Time Tracking for Your Business

Time Tracking for Therapists

Therapists and mental health professionals in private practice bill by the session, submit for insurance reimbursement, and document time for compliance - but when hours go unlogged across back-to-back sessions, progress notes, and care coordination, billing is incomplete and audit records are thin. Sandtime.io lets you log time per client and session type from any device, separates billable session time from documentation and admin, and gives you accurate records whenever insurance, EAP providers, or practice compliance requires them.

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Therapists & Mental Health Professionals: why they choose Sandtime.io

Track sessions by client and type

Give each client their own project and name the entry for the session type - individual therapy, couples sessions, group work, supervision, or care coordination - as each appointment ends. Know exactly what each client is generating before the invoice or reimbursement claim goes out.

Separate billable from notes time

Log session time separately from progress notes, treatment plans, phone consultations, and admin work. Know your real billable ratio and demonstrate time use for insurance audits without rebuilding your schedule from a calendar.

Insurance and compliance records

Keep accurate session records for insurance reimbursement, EAP billing, Medicaid documentation, and compliance requirements. Export time logs by client, date, or session type whenever a payer or auditor requests documentation.

Know your revenue across payer types

See how many hours you spend per client and know your effective rate across different payers - private pay, insurance, EAP, and sliding scale. Use real data to manage your caseload and protect your income.

How a therapy practice sets up Sandtime.io

A therapy practice sets up Sandtime.io with one project per client, named with a short reference rather than a full name, and a free account for each therapist. Sessions are logged as billable time and admin as non-billable, so the practice sees session hours next to admin hours for every therapist each month.

  1. Set up clients as projectsCreate one project per client with a short reference instead of a full name, and set the session fee as the project’s revenue rate. A separate non-billable project holds supervision, training and practice admin.
  2. Invite therapists to the practiceEach therapist joins by email or signs in with Google, Microsoft or Apple. Assign therapists only to their own clients’ projects, since Users see only what they are assigned to, and keep Administrator for the practice owner.
  3. Log sessions after they endThere is no need to run a timer in the room. Add each session afterwards with its start and end time from the phone or web app, and a Friday email reminder is the cue to fill in any day left empty.
  4. Review the monthA custom report grouped by project and member shows billable session hours beside admin hours, and the Monthly timesheet template gives a per-person view. Export to Excel or CSV for the billing software the practice already uses.

Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.

Set up your practice freeFree for unlimited users. No credit card required.

Common use cases

  • Log session time per client as each appointment ends
  • Track progress notes and documentation hours separately from billable sessions
  • Pull session records for insurance reimbursement and EAP billing
  • Monitor hours across private pay, insurance, EAP, and sliding-scale clients
  • Separate supervision and CPD time from direct client work
  • Export time data by project and date range for practice reporting

Key features

One-click timers

Start timing when a session begins and stop it when it ends. One click logs to the right client without interrupting your clinical focus.

Retroactive time entry

Add session time, phone consultations, or documentation hours after the fact. Nothing is lost because you were in back-to-back sessions or focused on a client.

Multiple clients in one day

Track multiple clients through the same day without mixing hours. Each client and session type records independently from the first appointment to the last.

Export and report

Pull time reports by project or date range. Export to CSV for billing, insurance submission, or practice performance reviews.

Where Sandtime.io stops

Better to know before you invite the team. These are the gaps people in this line of work ask about most.

  • No leave managementHolidays, sick days, and leave requests are not managed in Sandtime.io. Keep them in your HR tool, or start from the free leave policy template.
  • No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
  • Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.

Common questions

Is Sandtime.io free for a private practice?

Yes. Sandtime.io is free for unlimited users, so a solo therapist or a whole group practice can track time without a per-user fee or a credit card.

Can I track session time separately from notes and admin?

Yes. Mark session entries as billable and notes or admin as non-billable, under each client’s project. Reports then show both, grouped by project, activity or date.

Can I log a session after it ends?

Yes. Add an entry with a start and end time after the fact, so back-to-back sessions do not need a running timer.

Can other therapists in the practice see my clients?

Only if they are assigned to that client’s project. Users see only the projects they are assigned to, while Administrators see every project.

Does Sandtime.io bill clients or submit insurance claims?

No. Sandtime.io tracks time and does not send invoices, submit claims or process payments. Export your reports to Excel or CSV for the billing software you already use.

Free templates for this workflow

Use a practical file now, then move to Sandtime.io when collecting, approving, locking, and reporting records becomes ongoing work.

Daily, weekly, and monthly timesheets

Start with an editable daily, weekly, or monthly timesheet when a simple file still fits the process.

Client onboarding and project setup checklist

Confirm the client, scope, billing, communication, access, staffing, time-recording, risk, and readiness decisions before work begins.

Project budget and billable-hours tracker

Track budgeted hours, billable value, labor cost, and remaining project budget in a formula-driven Excel workbook.

Invoice and timesheet reconciliation worksheet

Compare approved timesheet hours and agreed rates with invoice lines, adjustments, final amounts, and supporting evidence.

Project time log

Log who worked on a project and for how long, with automatic total, billable, and non-billable hours.

Weekly status report

Share what is done, in progress, planned next, and blocked in a simple, repeatable weekly report.

Keep exploring

Continue with the most relevant Sandtime.io pages for this topic.

Create a project for reported time

Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.

Open page

Access Control

The system of permissions controlling who can view, edit, or manage resources. Defines what each role can do.

Open page

Create a new organization

Create a separate workspace from your account menu, then name and configure the new organization. It keeps its own projects, members, and data.

Open page

Administrator

A user with full organization control: settings, members, every project, and all cost and revenue rates.

Open page

Create and switch organizations

Create separate workspaces, switch between organizations, and find focused help when data appears missing.

Open page

Assignment

The relationship between a team member and a project. Assignments control who can log time and at what rates.

Open page

Choose the best next step

Use this workflow page as the starting point, then move to the route that answers the next buying question - proof, product fit, pricing, or immediate setup.

Start with a timesheet template

Download a free daily, weekly, or monthly timesheet for Excel or PDF when a simple file is the right starting point.

Measure lost billable hours

Estimate how much forgotten client work may already be missing from invoices before you change anything else.

Explore time tracking software

See the main commercial overview built for teams that bill, budget, and report against time.

See pricing and plan details

Review the free plan, unlimited-user model, and trust-first approach before you invite the team.

Go straight to free time tracking

Start with the free product if the problem is already clear and you want to capture work immediately.

Compare Sandtime.io with other tools

See how Sandtime.io compares with Clockify, Harvest, Toggl, Jibble, and more, with each vendor's prices checked on its own site.

Related guides

Not quite the right fit? These pages cover the situations teams most often compare before choosing.

Time Tracking for Freelancers

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Time Tracking for Software Agencies

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How to Spot and Recover Billable Leakage

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Billable vs Non-Billable Hours

Learn which hours you can bill, why the split drives utilization and your real rate, and how to track it without surveillance.