Time Tracking for Virtual Assistants
Virtual assistants work across multiple clients simultaneously - admin, email, scheduling, research, social media - but when hours go unlogged or mixed between clients, invoices are inaccurate, client-specific timesheets are impossible to generate, and scope creep goes unbilled. Sandtime.io lets you log time per client and task from any device, tracks retainer and package hours in real time, and gives you clean client-ready timesheets before every invoice goes out.
Virtual Assistants: why they choose Sandtime.io
Track time by client and task
Give each client their own project and name the entry for the task - email management, scheduling, research, social media, bookkeeping, or admin - as you work. Know exactly what each client is costing in time before the invoice goes out.
Monitor retainer and package hours
See how many hours each retainer or package client has consumed. Know when a client is approaching their included hours before it becomes a conversation, and catch scope creep before it goes unbilled.
Generate client-ready timesheets
Pull time logs by project and date range at the end of each billing period. No rebuilding the week from browser history and calendar entries to justify the invoice.
Know your real rate per client
See how many hours each client and task type actually takes. Know your real effective rate across different clients and use that data to price future retainers and packages accurately.
How a virtual assistant keeps retainer hours in check
A virtual assistant sets up Sandtime.io with one project per retainer or package client and notes the task on each entry, such as inbox, scheduling or research. A report grouped by project shows how many retainer hours are used by mid-month, so extra requests get raised before the invoice instead of absorbed.
- Make each client a projectCreate one project per retainer or package client and set its hourly revenue rate. Your own admin, onboarding and learning go on a non-billable project.
- Set your week and connect your toolsSet core hours and a weekly goal on the dashboard. Add the Chrome extension to start a timer from any client’s inbox or calendar tab, and use Slack slash commands if your day runs in Slack.
- Switch clients with the timerStop one timer and start the next client’s when you change tasks, and add a quick call afterwards with its start and end time. A Friday email reminder is the cue to fill in the day you forgot.
- Send a timesheet with every invoiceAt the end of the billing period, run a report grouped by project and year-month-day, export it to Excel or CSV and attach it to the client’s invoice. The Invoices template adds time, rate and total revenue per project.
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.
Common use cases
- Log time per client and task as work happens throughout the day
- Monitor retainer hours against package limits in real time
- Track time across multiple active clients without mixing hours
- Pull client-specific timesheets for accurate monthly invoicing
- Separate billable client work from non-billable admin and onboarding
- Export time data by client for monthly reporting and retainer reviews
Key features
One-click timers
Start timing when a task begins and stop it when you move on. One click logs to the right client and task without breaking your focus.
Retroactive time entry
Add any task after the fact with a note. Nothing is lost because you were deep in a client inbox or on a call.
Multiple clients at once
Run separate timers for multiple active clients simultaneously. Each client tracks independently so hours never cross between accounts.
Export and report
Pull time reports by project or date range. Export to CSV for invoicing, retainer reviews, or client reporting.
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 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.
- No project budgetsThere is no budget field or budget alert. A report grouped by project shows hours, cost, and revenue so far, and you compare them with the estimate yourself.
- 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.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Track breaks and other non-billable time
Sandtime.io has no dedicated break timer. Non-billable projects with the Billable switch off keep breaks in your timesheet and out of what you bill.
Open pageBillable Hours
Work hours that can be charged to a client or project. Essential for professional services firms to track revenue.
Open pageCost, revenue, and billable reporting
Use billable flags and rates to understand project profitability without losing the self-reported workflow.
Open pageCost
The expense associated with employee work hours. Calculated by multiplying time by cost rates for profitability analysis.
Open pageCreate a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageCustom Reports
User-defined reports with flexible groupings, metrics, and filters. Custom reports answer specific business questions.
Open pageTrack your first hour today
Create your free account and see results in minutes.