Effective project management isn’t just about completing tasks—it’s about understanding how time is spent, how resources are used, and whether effort aligns with expectations. This is where time tracking becomes a critical part of the toolkit.
Wrike includes built-in time tracking features that allow teams to log hours, report on time spent, and analyze effort across tasks, projects, and team members. For project managers, this means better visibility into performance, cost control, and planning accuracy.
In this article, we’ll walk through Wrike’s time tracking capabilities, show you how to use them effectively, and explore best practices for using time data to drive smarter decisions.
Why Use Time Tracking in Wrike?
Here’s what time tracking helps you do:
- Track actual effort vs. estimated effort
- Monitor billable vs. non-billable hours
- Calculate project labor costs
- Measure team productivity
- Identify process inefficiencies
- Improve future time estimates
Whether you’re managing internal work or client-facing projects, time data provides the evidence you need to assess and adjust.
Key Time Tracking Features in Wrike
Wrike’s time tracking tools are available on Business, Enterprise, and Pinnacle plans, and include:
1. Built-in Timer
Users can start and stop a timer directly from a task when they begin and finish work.
2. Manual Time Entries
Team members can log time manually if they forgot to track in real-time, or want to enter work done retrospectively.
3. Time Log View
Each task includes a “Time Log” tab where all entries are stored. You can see who logged time, when, and for how long.
4. Timesheets
Wrike offers weekly timesheets that team members can fill out and submit. These show all tasks assigned to them and allow bulk time entry.
5. Reports & Dashboards
You can create custom reports based on time logs—grouped by user, task, project, or date. These are useful for performance analysis or invoicing.
How to Enable and Use Time Tracking
Step 1: Enable Time Tracking
Time tracking must be enabled in your account:
- Go to Account Management → Settings
- Make sure Time Tracking is turned on
Step 2: Use the Timer or Add Time Manually
On any task:
- Open the task
- Click the “Time Tracking” panel
- Start the timer to track live, or click “Add Time Entry” to log hours manually
Each entry can include:
- Hours spent
- Date
- Optional description or comment
- Whether it’s billable
Step 3: Use Timesheets for Weekly Review
Each user can access their Timesheet via the workspace navigation:
- Shows all assigned tasks from that week
- Allows entry of hours per day per task
- Can be submitted for review, approval, or recordkeeping
Pro Tip: Use timesheets for consistent time entry across all team members—especially for clients or finance teams who require documentation.
Using Time Data for Project Management
1. Compare Planned vs. Actual Effort
Use custom fields like “Planned Hours” or “Estimated Effort” on tasks. Then compare logged time to see where estimates diverged.
This helps you:
- Adjust expectations for future sprints
- Identify underestimated tasks
- Refine work breakdown structure (WBS)
2. Analyze Team Performance
Create reports showing:
- Total hours logged per user
- Time spent on different types of work (via tags or custom fields)
- Utilization rates (time assigned vs. time available)
Use this data to spot overloads, gaps in productivity, or imbalance across teams.
3. Track Billable Hours for Clients
If you do client work, use Wrike’s time tracking to:
- Tag tasks as billable or non-billable
- Track time per project or client
- Export timesheets or reports for invoicing
Wrike doesn’t have native invoicing, but reports can be exported to Excel or integrated with finance tools (e.g., QuickBooks, Xero).
4. Monitor Cost Performance
Multiply time spent by hourly rates (entered via custom fields or external integrations) to estimate labor costs per project.
Then compare to budgeted amounts using dashboards or custom reports.
Time Tracking Best Practices
1. Make It a Habit
Encourage team members to log time daily. This improves accuracy and reduces admin work later.
Use reminders or weekly check-ins to reinforce the routine.
2. Define What Should Be Tracked
Not all time needs to be logged. Clarify which activities count:
- Task execution?
- Internal meetings?
- Admin time?
- Learning and development?
Define categories clearly.
3. Use Tags or Custom Fields to Categorize Work
This allows you to segment time logs by:
- Activity type (e.g., Research, Design, QA)
- Project phase
- Billability
And makes reports far more useful.
4. Integrate with Other Systems
Wrike integrates with tools like Harvest, Everhour, or Tempo for deeper time tracking and financial reporting. Consider these if your organization bills by the hour or needs compliance reporting.
Common Pitfalls to Avoid
- Tracking everything manually—use the timer or timesheets for ease
- Inconsistent logging across team members
- Using time tracking just for micromanagement—instead, focus on insights
- Not reviewing or acting on time data
Logged time is only valuable when it’s analyzed and used for better planning.
Final Thoughts
Wrike’s time tracking tools give project managers a deeper layer of control and insight—without adding significant overhead. Whether you’re trying to control costs, understand team performance, or optimize future project planning, time data is one of your most valuable resources.
Used right, time tracking isn’t just about numbers—it’s about understanding how work really happens, and how to make it better.
