What is a Time Entry?

A time entry is a recorded block of time spent on a specific task, project, or client activity. It typically includes the date, duration, and description of the work, and is used for tracking productivity, managing budgets, or generating invoices. Time entries are the foundation of accurate time tracking in tools like Harvest.

Understanding time entries helps teams and individuals gain clarity on where their time goes; making it easier to manage workloads, stay within budget, and prioritize high-impact work. Accurate time entries support clear billing, especially in client-facing or project-based work, ensuring transparency and trust. They also provide valuable data for performance insights, helping teams make informed decisions about staffing, scheduling, and planning. With tools like Harvest, entering time becomes simple and consistent, so tracking doesn’t disrupt the work itself.

For information on tracking time in Harvest, check out this help article. 

Understanding Time Entries

A time entry is a record of work performed during a specific time period, typically tied to a task, project, or client. Each entry includes details such as the start and end time (or duration), date, task description, and sometimes a billing rate or project code. Time entries form the basis of time tracking systems and are essential for understanding how time is spent across individuals and teams.

How Does a Time Entry Work?

Key Principles of Time Entry

1. Activity-Based Logging
   Each time entry is tied to a specific task, project, or client. Users track the work they’ve done by assigning a clear description and categorizing it accordingly; this adds context and purpose to every minute logged.
2. Date and Duration
   A time entry typically includes the date the work was performed and either the start and end time or total duration. This allows for precise tracking across days, weeks, or billing periods.
3. Integration with Other Systems
   Modern time entries often sync with project management, billing, or payroll systems. For example, logging time in Harvest can feed directly into a payment system like Stripe or PayPal. 

Benefits of Time Entry

• Transparency and Accountability
  Time entries create a clear, verifiable record of work performed. This builds trust with clients and internal teams, especially in billable or deadline-driven environments.
• Informed Project Management
  Teams can track how much time is being spent on specific tasks or phases, compare actuals to estimates, and adjust scope or resources accordingly.
• Accurate Invoicing and Payroll
  Time entries feed into invoicing systems, ensuring clients are billed only for what was worked. For employees or contractors, they ensure fair and timely compensation.
• Performance Insights and Forecasting
  Over time, logged entries reveal patterns. Businesses can analyze past data to estimate future workloads, allocate resources more effectively, and improve cost forecasting.

Common Use Cases

1. Client Billing in Professional Services
   Agencies, consultants, and freelancers rely on time entries to bill clients based on hours worked. Clear logs help justify invoices and reduce disputes.
2. Internal Project Costing
   Even for non-billable work, teams use time entries to understand the true cost of internal projects—such as R&D, marketing, or support.
3. Productivity and Time Auditing
   Managers use time entry data to audit team time usage, identify bottlenecks, and refine workflows. This supports continuous improvement.
4. Legal and Regulatory Compliance
   In industries like legal services or government contracting, time entry records may be required to meet audit or compliance standards.

Challenges & Misconceptions of Time Entry

Myth: Time Entry Is Just Bureaucracy
Some view time tracking as administrative overhead that adds no real value. In practice, consistent time entry enables transparency, resource planning, and informed business decisions. 

Challenge: Inconsistent Logging Habits
If team members forget to log time or do it inaccurately, data becomes unreliable. This affects billing, reporting, and project visibility. Tools like Harvest address this with daily reminders, mobile access, and calendar integrations that make logging fast and easy.

Myth: Time Entry Slows Work Down
There’s a misconception that time tracking disrupts productivity. When integrated well, such as through browser extensions or native apps, time entry takes just seconds and can actually reveal ways to improve workflow and reduce time waste.

Challenge: Lack of Context in Entries
Vague or inconsistent descriptions make entries hard to interpret later. Encouraging clear, task-specific notes helps teams and clients understand what was accomplished, and how that time contributed to overall goals.

Myth: Only Billable Teams Need Time Entry
While it's essential for billing, time entry also supports non-billable teams. Marketing, support, product, and operations teams benefit by understanding time investment across priorities and identifying where to streamline work.

Industry Examples & Statistics

• Real-World Usage Across Sectors
  Time entry is foundational in industries like consulting, design, software development, legal services, and marketing. According to Paychex, nearly 70% of professional service firms use digital time tracking for client billing and project analysis. Time entries are also becoming more common in product teams and operations roles for internal cost and effort tracking.
• Link Between Time Tracking and Profitability
  A study by QuickBooks found that small businesses using time tracking software saw up to 20% improvements in billing accuracy and 15% faster payment cycles. Time entry data supports not just better billing—but smarter pricing and service modeling.
• Industry Standard for Compliance
  In regulated industries like legal, healthcare, and government contracting, time entries are often required by law or contract. Tools like Harvest help ensure audit readiness by maintaining structured, searchable time records.

Frequently Asked Questions (FAQs) About Time Entry

What is a time entry?

A time entry is a record of time spent on a specific task, project, or client activity. It typically includes the date, duration, and a brief description of the work performed.

Why are time entries important?

Time entries provide accurate data for billing, project tracking, resource planning, and performance analysis. They help teams understand where time is spent and make informed business decisions.

How do I create a time entry?

You can create a time entry manually by entering the time and task details, or automatically by starting a timer while you work. Tools like Harvest offer both options through desktop, mobile, and browser integrations.

Who should use time entries?

Time entries are valuable for anyone working on tasks that are tracked by time—this includes consultants, designers, developers, marketers, and even internal teams managing operations or product work.

Can time entries be edited or updated?

Yes. Most time tracking tools allow you to review, edit, or delete entries if adjustments are needed, ensuring accuracy and transparency in your records.

How often should I log time entries?

Ideally, log your time daily or in real time to ensure accuracy. Harvest offers reminders and calendar syncing to help you stay consistent with minimal effort.

Are time entries only for billable hours?

No. Time entries can track both billable and non-billable work, helping you evaluate internal efforts, allocate resources effectively, and improve overall productivity.

Conclusion & Next Steps

Time entries are the foundation of effective time tracking; providing the visibility, accuracy, and insights teams need to manage work, measure value, and get paid with confidence. When logged consistently, they unlock better project outcomes, clearer client communication, and smarter business decisions.

Try Harvest and make time entry simple, seamless, and part of your team’s success—start your free trial today.