How to Track Time in ClickUp for Consultants

ClickUp makes it easy for consultants to track billable and non-billable hours, organize client work, and turn accurate time data into invoices and reports. This step-by-step guide walks you through setting up time tracking so you can manage projects and revenue without spreadsheets or manual logs.

Why Use ClickUp for Consultant Time Tracking

Consultants need more than a basic timer. You need a workspace that connects time, tasks, clients, and invoices. ClickUp combines all of these in one platform so you can:

• Track time directly on tasks, not in a separate tool
• Set billable rates and monitor project budgets
• See who is working on what, and for how long
• Generate reports for clients and internal reviews
• Reduce scope creep with clear records of work

By centralizing your time data, you keep your entire consulting workflow organized and ready for billing and analysis.

Step 1: Set Up a Workspace for Consulting in ClickUp

Before you begin tracking hours, structure your work so every minute is tied to a clear project and client.

Create a Space for Consulting Projects in ClickUp

1. Log in to your ClickUp account.
2. From the sidebar, create a new Space and name it something like Consulting or Client Services.
3. Choose a color and icon that make it easy to recognize.
4. Enable features you plan to use, such as Time Tracking, Custom Fields, and Tags.

This Space will hold all of your client work and related time entries.

Add Folders and Lists for Each Client

Organize your consulting work so that time entries map cleanly to clients and projects.

1. Inside your consulting Space in ClickUp, create a Folder for each client or account.
2. Within each Folder, add Lists for specific projects, phases, or service lines (for example, Strategy Engagement Q1 or Implementation).
3. Define task templates that match your typical consulting deliverables, such as Discovery Workshop, Roadmap, or Weekly Status.

This structure ensures every tracked minute is linked to a meaningful unit of work.

Step 2: Enable and Configure Time Tracking in ClickUp

With your workspace organized, you can turn on and customize the time tracking features consultants rely on.

Turn On Time Tracking in ClickUp

1. Open your Space settings in ClickUp.
2. Under ClickApps (workspace features), locate Time Tracking.
3. Toggle Time Tracking on for the Space where you manage consulting work.
4. Save your settings so the timer appears on tasks in that Space.

Once enabled, every task in the Space can capture time entries.

Set Billable vs. Non-Billable Time

Consultants often balance billable client work with internal tasks. In ClickUp, you can mark entries accordingly.

1. Open any task where you plan to track time.
2. Click the time tracking icon or section.
3. When you add a time entry, mark it as Billable or Non-Billable if that option is available in your plan.
4. Use non-billable for activities like internal meetings, training, or pre-sales support.

Separating these categories gives you a clear picture of utilization and helps you explain invoices to clients.

Use Custom Fields for Rates and Budgets in ClickUp

To make time tracking more actionable, add financial context directly into tasks and projects.

• Create Custom Fields in ClickUp for hourly rates, project budgets, or retainers.
• Apply these fields at the List or Folder level so all new tasks inherit the correct values.
• Use fields like Billable Rate, Budget Hours, or Budget Amount to track progress against contracts.

This setup lets you compare tracked hours with budgets and quickly spot overages.

Step 3: Track Time on Tasks in ClickUp

Once configuration is done, you can start logging time on daily consulting work.

Start and Stop the Timer in ClickUp

1. Open the task you are working on.
2. Click the time tracking button to start the timer.
3. Work on the task as usual; the timer runs in the background.
4. When you finish or switch work, open the task again and click to stop the timer.
5. Review the entry to confirm the duration, description, and billable status before saving.

Using live tracking reduces errors compared to typing in estimated hours at the end of the day.

Add Manual Time Entries in ClickUp

Some consultants prefer to log time in batches, especially when traveling or after workshops.

1. Open the relevant task in ClickUp.
2. Go to the time tracking area and choose Add time or a similar manual entry option.
3. Select the date and duration of the work.
4. Add a short description, such as Client workshop prep or Data analysis.
5. Mark the time as billable or non-billable, then save.

Manual entries help you keep your records complete, even if you forget to run the timer.

Use Notes and Descriptions for Clarity

Detailed notes in your ClickUp time entries protect you from disputes and make invoices easier to justify.

• Add concise descriptions like Stakeholder interviews or Developed KPI dashboard.
• Use consistent language across your team so reports are easy to read.
• Include references to milestones or deliverables where helpful.

Clients appreciate seeing exactly what you accomplished with their hours.

Step 4: Review and Report on Time in ClickUp

Tracking time is only the first step. Consultants also need clear reports for billing, performance, and forecasting.

View Time Logged by Task, List, or Folder

Within ClickUp, you can review time data at multiple levels:

• Task view: See all entries related to a specific activity.
• List view: Understand time spent across a project or phase.
• Folder or Space level: Get a high-level view of total hours per client or across your consulting portfolio.

Use filters to narrow by assignee, date range, or billable status.

Create Time Reports for Clients in ClickUp

To support invoicing and account reviews, build time-based reports that clients can understand.

1. Open the reporting or dashboard area of ClickUp available on your plan.
2. Select widgets or views that highlight total billable hours by client, project, or consultant.
3. Filter by date range to match your billing cycles.
4. Export or share reports to support invoices, retainers, or progress updates.

Aligning these reports with your contracts helps demonstrate value and manage expectations.

Step 5: Connect ClickUp Time Tracking to Your Billing Workflow

To get full value from your time tracking, integrate it with your financial processes.

Use ClickUp Data to Build Invoices

Even if you invoice from another system, ClickUp can be your source of truth for hours worked.

• At the end of each billing period, filter time data by client and billable status.
• Export hours and descriptions, then use them to create line items in your accounting or invoicing tool.
• Attach summary reports when clients require detailed backup.

This approach reduces manual reconciliation and ensures that every billed hour is backed by concrete entries.

Monitor Scope and Budgets with ClickUp

To avoid scope creep, consultants need to compare actual hours against planned budgets continually.

1. Use custom fields in ClickUp to track estimated hours and budget caps.
2. Regularly compare tracked hours to these estimates at the List or Folder level.
3. Set up alerts or dashboard widgets to highlight when you reach key thresholds, such as 75% of budget.
4. Use the insights to renegotiate scope, adjust timelines, or refine your engagement model.

Proactive monitoring helps protect both your margins and your client relationships.

Best Practices for Consultants Using ClickUp

To keep your setup effective as your practice grows, follow these guidelines.

• Standardize naming conventions for tasks, Lists, and Folders.
• Require every consultant to track time daily in ClickUp.
• Review time reports weekly to catch issues early.
• Use templates for recurring engagements so structures and fields remain consistent.
• Combine time tracking with goals and milestones to show impact, not just hours.

If you want expert help building a scalable consulting workflow, you can learn more about consulting operations and systems at Consultevo.

Next Steps: Master Time Tracking with ClickUp

By configuring spaces, enabling time tracking, and building clear reports, ClickUp becomes a complete hub for managing consulting hours and revenue. Start by organizing your clients into Folders and Lists, then activate timers on real projects this week. As you refine your setup, you can add budgets, dashboards, and more advanced reporting.

For additional details on time tracking features designed for consultants and service providers, review the original guide at this ClickUp time tracking article and adapt the recommendations to your own consulting practice.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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