The Nonprofit Timesheet: Nonprofit Time Tracking and Timesheets for Nonprofits

The Nonprofit Timesheet: Nonprofit Time Tracking and Timesheets for Nonprofits

In the busy world of nonprofit organizations, every second counts. Whether you're working tirelessly to advance a noble cause, manage resources efficiently, or stay compliant with grant requirements, time is a precious commodity. That's where timesheets step in as silent yet indispensable allies, ensuring that your nonprofit operates smoothly, transparently, and effectively.

This article will delve into the pivotal role of timesheets in nonprofit settings, exploring their definition, purpose, benefits, and the top software providers that cater to the unique needs of these organizations. We'll also offer insights into key features to look for in nonprofit timesheet software, their role in grant compliance, and provide tips for efficient timesheet management. But first, let's lay the foundation by understanding what timesheets are and why they matter in the nonprofit world.

Understanding Tracking Time with Timesheets in Nonprofit Organizations

Timesheets are the heartbeat of efficient time management within nonprofit organizations, transcending their role as mere record-keeping tools. Within these meticulously filled documents, employees and volunteers log their working hours, capturing a wealth of information about how time is distributed among diverse projects and tasks.

In the nonprofit context, timesheets serve a dual purpose. They not only diligently track the time dedicated to each project but also play a pivotal role in budgeting and resource allocation. Given the common constraints of nonprofits, including tight budgets and limited resources, understanding precisely where every hour is invested can be transformative in achieving their mission.

Timesheets are the linchpin for nonprofits when it comes to tracking and managing financial resources effectively. By having a comprehensive view of the hours allocated to specific projects or programs, organizations can make informed decisions about fund allocation. This process ensures that the most critical initiatives receive the attention and resources they rightfully deserve.

Furthermore, timesheets empower nonprofits to assess the efficiency of their operations. They provide insights into whether certain programs are consuming an excessive amount of time without delivering commensurate results. This transparency enables organizations to pinpoint areas for streamlining and productivity enhancements. In essence, timesheets are the compass guiding continuous improvement and informed decision-making.

As we delve deeper into the world of nonprofit timesheets, we will explore their myriad benefits, introduce you to top software providers catering to nonprofits' unique needs, and share invaluable tips and best practices for their efficient management within nonprofit organizations. Stay with us to unlock the full potential of this humble yet transformative tool in the nonprofit sector.

Nonprofit Time Tracking: Benefits of Using Tracking Software

Timesheets play a pivotal role in nonprofit organizations. These unassuming tools are the linchpin of financial transparency, efficient resource allocation, and grant compliance.

Financial Transparency and Accountability

Timesheets ensure that every minute is accounted for, bolstering trust by showcasing how resources are used. Donors and stakeholders gain a clear view of where their contributions go, fostering stronger relationships.

Efficient Resource Allocation

With limited resources, timesheets provide data for informed decisions. By understanding time allocation, nonprofits can optimize personnel and funds, ensuring critical initiatives receive the attention they deserve.

Compliance with Grant Requirements

Grants are essential, but they come with strict rules. Timesheets offer evidence that grant funds are used as intended. They also simplify reporting on project impact, making compliance more manageable.

In the world of nonprofits, timesheets bring clarity, efficiency, and accountability. They're more than records; they're the pathway to a stronger, more impactful organization. Stay tuned for insights into the world of nonprofit timesheets, including top software providers and essential features.

Top Nonprofit Timekeeping Software Providers

ClickTime: Empowering Nonprofits with Smart Time Tracking

Overview and Features

ClickTime, a leader in time tracking software, offers nonprofits a versatile solution to streamline time management. With a user-friendly interface, ClickTime simplifies time tracking and reporting, making it an ideal choice for project-driven teams.

One of ClickTime's standout features is its ability to quantify effort. It provides tools to track and measure the costs and performance of various initiatives, enabling nonprofits to make informed decisions when choosing their next projects. This functionality empowers organizations to invest their resources wisely.

Benefits for Nonprofits

For nonprofits, ClickTime is a game-changer. It enhances financial transparency and accountability by providing a clear view of how time is spent, fostering trust among donors and stakeholders. Moreover, it aids in efficient resource allocation, ensuring critical projects receive the necessary attention and resources. ClickTime's automated timesheet reminders and mobile app make time tracking a breeze for employees, promoting accuracy and timeliness.

ClickTime's customizable timesheets cater to diverse business needs, and it integrates seamlessly with other software, enhancing operational efficiency. It's a powerful tool that helps nonprofits make the most of their time and resources, ultimately driving their mission forward.

QuickBooks Time (Previously TSheets): Simplifying Time Tracking and Payroll for Nonprofits 

Integration with Timesheet Functionalities

TSheets, now known as QuickBooks Time, a trusted name in time tracking software, offers seamless integration with timesheet functionalities. It simplifies the process of tracking employee time for various purposes, including payroll, billing, and invoicing.

Employees can easily clock in and out from their mobile devices, tracking time by customer, service item, or class. This integration accelerates payroll processing, with employee timesheets automatically appearing in QuickBooks Online, reducing the time required to run payroll.

Advantages for Nonprofit Organizations

QuickBooks Time provides significant advantages for nonprofit organizations. By accurately tracking time, nonprofits can improve their billing accuracy and increase billable time by nearly 10%. This additional revenue can make a substantial difference in furthering their mission.

Moreover, QuickBooks Time reduces payroll costs by an average of 4%, offering valuable savings for nonprofits. The software's integration with QuickBooks Online streamlines accounting processes, making financial management more efficient.

QuickBooks Time is a valuable tool for nonprofits, helping them track time, streamline payroll, and boost revenue through accurate billing. It's a reliable choice for nonprofits looking to make the most of their resources.

WeWorked: Streamlining Timesheets for Nonprofit Success

Features and User Experience

WeWorked offers easy-to-use timesheet software designed for employee time tracking and work management. With the ability to track time remotely or on-site using their Time Clock Solution, WeWorked caters to the diverse needs of nonprofits.

Key features include insightful timesheet reminders, expense tracking, and workforce activity monitoring. The software is particularly beneficial for government contractors, providing comprehensive audit records essential for compliance with DCAA timesheet requirements.

WeWorked's user-friendly interface and mobile app make it a convenient choice for nonprofits seeking efficient time tracking and expense management.

Importance for Nonprofits

Nonprofits benefit from WeWorked's capabilities in several ways. The software streamlines timesheet tracking, reducing administrative burdens. It also enhances billing accuracy and client satisfaction by reducing billing errors.

Moreover, WeWorked helps nonprofits comply with DCAA timesheet requirements, a critical aspect for government contractors. The software's secure and encrypted data transmission ensures data privacy and protection.

In summary, WeWorked offers nonprofits a robust solution for timesheet management, expense tracking, and compliance. Its user-friendly interface and comprehensive features make it an invaluable tool for nonprofit success.

Other Time Trackers:

  • GetHarvest
  • ADP
  • BambooHR
  • ClockShark
  • Toggl
  • Harvest
  • Time Doctor
  • Hubstaff
  • TimeCamp
  • TMetric
  • Paymo
  • ClickTime - Time and Expenses
  • Accountsight

Key Features to Look for in Nonprofit Timesheet Software

When considering nonprofit timesheet software, there are key features that can greatly enhance your organization's time tracking and reporting capabilities. Here are some essential features to look for:

  1. Easy Time Tracking and Reporting: Nonprofit timesheet software should offer a straightforward and user-friendly interface for tracking time. It should allow employees and volunteers to log their working hours effortlessly. Additionally, the software should provide robust reporting tools that make it easy to generate detailed time reports.
  2. Grant and Funding Source Tracking: To maintain financial transparency and compliance with grant requirements, the software should enable you to track time spent on specific grants and funding sources. This feature ensures that you can allocate resources accurately and report on how grant funds are utilized.
  3. Functional Expense Reporting: Nonprofits often need to report on expenses related to specific projects or programs. Look for software that allows you to categorize and report expenses associated with various activities. This functionality ensures accurate expense tracking and reporting for your nonprofit's financial management.
  4. Integration with Other Software and Tools: Nonprofit organizations often use multiple software solutions for various purposes. Your timesheet software should be able to seamlessly integrate with other tools, such as accounting software (e.g., QuickBooks), project management software, and payroll systems. Integration simplifies data sharing and ensures consistency across your organization's processes.
  5. User-Friendly Interface and Mobile Capabilities: A user-friendly interface is crucial to encourage employees and volunteers to consistently track their time. Additionally, mobile capabilities, such as a mobile app, enable remote time tracking and provide flexibility for staff working in the field or from different locations. Mobile access ensures that your time tracking system is accessible whenever and wherever it's needed.

By prioritizing these key features in your nonprofit timesheet software selection, you can streamline time tracking, improve financial transparency, and enhance your organization's overall efficiency and compliance.

The Role of Timesheets in Grant Compliance

Timesheets play a pivotal role in ensuring grant compliance for nonprofit organizations. Accurate time tracking is essential for grant reporting, as it provides the quantitative data required to demonstrate how grant funds are utilized.

Granting agencies and donors often require detailed information on how time is allocated to specific projects and tasks. Timesheets serve as the foundation for this documentation, offering a transparent record of the hours invested in each grant-funded initiative.

Beyond quantifying the allocation of time, timesheets also help in showcasing the qualitative work carried out by the organization. They provide insights into the efforts, skills, and expertise contributed by employees and volunteers, emphasizing the impact of the nonprofit's mission.

In essence, timesheets serve as a bridge between the organization's objectives and the requirements of grantors. They not only ensure financial accountability but also allow nonprofits to tell a comprehensive story of their work. Accurate time tracking through timesheets is not just about numbers; it's about providing a detailed narrative of the nonprofit's dedication to achieving its mission and making a positive difference in the community.

Tips for Efficient Timesheet Management in Nonprofits

Efficient timesheet management is crucial for nonprofits to ensure accurate record-keeping and smooth operations. Here are some valuable tips to streamline the process:

  1. Regularly updating and reviewing timesheets: Encourage your staff and volunteers to consistently update their timesheets. Set specific deadlines for submissions to avoid delays and ensure that all hours worked are recorded accurately.
  2. Training staff and volunteers on timesheet best practices: Provide training sessions to educate your team on the importance of accurate timesheet entries. Share best practices for time tracking, such as categorizing time by project or activity, and emphasize the significance of transparency.
  3. Leveraging technology for automated reminders: Implement timesheet software that offers automated reminders. These reminders can help ensure that timesheets are submitted on time, reducing the need for manual follow-ups and improving compliance.

By following these tips, your nonprofit can maintain accurate timesheets, enhance transparency, and streamline the process of tracking and managing time, ultimately contributing to the success of your organization's mission.


Why are timesheets important for nonprofits?

Timesheets are crucial for nonprofits because they provide a detailed record of how employees and volunteers allocate their time. This information is essential for financial transparency, accountability, and efficient resource allocation. Timesheets also play a significant role in grant compliance, helping nonprofits track and report on how grant funds are used.

How can timesheets help in grant compliance?

Timesheets are instrumental in grant compliance by providing evidence of how grant funds are utilized. They ensure that nonprofits can demonstrate the quantitative and qualitative work performed to meet grant requirements. Accurate time tracking through timesheets helps organizations adhere to grant guidelines and reporting obligations.

What are the best practices for managing timesheets in nonprofits?

Effective timesheet management in nonprofits involves several best practices:

  • Regularly update and review timesheets to ensure accuracy and completeness.
  • Implement training programs to educate staff and volunteers on timesheet best practices.
  • Leverage technology to automate reminders and streamline the timesheet submission process.
  • Establish clear policies and procedures for timesheet management.

How often should timesheets be updated and reviewed?

Timesheets should ideally be updated daily or at the end of each workday. This ensures that time is accurately recorded in a timely manner. Regular reviews, such as weekly or biweekly, can help catch any discrepancies or missing entries. It's essential to maintain a consistent schedule for updating and reviewing timesheets to enhance accuracy and compliance.

Timesheets are a vital tool for nonprofit organizations, enabling them to track time, manage resources, and fulfill grant requirements effectively. By following best practices and using timesheets efficiently, nonprofits can achieve greater transparency and accountability in their operations.


Timesheets serve as the backbone of financial transparency, accountability, and efficient resource allocation. Timesheets are the key to unlocking grant compliance, enabling nonprofits to demonstrate both the quantitative and qualitative impact of their work.

We encourage all nonprofits to harness the power of timesheet tools for enhanced efficiency and unwavering compliance. By doing so, you can strengthen your organization's mission and build trust with donors and stakeholders.

To take your nonprofit to the next level in time tracking, consider using PayBee, a dedicated platform designed to empower nonprofits. Join us in the journey of making a lasting impact on the world. Get started with PayBee today and revolutionize your nonprofit's time tracking and management.

Your mission is important, and timesheets are here to support you every step of the way. Embrace the future of nonprofit time tracking with PayBee.

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Karen Bodkin

Karen Bodkin is a Canadian freelance writer who is a frequent contributor to the PayBee blog. When she's not writing, you can find her exploring the great outdoors. Her portfolio can be found here: https://karenbodkin.contra.com.

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