Keep projects, people, budgets and billing in one place
TimeMagick combines time tracking, project management, client billing and profitability for small project-based businesses.
Business plan: $9.50 per user per month, or $7.60 billed yearly · 1-month free trial · See pricing
One project record instead of disconnected admin
In a small business, the same few people run the projects, answer the clients and send the invoices. When the hours live in one tool, the tasks in another and the budget in a spreadsheet, each question means stitching them back together.
Work is spread across spreadsheets, timers and chat apps.
In TimeMagick: Projects, tasks, hours, messages and invoices share one project record.
Budget overruns are found when the project is over.
In TimeMagick: Budget against spent time is visible while the work is running.
Nobody is sure where the team's week went.
In TimeMagick: The dashboard shows hours by project and who is working on what.
Hours are worked but never billed.
In TimeMagick: Project Billing shows billable against billed hours per project.
Client updates take hours of admin.
In TimeMagick: Clients follow progress in their own workspace.
Nobody knows which clients actually make money.
In TimeMagick: Profit, margin and effective rate come from the same hours and costs.
In TimeMagick, every project connects the same data from start to finish:
Step 1
Project & tasks
Client, budget, assignees and deadlines.
Step 2
Time
Tracked against the task by the team.
Step 3
Budget
Spent against budget, with alerts.
Step 4
Communication
The project's own channel, clients included.
Step 5
Billing
Approved billable hours, then the invoice.
Step 6
Profitability
Margin per project and per client.
See what the team is working on
The admin dashboard answers the owner's first questions without asking anyone: how many hours went into the week, how much that time cost, which projects it went to, and which projects are close to their budget.
- The week's worked, idle and manual time, and total spent in your currency
- Today Live Members: who is working now, on which project and task
- Time split by project and by client
- A Project Budgets table with budget against spent for every project
The team tracks time against those projects on the Windows desktop app, on iOS and Android, or with manual entries that need a reason and approval.
How time tracking worksUnderstand team activity without screenshots
Remote and hybrid teams still need to know how the working day is spent. TimeMagick shows Activity % from keyboard activity, mouse clicks and mouse movement, the apps and URLs each person used, idle time over your threshold, and whether that time was productive, neutral or unproductive for their role.
It never takes screenshots, so there is no archive of people's screens to store or protect. Private Time keeps app and URL detail out; it is recorded separately as Private Time and is not counted as worked time.
How activity monitoring worksSee budget burn before it becomes a margin problem
In a small business, one project that runs over can take the month's profit with it. TimeMagick shows budget against spent time on project cards, the project overview, the Gantt, tracked-time approval and the admin dashboard, while there is still time to act.
Example: website relaunch
- Budget
- 120 h
- Spent
- 96 h
- Remaining
- 24 h
80% of the budget used. Budget alerts and forecasting work from the same numbers, while 24 hours are still left.
Plan the workload
When three client projects overlap, the same two people are usually needed on all of them. The interactive Gantt shows each project's tasks with assignees, dates, progress, budget and spent time; drag to reschedule or resize a task.
Resource planning shows who is assigned to which project tasks, week by week, so you can see a clash before you promise a client a start date.
How Gantt and resource planning workKeep project conversations out of scattered chats
Every TimeMagick project gets its own channel automatically, next to its tasks, hours and budget. Files, emoji, unread badges and search work there, alongside direct messages and group conversations for the team.
Your other communication tools can stay; the decisions about a project simply live with the project, where the next person on it can find them.
How project communication worksLet clients see the work without opening the whole company workspace
Client updates are time a small team rarely bills for. Client Members are external accounts linked to one or more of your clients, with their own workspace: a Dashboard, Projects, Timesheets, Report, Message Channels and Sensai.
They see their own projects, hours and due tasks and can talk to your team in project channels. Approvals, billing, invoices, profitability and other clients' work stay out of their workspace.
How the client portal worksApprove what is actually billable
Not every hour the team works should reach the client's invoice. In tracked-time approval, a manager sets a billable percentage for each entry, with the project budget shown beside the total:
- 5 hours worked
- approved at 80%
- 4 billable hours
- Project Billing
- invoice
Project Billing then shows billable against already billed hours for every client and project, so finished work does not sit unbilled. Manual time goes through its own Pending, Approved and Declined queue.
Invoice without reconstructing the project afterward
The invoice starts from the approved hours. Duration-based lines cover the team's time, quantity-based lines cover fixed items, and each invoice has taxes, notes, a due date, a status and a PDF, in the client's currency.
Regular work can be invoiced with scheduled recurring invoices, which go through approval when they become due. TimeMagick does not collect online payments.
How billing and invoicing workKnow which customers and projects actually make money
Revenue alone does not tell a small business owner where the profit comes from. TimeMagick combines the hours, rates, invoices and project expenses it already holds into Profit, Avg Client Margin, Effective Rate, Utilisation % and Projects Over Budget, with tables for the Least Profitable Clients, Uninvoiced Hours and Low-Profit Projects and a Client Health ledger.
Illustration (demo data, fictional projects and clients).
$9.50/user/month
or $7.60/user/month billed yearly · 1-month free trial
- Every TimeMagick feature included
- No feature tiers or add-ons
- Add users as the team grows
Need more organizational controls?
Custom roles across 40 permission modules, approval queues, portfolio planning and multiple legal entities.
Just you, or two of you?
The Freelancer plan is $4.50 per month for up to 2 users.
Explore TimeMagick by industry
Small project-based businesses in these fields use the same connected workflow, with their own tasks and terms.
Built for project-based teams
- Engineering & Design StudiosProject hours, budgets and billing for engineering, CAD and design studios.
- Software DevelopmentReleases, billable hours and project margin for software teams.
- Architecture FirmsDesign phases, fee budgets and client visibility for practices.
- Consulting FirmsConsultant hours, utilisation and client profitability.
- Marketing AgenciesCampaign budgets, billable work and client margin.
- Creative & Design StudiosRevision rounds, project budgets and creative billing.
- AgenciesClient projects, billable hours and profitability for agencies.
Comparing tools? See TimeMagick vs Clockify, TimeMagick vs Toggl, TimeMagick vs Harvest, TimeMagick vs Hubstaff, TimeMagick vs TimeCamp, TimeMagick vs DeskTime, and TimeMagick vs Time Doctor.
TimeMagick for small businesses: key facts
- TimeMagick combines time tracking, project management, client billing and profitability for small project-based businesses.
- Time is tracked against the client, project and task on the Windows desktop app, iOS and Android, or entered manually with a reason.
- The admin dashboard shows the week's worked, idle and manual time, total spent, who is working now and on what, and project budgets.
- Activity monitoring uses Activity %, apps, URLs and idle time; TimeMagick never takes screenshots.
- Project budgets are shown against spent time on cards, the overview, the Gantt, approvals and the dashboard, with alerts and forecasting.
- Every project gets its own chat channel; the team also has direct messages and groups.
- Client Members get a workspace with Dashboard, Projects, Timesheets, Report, Message Channels and Sensai.
- Tracked time is approved with a billable percentage and flows into Project Billing and invoices, including scheduled recurring invoices with approval.
- The Business plan costs $9.50 per user per month, or $7.60 billed yearly, with a 1-month free trial and every feature included.
Frequently Asked Questions
Time tracking, projects, activity, budgets, client access, billable hours, invoicing and profitability for small teams.
Is TimeMagick suitable for small businesses?
Yes. TimeMagick combines time tracking, project management, client billing and profitability for small project-based businesses. The team tracks time against client projects and tasks, and the same hours drive budgets, approvals, invoices and each project's margin.
Does TimeMagick combine time tracking and project management?
Yes. Time is tracked against the projects and tasks on TimeMagick's drag-and-drop Projects board, with custom and automatic statuses, task assignees and budgets, an interactive Gantt and resource planning, so tracked hours update each project's budget and progress directly.
Can TimeMagick monitor team activity without screenshots?
Yes. TimeMagick shows Activity % from keyboard activity, mouse clicks and mouse movement, the apps and URLs used, idle time and productive, neutral or unproductive classifications, without ever taking screenshots. Private Time keeps app and URL detail out and is recorded separately, not counted as worked time.
Can TimeMagick track project budgets and forecasting?
Yes. Each project and task can have an hour budget, shown against time spent on project cards, the project overview, the Gantt, tracked-time approval and the admin dashboard. Budget alerts and forecasting work from the same numbers, and Projects Over Budget is a headline KPI.
Can clients have their own TimeMagick access?
Yes. Client Members are external accounts linked to one or more of your clients. They get a workspace with a Dashboard, Projects, Timesheets, Report, Message Channels and Sensai, separate from your internal workspace, without access to approvals, billing, invoices or profitability.
Can managers approve billable time?
Yes. Manual time goes through Pending, Approved and Declined with a written reason. Tracked time is approved with a billable percentage per entry, so 5 worked hours approved at 80% become 4 billable hours, with the project budget shown alongside, and the approved hours flow into Project Billing.
Can TimeMagick create and schedule invoices?
Yes. Invoices have duration-based and quantity-based lines, taxes, notes, PDF download, due dates and statuses, in the client's currency. Recurring invoices can be scheduled, and when one becomes due it goes through an approval workflow. TimeMagick does not collect online payments.
Can TimeMagick show project and client profitability?
Yes. The KPI module shows Revenue, Profit, Avg Client Margin, Effective Rate, Utilisation % and Projects Over Budget, lists the least profitable clients, Uninvoiced Hours and Low-Profit Projects, and has a Client Health ledger. Project expenses count towards each project's margin.
Run your next client project in one connected record
Start a 1-month free trial with every feature included, and see your first project from tracked hour to margin.