Better time tracking and reporting | Voters

Better time tracking and reporting

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Rena O'Brien

I've added this a couple of times, but as the team continues to use Clickup, there is a lot of items missing in tracking and forecasting.

I've tried all the widgets but ideally this is what I need: for any given month (and possibly other time frames):

a list of projects containing how much time was logged on that project by assignee or resource
a list of resources containing how much time they logged on each project they worked on

March 2, 2021

Bugra Oktay

Pinned

Hey everyone -

Improvements that are live now:

Lighter default CSV exports of time cards (with much fewer columns)
Filter by team and group by tag or tasks in the time reporting card
Time entry deletion logs in task activity
Time estimates in personal lists
Easy time entry reduction in timesheets (no need to go into the task)
Right click to start a timer on tasks
PDF exports of time cards
Time tracking with AI and agents

Improvements that are coming soon:

Time reporting dashboard in time hub
Column selection for CSV exports of time cards
Option to show time tracking tags in timesheet cards
Option to round up/down tracked time automatically

Jon Ellisdon

Agree with Rena O'Brien.

The company I work for has a space for each client. What I really need is Client A has X number of allocate hours per week for SEO (carried out by one team member) and Y number of hours for creating blogs. I'd need a dashboard view to see when we are approaching the agreed hours to understand when to talk to the client and advise anything additional will cost them. once we have hit the limit, we then know to begin using the billable hours field.

Alexander Eppstein

Bugra Oktay, curious on your thoughts around a distinction that may be missing in ClickUp time tracking/reporting:

Billable time. Exists today
Non-billable time. Exists today
Invoiceable time. What should actually be invoiced to the customer

The gap appears in real-world T&M scenarios where invoicing is not always directly tied to actual logged effort.

Example 1. Pre-agreed budget / allocation

Customer approves 20h for the month
Consultant only requires and logs 10h
The 10h is still correctly tracked as billable work
However, finance still needs to invoice the agreed 20h allocation

Today, a standard billable-hours report would only show 10h, even though the invoice should reflect 20h.

Example 2. Overage / capped engagement

Customer approves up to 20h
Consultant logs 30h
All 30h are still operationally billable from a delivery, utilization, and accounting perspective
But only 20h are invoiceable under the customer agreement
The remaining 10h become absorbed overage

In both cases, there is an important distinction between:

actual effort worked
work considered billable operationally
work that is contractually invoiceable

This feels especially relevant for:

T&M with agreed budgets
capped engagements
prepaid hour pools
retainers
reserved capacity/service allocations

Today the reporting model feels very effort-centric, while many services organizations also need a contract-centric invoicing view.

Wondering if there is already a smart/native way to model this in ClickUp today, or whether this is a product gap worth exploring further.

Also curious whether others in the community are facing the same challenge and, if so, what workflows or workarounds people are using today.

Bugra Oktay

Hey everyone - I received some requests to explain some of the improvements I shared over the past weeks. Attached is a video walkthrough of them. Please feel free to comment for any further questions or feedback.

For those already dropped a line here, I'll be responding to you as soon as I can.

260519_TT_Improvements

Csaba Együd

Bugra Oktay, it looks nice, thanks for sharing!
My question is whether it will be possible to create a timesheet on a monthly basis. I need to create monthly timesheets. I understand that I can generate four weekly reports, but that is not exactly the same as having one full-month report covering days 1-31.
Entering time on a weekly basis is absolutely fine. My question is only about the report period.

Bugra Oktay

Csaba Együd: not yet, but that's on my radar.

Csaba Együd

Bugra Oktay, excellent!

Simon Ihlenfeldt

Bugra Oktay these are really nice improvements — thanks for pushing this forward!

A few things that would make a big difference for us:

Feature request:

Option to hide guests by default in timesheets

Pain points we're currently running into:

No distinction between
non-billable
and
not yet categorized
. Right now we can't tell from the data whether a time entry was deliberately marked as non-billable or simply hasn't been categorized by anyone yet — which makes clean reporting really hard.

Jeremy

Bugra Oktay Hello, it's great that the AI can finally access estimated times and tracking times. That said, it would also need access to the tags associated with time entries in order to make full use of them.

Adrian Arama

Bugra Oktay how about the cases when I need to report on tracked time per customers. 
We use a dropdown custom field for "Customer" in order to be able to track different activities across the workspace because each depp has a dedicated Space. 
How would I be able to keep track of the tracked time for a customer in this case?

Lydia van Velzen

Csaba Együd

Would love to have the option to group by a regular tag instead of (only) time tracking tag
Will there be a way to edit the data before exporting to jpg or pdf? For example: review / round up the time tracked

Gary Trojanowski

Hello.
Two concrete points from an agency perspective:
1) A Harvest-style calendar view (screenshot attached): daily hourly grid with time entries displayed as blocks on their actual time slots. Much more readable than the current list view for reviewing/correcting your day and spotting gaps or overlaps.
2) A time budget definable at the List level, with % consumed in real time and configurable threshold alerts (80%, 100%...). At our agency we sell hour-based retainers (e.g. 100h sold): we need to actively manage consumption, not just observe it after the fact.
We currently use the Everhour extension to get this on top of ClickUp — it works, but it means an external dependency, every team member needs the extension, and data lives outside ClickUp. Having it native would be a game changer.

Simon Schilling

Gary Trojanowski exactly that. ClickUp time tracking is more a gimick than a feature. If your income relies on tracked time you better use some serious time tracking tool in parallel.

Bugra Oktay

Hello all - I wanted to show you our new default time reporting dashboard (see the attached video). Give me a thumbs up/down or any type of feedback and we'll make it better.

260518_Time_reporting_improvements

Jeannie Valliere

Bugra Oktay I like the reporting tab! When will you release?

Patty Tulloch

Bugra Oktay That's extremely useful. I would also need to be able to see by Billable vs Non Billable time. Also if there was a report view by space/list/task that was over time not by month would be helpful as well.

Jeff Kemp

Bugra Oktay Looks good. Would be good to be able to expand the dropdown to see the next lowest object depending on the focus of the widget, but most importantly to be able to see the underlying task.
Example:
space -> list -> task
space -> task
list -> task
tag -> task
user -> task
And not just see a time entry but the clickable task name with the time entry. 
Even better enhancement would also be to allow selection of showing 3-4 custom fields to show as part of the task when drilling down.
Example:
task name
tag, custom field1, custom field2, custom field3

Dexter Dake

Bugra Oktay — I'd be more than happy to volunteer our team's time to provide feedback over a call. Please message me dexter@dakotomy.com if you want to set something up.

High level: We are elated that CU is taking action on the timecards.

Effectively there are two primary use cases we'd like to solve:

Our clients want to know, at any given time, their projected bill for the month (Hours x Bill Rate). Toggl had this feature and was very useful.

Useful features:

Bill rate tab or ability to use calc method card
Ability to review previous months data / hourly
View of estimate and actuals
Ability to expand into subtask view
Ability to hide users from client (I believe this already exists)
Ability to hide dashboard from contractors (I believe this already exists)

We want an executive dashboard of all projects to project how much our billables will be of our contractors (their rate x the hours they worked)

Rate section for each person
View of estimate and actuals
Different time views (week, month, quarter anual etc.)

We ended up custom coding the screenshot attached. I couldn't record a video so happy to dive into details on a call for more context.

hope this helps

PS — For context we're a service-based business

Courtney Newman

Bugra Oktay I want to share across with you a spreadsheet I have created outside of CU because I still don't see that this will be powerful enough to deliver what I need. We are a services based business and run folders under a space for client work. We need to track billable hours within this against subscription packages and I need to assess billables v non billables for staff to check them against KPIs. I've had to build out an external view of this because of limitations in what I can do in CU. I'd love to share with you so you can see what I am actually doing because if we could do in Clickup I am positive there would be many users who would benefit. Could you share an email I could send this to (can't share on here as I can't anonymise the data). Thankyou.

Gail Aranas

Bugra Oktay I'd love to be able to see the month-by-month time reporting for each folder/list

Yarek Pietrasina

Gail Aranas Exactly! This is what we do in your company - powered by AI Agents. They summarize all time entries per client (folder) and project (list).

Lydia van Velzen

Bugra Oktay Thank you for sharing. This dashboard would be very useful.

A few thoughts and suggestions:

Being able to show more details with grouping: for example: level 1 assignee, level 2 list > then show details for the tasks and time entries in that list
Would love to be able to insert an overal budget for a list and compare that to total time tracked within that list (in a certain period).
It would be extremely beneficial for us to see time tracked as a month by month in 1 card. For example: use all time entries in a specific list and show: Jan 2026, Feb 2026, March 2026, and so on.
Use custom fields to filter / group as well.

Also, I hope the option "time report by tag" has the option to use the task tag, not (just) the time entry tag.

Susanne Steinbach

Bugra Oktay This looks super nice and I love how it's now easily accessible. But it's still just showing me data which a lot of it I was able to build my own dashboard for before. 
I think the timesheet one (which is pre-existing) is coming most closely to what the initial request was here. It's just not very easy to work with. 
So rather than having to spend time on that, I would love to be able to make an export the filtered data (e.g. deciding which space / client I export) while being able to decide what data I need and how it's formatted - instead of getting the whole table. 
I'm currently using the timesheet to manually fill in what I worked on in an Excel. I just need the Task name + notes + date + how long I worked on it. 
It's pretty hard to get that right now. The current export downloads the whole table, and the task time is formatted in text rather than duration so it's not very usable for my excel. Same goes for the date, it exports in an unusable format, so I still need to go back to ClickUp to look up the dates. So rather than exporting, I'm just doing everything manual now. 
I need this, because I'm sending invoices based on the time worked, so the clients must see the timesheet. 
Maybe there is already an article about how to resolve this but I haven't found an alternative yet.  
Sorry, I know this drifts a bit from what you shared but I figured I should share this. I fully align with Dexter's comment, those features would be extremely valuable. His dashboard screenshot looks super valuable, if that monthly timecard is it's exportable as an excel/ PDF it would resolve a lot!

John Catherall

Bugra Oktay Looks a great start. For me I often work against a monthly/weekly hours repeating budget, so some sort of functionality to enable this would be great. I'd also like it to be automatic like Timely, where I can just get on with the work and not have to worry about timers. It just provides me an overview of the day, that i then filter my work against the various clients, projects or departments.

My primary feedback though is that we really need reporting to be shareable with clients via external linking and filterable. I often have to report on a granualr basis so for example. 1 Client is a multinational and I undertake work for 5 different directors, but they ask me to bill by type of work. So for example they may want to see what 2 of the directors have spent on meeting support for example. It really needs to be really granular.

Zach Beattie

Bugra Oktay We'd really like more visualizations of time tracking data. A line graph of time tracked (y-axis) over months (x-axis) filtered by list/tag/employee/custom field or showing several at once for trend analysis.

Nate Goff

Bugra Oktay Can you add in a billable utilization percentage per person?

Irma Sierra

Bugra Oktay We've created custom dashboards like this in the past, but we have struggled to manipulate the data as needed. I would like the ability to see time tracked month-by-month for projects and by user, as a visual chart/graph and something similar to the timesheet view. Additionally, having a battery chart that measures time tracked by user for specific date rangers or periods of time would be so useful. Overall, it would be helpful to have a time tracked filter for

when

the time was actually tracked, not if set/greater than/equal to/etc. A HUGE win would be if we were able to calculate time tracked vs. time estimated or, even better, a total budget number (instead of per task).

Andrea Kosztolanyi

Dexter Dake Yes, we need someting similar as well!
Bugra Oktay It would be great if we would have option for adding rates for each person and have an actual cost report. The sharing with the client/members should be optional and managed similarly as with Lists/Folders - no default visibility for everybody.
Please include this in the next improvements! 
Thank you!

Honey

Bugra Oktay Timesheet showing the tags and select custom fields per user at one card view would be helpful for capacity planning.

Cassie Hayes

Bugra Oktay hi! I like the new tab, thank you so much for working on this for us. Entry point is helpful (reporting tab on the timesheets page) - I like that it's all in one place.

What we still need:

The entire dashboard (not card by card) needs to be able to be filtered by dates or even by List, Location, etc.
The numbers on the bar graphs won't be helpful in this format (268 hours means nothing - we need it split by units somehow)
Time tracked by user and Priority doesn't really add value.
Is the TOTAL TIME TRACKED at the bottom right able t be filtered? Once agin - this needs a filter per pay period (which I imagine is different for all ClickUp users)
Filtering the actual timesheets by LIST is going to be very important even with this new dashboard
Still need to fix tags - I hate that time tracking tags are separate and different from task tags... and that they can't be added automatically. It's such a hassle and time waster to have to adjust time tracking tags every single time, manually.

THANKS!

Cassie Hayes

Dexter Dake First of all, WELL DONE. 
Second, how did you custom code inside of ClickUp?! 
Third: Bugra Oktay, the card Dexter created on the right side would be so incredibly helpful. I need to be able to see time tracking per role or per type of task - right now, that's only accomplish-able through tags, which is tedious (as I mentioned in other comment). 
USE CASE: I want to understand the average amount of time spent on different parts of a project, for example:
General Project Management
Meetings
Files we create for client
Admin work
This helps me understand if my offer is priced correctly and also if the right people are assigned to the right work, if that makes sense.

Cassie Hayes

Zach Beattie This would be AMAZING.

Cassie Hayes

Nate Goff Yes...would you imagine this could come from time estimates versus tracked? Bugra Oktay this is something I've been trying to manipulate for a long time.

Olivier

Bugra Oktay

Can we expect improvements that are less task-focused and more resource-focused? It's a significant pain point not being able to see at a glance whether employees are working overtime — currently the only option is to check each timesheet individually and track it manually to ensure overtime is either paid out or taken as vacation later.

Adrian Arama

Olivier oh yes!!!

Bugra Oktay Please start working on the reporting on time entry level. It's everybody's painpoint, why is this not a top priority?:(

Danielle Mulder

Hi Bugra Oktay. Is there any way that you can allow for any task scheduled on the planner for that time allocated in the planner to be pulled straight into timesheets please.

Bugra Oktay

Improvement update:

You can now track time using Brain and Super Agents. A lot less manual work. Please give it a go and let me know what you think.

More time tracking and reporting related AI capabilities are coming.

Sarah Shepard

Bugra Oktay great! Can you provide additional guidance on this? Instructions? Thanks!

Julia Brough

Bugra Oktay Upvote for Sarah's question! I would love to dig into this today with some documentation/direction! Specifically more detail on: Easy time entry reduction in timesheets (no need to go into the task)

Clea Javillonar

Bugra Oktay Any updates on guidance for this? I think it could be really useful.

Mark Verschuuren

Bugra Oktay is there any documentation how we could leverage Ai here?

Irma Sierra

Bugra Oktay any updates on documentation or instruction on how to use this feature?

Micah Jones

HI Bugra Oktay and ClickUp team! Thanks again for all your hard work on improving the time tracking feature. 
I have an idea that would help employees apply the proper tags on time entries consistently. 
I would like for ClickUp to present different time tags for the user to select on. a time-entry depending on which list or space the task they're tracking time on is located. 
For example, I do work for the State that requires time tags XYZ. But I do work for private clients that requires time tags ABC. 
Right now, when a user goes to apply a tag, ClickUp presents tags ABCXYZ to choose from, when only a subset of those are applicable from our firm's point of view. 
I could probably create a workaround for this, via an automation or an agent, so that is not the end of the world. But I wanted to see if other users thought it worth exploring or if it made the UI too complex.

Cassie Hayes

Micah Jones YES! And even better, if we could automate which time tracking tag is applied based on the LIST or Location... that would be a game changer.

I'm not sure if this applies to everyone else also, but the default for billable or not could potentially be flexible based on the Folder, not just the Space.

Volker S.

Hello, I would like to assign the times to an order number or invoice number for monthly invoices. How is that possible?

Cassie Hayes

Volker S. I don't know that this would work as I haven't tested it, but do you have a list of Order or Invoices in ClickUp itself? Could you then have a relationship between the two tasks? 
I don't think there's any way to transfer the time tracking though, unless you can consolidate it in a "roll up" on the Invoice list....
Final idea would maybe be to create a time tracking tag for every order or invoice #, but that seems unnecessarily burdensome.

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