Why time tracking matters for recruitment outsourcing firms.
In this model, clients rely on the firm not just to find talent but to manage the work relationship end-to-end. Time tracking becomes the backbone of that service:
Proof of work for clients – Screenshots, activity logs, and tracked hours demonstrate that hired workers are delivering on expectations.
Accurate client billing – Time entries link directly to invoices, ensuring clients pay for actual hours worked with no disputes.
Payroll for hired workers – Tracked hours flow into payments, allowing the firm to handle salaries, retainers, or hourly contracts smoothly.
Operational visibility – Firms can see how much time each client project consumes, helping them measure profitability and optimize assignments.
In this guide, we rank the top 10 time tracking tools for recruitment outsourcing firms in 2025. Our evaluation highlights the features that matter most in this model: activity monitoring, client-facing transparency, project-based billing, and ROI measurement that connects tracked hours directly to both client value and firm margins.
Quick Comparison: Best Time Tracking Tools for Recruitment Outsourcing Firms (2025)
| Rank | Tool | Best For | Key Features (Recruiting) | Pricing (per user/month) |
|---|---|---|---|---|
| #1 | WebWork | Proof-of-work, client billing & payroll accuracy | Screenshots, activity tracking, ROI reporting, invoicing | $3.99–$7.19 |
| #2 | QuickBooks Time | Firms already using QuickBooks ecosystem | Job codes, timesheet approvals, payroll integration | $10-$20 |
| #3 | Time Doctor | Detailed monitoring & productivity insights | Screenshots, app/website tracking, distraction alerts | $6.70–$16.70 |
| #4 | Hubstaff | Time tracking with activity monitoring | Screenshots, budgets, activity levels | $4.99–$25 |
| #5 | Toggl Track | Ease of use + analytics | One-click tracking, strong reporting, integrations | Free–$18 |
| #6 | Clockify | Basic, free project tracking | Unlimited users, project reports, screenshots (Pro) | Free–$11.99 |
| #7 | Harvest | Client billing & budget tracking | Project tracking, budget reports, invoicing | Free–$14 |
| #8 | TimeCamp | Low-cost billing + keyword automation | Keyword-based auto tracking, invoices, budget tracking | Free–$11.99 |
| #9 | Deputy | Shift-based firms needing scheduling | Scheduling, leave management, clock-in/out | $5–$9 |
| #10 | RescueTime | Simple productivity tracking | Auto app/website tracking, distraction alerts, focus sessions | Free–$12 |
#10: RescueTime
Overview: RescueTime provides automatic productivity tracking but lacks the project allocation and client billing features recruiting firms need.
Key Features for Recruiting:
- Automatic application and website tracking
- Productivity scoring by category
- Time spent on LinkedIn/job boards
- Distraction alerts
- Weekly email reports
- FocusTime for deep work sessions
Pricing:
Free Lite Plan (limited features)
Premium: $12/month or $6/user/month for teams
Pros:
- Completely automatic tracking
- Good for understanding time usage patterns
- Tracks recruiting platform usage
- No manual entry required
Cons:
- No client or requisition tracking
- Cannot allocate time to specific searches
- No billing or invoice features
- Limited team management
- No screenshot capabilities
Best For: Firms that only need a basic overview of worker productivity patterns without client billing or proof-of-work requirements.
#9: Deputy
Overview: Deputy excels at shift scheduling but offers limited value for recruiting firms that need project-based time tracking and productivity monitoring.
Key Features for Recruiting:
- Basic time tracking
- Task management
- Team scheduling
- Mobile clock-in/out
- Leave management
- Simple reporting
Pricing:
- Lite: $5/user/month
- Core: $6.50/user/month
- Pro: $9/user/month
Pros:
- Good for managing office schedules
- Simple interface
- Mobile-friendly
- Affordable pricing
Cons:
- No requisition or project tracking
- No productivity monitoring
- Cannot track activities by client
- Limited reporting for recruitment metrics
- No screenshot or activity tracking
Best For: Agencies that focus heavily on internal scheduling and attendance for on-site or shift-based workers, but don’t require detailed client reporting.
#8: TimeCamp
Overview: TimeCamp offers automatic time tracking using keywords, which can help categorize recruiting activities, though setup is complex.
Key Features for Recruiting:
- Automatic tracking based on keywords (candidate names, job titles)
- Project-based time allocation
- Basic activity monitoring
- Billable hours tracking
- Budget tracking for retained searches
- Invoice generation
Pricing:
- Free Plan: Basic features
- Starter: $1.49/user/month
- Premium: $2.99/user/month
- Ultimate: $3.99/user/month
- Enterprise: $11.99/user/month
Pros:
- Keyword automation useful for recruiting
- Can track time by requisition
- Affordable pricing
- Billing capabilities included
Cons:
- Complex keyword setup required
- Limited screenshot features
- No recruiting-specific metrics
- Weak activity tracking
- Poor mobile experience
Best For: Outsourcing firms looking for low-cost billing capabilities and willing to configure keyword-based automation to categorize worker activity.
#7: Harvest
Overview: Harvest provides excellent project-based time tracking and client billing, making it suitable for retained search firms.
Key Features for Recruiting:
- Project and client time tracking
- Timesheet approvals
- Budget tracking for searches
- Invoice generation
- Expense tracking for client expenses
- Team capacity planning
- ROI reporting by project
Pricing:
- Free: $0/user/month
- Pro: $11/user/month
- Premium: $14/user/month
Pros:
- Excellent for retained search tracking
- Professional invoicing
- Clean, intuitive interface
- Strong project budget management
- Good for client billing
Cons:
- No activity or productivity monitoring
- No screenshot capabilities
- Limited automation features
- Cannot track sourcing vs. BD activities automatically
- Higher price point
Best For: Firms that prioritize clean client billing and project budget management over activity monitoring, especially in retained or fixed-scope assignments.
#6: Clockify
Overview: Clockify offers unlimited free users with solid reporting capabilities, making it attractive for growing recruiting firms on a budget.
Key Features for Recruiting:
- Unlimited projects (requisitions)
- Time tracking by client and role
- Detailed time reports
- Team dashboard
- Billable rates settings
- Audit log for compliance
- Screenshot monitoring (Pro plan)
Pricing:
- Free Plan: Unlimited users, basic features
- Basic: $3.99/user/month
- Standard: $5.49/user/month
- Pro: $7.99/user/month
- Enterprise: $11.99/user/month
Pros:
- Free for basic use
- Good project categorization
- Detailed reporting
- Can track by requisition
- Affordable screenshot option
Cons:
- Manual time entry required
- Limited automation
- Basic activity tracking
- No recruiting KPIs
- Screenshots only on Pro
Best For: Growing firms that want free or basic project-based time tracking with solid reporting, and are open to manual entry for basic proof-of-work.
#5: Toggl Track
Overview: Toggl Track offers the best user experience with powerful reporting, though it lacks the monitoring features some firms require.
Key Features for Recruiting:
- Easy time tracking with one click
- Powerful reporting and analytics
- Project and client tracking
- Timeline view of daily activities
- Calendar integration
- Revenue tracking
- Team insights dashboard
Pricing:
- Free: $0/user/month
- Starter: $9/user/month
- Premium: $18/user/month
- Enterprise: Custom pricing
Pros:
- Incredibly easy to use
- Excellent analytics
- Great for tracking multiple searches
- Strong API for integrations
- Reliable and fast
Cons:
- No screenshot monitoring
- No activity tracking
- Higher price point
- Limited automation
- No productivity scoring
Best For: Agencies that value simplicity and strong analytics for client reporting, but don’t require screenshots or activity monitoring to validate hours.
#4: Hubstaff
Overview: Hubstaff provides a good balance of time tracking, activity monitoring, and project management for recruiting teams.
Key Features for Recruiting:
- Activity levels tracking
- Optional screenshots (1-3 per 10 minutes)
- Application and URL tracking
- Project-based time tracking
- Productivity ratings
- Client budgets and invoicing
- Detailed timesheets
Pricing:
- Starter: $4.99/user/month
- Grow: $7.50/user/month
- Team: $10/user/month
- Enterprise: $25/user/month
Pros:
- Good activity monitoring
- Can track by requisition/client
- Flexible screenshot options
- Reasonable pricing
- Good reporting features
Cons:
- Limited recruiting-specific features
- No sourcing vs. BD categorization
- Activity tracking can be gamed
- Limited automation
Best For: Firms that want a balance between time tracking, proof-of-work, and moderate activity monitoring, with enough features for both internal oversight and client billing.
#3: Time Doctor
Overview: Time Doctor excels at detailed productivity monitoring, helping recruiting firms identify top performers and optimize workflows.
Key Features for Recruiting:
- Screenshots every 3 minutes
- Website and application tracking
- Productivity ratings by activity
- Time tracking by project/client
- Distraction alerts
- Detailed web and app usage reports
- Work-life balance tracking
Pricing:
- Basic: $6.70/user/month
- Standard: $11.70/user/month
- Premium: $16.70/user/month
Pros:
- Excellent productivity insights
- Detailed proof of work
- Can identify top performer patterns
- Strong activity categorization
- Offline tracking capability
Cons:
- Can feel invasive to recruiters
- No recruiting-specific metrics
- Higher cost for full features
- Complex interface
Best For: Larger outsourcing companies that need detailed productivity insights and proof-of-work for clients, even if the monitoring feels more invasive.
#2: QuickBooks Time
Overview: QuickBooks Time offers robust time tracking with excellent reporting, ideal for established recruiting firms already in the QuickBooks ecosystem.
Key Features for Recruiting:
- Project and job code tracking
- Who’s Working dashboard
- Timesheet approvals
- Advanced reporting
- Budget vs. actual tracking
- Integration with QuickBooks Payroll
- Custom fields for recruiting metrics
Pricing:
- Premium: $10/month base + $8/user/month
- Elite: $20/month base + $10/user/month
Pros:
- Enterprise-grade reliability
- Excellent financial reporting
- Strong project tracking
- Great for firms using QuickBooks
- Professional support
Cons:
- No screenshot monitoring
- Limited activity tracking
- Most expensive option
- Requires QuickBooks ecosystem
- No productivity analytics
Best For: Established firms already running QuickBooks for payroll or accounting and looking for integrated time tracking with strong financial reporting.
#1: WebWork
Overview: WebWork Time Tracker delivers the most comprehensive solution for recruiting firms, combining powerful time tracking with productivity monitoring, customizable screenshots, and recruiting-specific analytics—all at exceptional value.
- Customizable screenshot monitoring (perfect for confidential searches)
- Activity tracking to measure sourcing vs. BD time
- Application and website monitoring (track LinkedIn, job boards, ATS usage)
- Project-based tracking by requisition or client
- Productivity analytics to identify top performer patterns
- Built-in invoicing for retained searches
- ROI reporting by search assignment
- AI-powered insights for performance optimization
Pricing:
- Pro: $3.99/user/month
- Plus: $6.39/user/month (includes payroll)
- Premium: $7.19/user/month (white label + HIPAA)
Pros:
- Most comprehensive feature set for recruiting
- Flexible privacy controls for sensitive searches
- 60-75% lower cost than enterprise alternatives
- Real-time productivity dashboard
- Automatic activity categorization
- Detailed ROI metrics by recruiter and search
- Can track sourcing vs. BD vs. admin time
Cons:
- Newer to recruiting industry
- Some advanced features require higher tiers
- Initial setup for activity categories needed
Best For: Any outsourcing or recruitment firm that needs a complete solution—time tracking, activity monitoring, proof-of-work, client billing, and ROI analytics—at a lower cost than enterprise alternatives.
Why WebWork Wins for Recruiting:
- Activity Categorization: Automatically tracks time spent on sourcing vs. business development vs. admin
- ROI Measurement: Calculate actual cost and return per search assignment
- Privacy Flexibility: Blur screenshots during confidential executive searches
- Performance Insights: AI identifies patterns of top-performing recruiters
- Complete Solution: Time tracking + monitoring + invoicing + analytics in one platform
Feature Comparison for Recruiting Firms
| Feature | WebWork | Time Doctor | QuickBooks Time | Toggl Track | Hubstaff |
|---|---|---|---|---|---|
| Screenshot Monitoring | ✅ Optional | ✅ Optional | ❌ No | ❌ No | ✅ Optional |
| Activity Tracking | ✅ Yes | ✅ Yes | ⚠️ Limited | ❌ No | ✅ Yes |
| App & Website Monitoring | ✅ Yes | ✅ Yes | ❌ No | ❌ No | ✅ Yes |
| Project Management | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes |
| Time-off / Leave Tracking | ✅ Yes | ✅ Yes | ✅ Yes | ❌ No | ✅ Yes |
| Invoicing & Payroll | ✅ Automatic | ⚠️ Manual | ⚠️ Via QuickBooks | ❌ No | ✅ Yes |
| Monthly Cost | $3.99 /user | $11.70 /user | $10 /user | $18 /user | $7.50 /user |
Final Take
For recruitment outsourcing firms, time tracking isn’t just an internal tool — it’s part of the service you deliver. Clients expect proof, accuracy, and trust. Recruiters expect a system that won’t slow them down.
The tools compared here show three clear paths:
- Billing-first platforms (like Harvest, Toggl Track) → best when invoicing and clean reporting are the top priorities.
- Monitoring-heavy platforms (like Time Doctor, Hubstaff) → suited to firms whose clients demand detailed verification.
- Full workflow platforms (like WebWork, QuickBooks Time) → connect hours directly to payroll, payments, and project visibility.
Choosing the right tracker is less about the feature checklist and more about what story you need to tell:
- To clients → “Here’s proof your investment is being used well.”
- To recruiters → “Here’s a fair, accurate system that pays you on time.”
- To yourself → “Here’s where the firm earns, leaks, and grows.”
That’s why time tracking matters in recruitment outsourcing: it holds the entire relationship together.
