built for services firms should answer these questions without a spreadsheet in between:
Who logged billable time against which clients and projects this week?
Which people sit above or below their utilization target, and by how much?
Who has open capacity next month once tentative work is counted?
Which projects are spending budget faster than their planned hours?
How we selected these tools
We built this list from public product information, official pricing pages, documentation and verified reviews rather than hands-on testing. Each criterion maps to one of the questions above, weighted toward professional services delivery.
Billable and non-billable time: Hours are tagged to a client, project and billable status at the point of entry.
Utilization reports and targets: The tool reports utilization per person and compares it with an individual target.
Capacity against booked work: Schedules show available hours against confirmed and tentative projects.
Rates, budgets and margin: Logged hours connect to billable rates, labor costs and project budgets.
Pricing basis and minimums: Price is per user, per seat or per scheduled person, and some plans set seat minimums.
Adoption and approvals: Quick time entry and timesheet approvals keep the data complete enough to trust.
Integrations: Connections to accounting, CRM and work tools cut double entry.
AI with a person approving: AI output arrives as a suggestion that a manager reviews before anything changes.
Treat approvals as a requirement rather than a bonus. A utilization report is only as honest as the timesheets behind it, and an unapproved timesheet is a guess with a timestamp.
Quick glance: 6 best utilization tracking software tools
Against those criteria, Teamwork.com is the only tool here that answers all three questions in one system. The other five answer one question well and the others in part.
Tool
Teamwork.com
)
Teamwork.com is the agentic PSA for firms needing all three answers in one place. A PSA, or professional services automation platform, connects projects, resources and financials, so time, capacity and margin share one data set.
Utilization reports show each person's billable and non-billable hours against target. Teamwork.com customers using its project and resource management features for 12 months improve billable utilization by 21.8% on average.
Best features:
See overload before deadlines slip: The Workload Planner shows each person's weekly capacity against booked hours.
Staff likely wins before they sign: The Resource Scheduler maps tentative projects and placeholders against team capacity.
Get the imbalance flagged for you: AI Utilization Summary in TeamworkAI flags who is over capacity, under capacity or unassigned.
Tie every hour to money: Time tracking records timers, timesheets, billable status and approvals, feeding budgets and profitability per project.
Time tracking and utilization reports show who was busy. The Workload Planner and Resource Scheduler show who will be free, and budgets show what the hours earned.
Limitations: Optimize-tier capabilities such as role- and skill-based scheduling and profitability insights need a sales conversation. Setup takes longer than a standalone timer, since rates, roles and hours drive the numbers.
Pricing:
Free: $0 (up to 5 users, 5 projects)
Basics: $9.99/user/month (billed annually, minimum 3 users)
Accelerate: $24.99/user/month (billed annually, minimum 5 users)
Optimize: Custom pricing (contact sales)
Enterprise: Custom pricing (contact sales)
Teamwork.com offers a 14-day free trial, with no credit card required.
Ratings and reviews: 4.4/5 on G2 from 1,214 reviews (as of October 2026).
"Within a few minutes it's clear who has capacity, which projects can absorb small changes without affecting other deadlines, and which ones are already taking more hours than expected." — Omar S., Project Manager, G2
Harvest
)
Harvest is a time tracking and invoicing tool for teams whose first job is getting billable hours captured and billed. Its reporting now reaches into capacity and utilization on paid plans.
Harvest's strength is how quickly a logged hour becomes a paid invoice, because budgets and invoices both build on tracked time. Clients pay through Stripe or PayPal, with sync to QuickBooks or Xero. On the Teams plan and above, team reporting shows capacity, utilization and workload, including who's overworked and who's under-utilized.
Manual client reporting eats hours every week that never show up as billable. Check how much of a client's report Harvest builds from time already logged before counting on it to save that time.
The limits sit in planning and margin depth. Harvest has no built-in resource scheduling, so forward capacity needs the separate Harvest Forecast product. Profitability reporting by client, project, task and team, and timesheet approvals, are Enterprise-only.
Pricing:
Free: $0 (1 seat, 2 projects)
Teams: $9/seat/month (billed annually), $11 billed monthly
Enterprise: $14/seat/month (billed annually), $17.50 billed monthly
Enterprise Plus: Custom pricing
Harvest offers a 30-day free trial with no card, and usage-based charges apply for extra invoices, projects, clients or tasks. Choose it when "who was busy?" is your main question and invoicing from those hours matters more than forecasting.
Float
)
If your daily question is who can take the next project, Float is built around that schedule. It's a resource scheduling tool for teams that plan people in hours or percentages.
Float's scheduler books people or placeholders by skill and role, with capacity and time-off management built in. Utilization trends and billable reports sit beside project views that compare estimated, planned and actual hours, plus budget burn and margin tracking. That makes Float a strong fit for resource managers juggling many short projects whose schedules change daily.
The trade-offs show up in time capture and billing. Time tracking is on the Pro plan only, so Starter teams plan hours without logging them in the same tool. Float doesn't list invoicing on its pricing or features pages, and pricing is per scheduled person, which adds up as the roster grows.
Pricing:
Starter: $7/scheduled person/month (billed annually), $8.50 billed monthly
Pro: $12/scheduled person/month (billed annually), $14 billed monthly
Enterprise: Custom pricing (annual contract only)
Float has no free plan, but Pro comes with a 30-day trial and no card. Choose it when "who will be free?" drives your week, with "who was busy?" and partial margin answers as a bonus on Pro.
Runn
)
Runn treats the forward plan and the money behind it as one picture. It's a resource planning tool for firms that forecast against tentative work and want rate cards attached to the schedule. Capacity, availability and utilization charts come on every plan.
Scheduling supports tentative projects, placeholders and saved scenarios, so you can compare two versions of next quarter before committing. Project budgets, rate cards and planned-versus-actual figures give a partial answer on margin, and bench reporting shows who is unassigned. That suits resource managers who plan months ahead and want to see what a delayed start does to the bench.
Plans start at 20 resource seats, so smaller teams pay for seats they won't fill. Timesheets arrive on Standard, while Harvest and Clockify integrations and SmartMatch AI (in beta) are Advanced-only. Runn doesn't list invoicing on its pricing page, so plan on billing from another system.
Pricing:
Lite: $7/resource seat/month (billed annually), $9 billed monthly
Standard: $11/resource seat/month (billed annually), $13 billed monthly
Advanced: Custom pricing
Runn offers a 30-day trial of Standard with no card. Choose it when "who will be free?" is the priority and scenario planning matters more than detailed time capture.
Toggl
)
Toggl Track is now sold as part of a single Toggl product, and existing Toggl Track users stay supported. Toggl states that it doesn't do employee monitoring or screenshots, so it suits teams that want utilization targets without surveillance.
Utilization and workload reports run against a custom utilization target, and project dashboards compare actuals with estimates, so overruns show while a project is live. Premium adds billable rates, labor costs and profitability reports, plus timesheet approvals to keep the hours clean. That mix suits teams that want per-person targets and project margin from the same timesheets.
Forward planning is the thinner side. Basic capacity covers PTO, holidays and individual hours, while longer-range forecasting needs the paid Capacity Management add-on. Toggl doesn't list client invoicing on its pricing page either, so plan on a separate billing tool.
Pricing:
Free: $0 (up to 3 users)
Starter: $9/user/month (billed annually), $12 billed monthly
Premium: $16/user/month (billed annually), $24 billed monthly
Enterprise: Custom pricing
Capacity Management add-on: $5/user/month (billed annually), $6 billed monthly
Time Off Pro add-on: $2/user/month
Toggl offers a 30-day trial. Choose it when "who was busy?" comes first, with margin answers on Premium and capacity answers only once you add the add-on.
Everhour
)
Everhour puts timers inside the tools your team already plans in, including Asana, Basecamp, Jira and Trello. It suits teams that won't leave those tools to log time, and want budget alerts without adding a second planning system.
Logging time where tasks live makes adoption easier to win. Billable and non-billable hours roll up into dashboards by client and project, with time approval and locking to protect the record. Budgets carry alerts and show profit against cost per project, and invoices sync with QuickBooks, Xero or FreshBooks, so billing stays in your accounting tool.
Utilization reporting is the lighter side. Everhour's features page doesn't show a named utilization report or utilization target, and its resource planner covers availability, overbooking and plan versus reported hours. The free plan excludes integrations, which removes the main reason to choose it, so plan for the Team plan from the start.
Pricing:
Free: $0 (up to 5 seats, limited features)
Team: $8.50/seat/month (billed annually), $10 billed monthly (minimum 5 seats)
Custom: Custom pricing (minimum 50 seats)
Everhour offers a 14-day trial with no card. Choose it when "who was busy?" matters most and your team already lives in a work tool, with light planning and partial margin on top.
The three-question fit check: match the tool to the decision
The right tool is the one that answers the question your next decision depends on, and the three-question fit check makes that match explicit.
Question you need answered
Averages are where the first question misleads. As an illustrative example, say four designers each have 35 available hours a week and log 33, 32, 19 and 18 billable hours.
A 72.9% team figure looks healthy, yet two designers run at 94% and 91% while two sit at 54% and 51%. At my agencies the same people stayed late while others left on time, and the imbalance, more than the total workload, drove burnout. That's why per-person utilization comes before the team average.
Gallup's burnout research backs this up. How people experience their workload shapes burnout more than hours worked, so Gallup tells managers to review where workload concentrates.
In SPI Research's 2026 Impact of AI on Professional Services report, firms at or above SPI's 75% utilization target average EBITDA of 18.7% vs. 14.4% for firms below it. SPI is careful to add that utilization alone doesn't explain profit, since those firms also earn more per consultant. So read utilization next to rates and revenue per person, which is the third question in the fit check.
The fit check has limits. A small team billing one client may only need the first question, and so may a firm selling fixed outcomes that rarely books ahead. For them, a time tracker is enough.
No tool fixes undefined billable categories, so agree those first. Then run your numbers through the team utilization tracker template or the Utilization Rate Calculator.
Why Teamwork.com stands out for utilization tracking software
Once your billable categories are defined, Teamwork.com answers all three questions in one connected workflow, with no hand-offs between tools. Time is captured where delivery happens and checked against each person's target. Capacity then reads against booked and tentative work, and the same hours flow into budgets and margin.
That shared data is what makes TeamworkAI useful for resourcing: AI Utilization Summary flags who is over capacity, under capacity or unassigned. AI Smart Scheduler schedules and auto-assigns work to the best-fit person based on availability, and the plan stays visible for a manager to adjust. AI Teammates Remi, a resource assistant, and Kash, a profitability partner, are coming soon.
Project tools can't manage the money, and teams resist traditional PSAs, so the hours going in are patchy. Teamwork.com gives you PSA-grade financials in a platform your team actually wants to use. It runs alongside your CRM and finance system. Won deals become resourced projects, finance keeps invoicing and the ledger, and utilization connects to who's free and what each project earns.
)
)
)
)
)
)
)