For agencies
Time tracking for agencies that bill by the hour.
Agencies don’t lose money on their rates — they lose it on billable time scattered across a team that never makes it onto an invoice. BillNotch records every person’s work automatically, rolls it up into billable totals and utilization, and turns it into invoices.
Every seat tracks itself
Each team member installs the desktop app once; it records their active window automatically. No one has to remember a timer, so the hours your studio bills match the hours it actually worked.
Activity sorts itself by client
Keyword rules map domains, apps, and ticket prefixes to the right client and project. Turn on AI categorization for the fuzzy cases. Billable is inherited from the project, across the whole team.
Utilization you can actually see
Roll individual activity up into per-person and per-project billable totals. Utilization stops being a guess — you can see who is over-allocated and which projects are quietly unprofitable.
Invoices and the leak finder
Generate a PDF invoice from a project’s billable total or export CSV. The Revenue Leak Finder flags billable work that never made it onto an invoice — and agencies leak the most, because the time is spread across a team.
A studio leaks in a way a freelancer doesn’t
One person forgetting half an hour is annoying. Eight people each forgetting half an hour a day is a five-figure hole in a year, and it never shows up as a single missing entry you could go looking for. It arrives as timesheets that come in on Monday for a week nobody remembers clearly, as a project that ran over without anyone noticing until the retro, as the difference between the hours your studio worked and the hours it billed.
Automatic capture removes the weekly reconstruction. Everyone’s work is already recorded, so Monday becomes a short confirmation pass instead of an act of memory, and the totals you invoice from are the ones the work actually produced.
Seats that follow your roster
Team is $12 per active member per month, or $120 per seat per year, which is two months free. Invite someone and a seat is added; remove them and it is released. The seat count syncs to the subscription on its own and the change is prorated, so you are never reconciling a headcount by hand or paying for a contractor who finished in March. There are no usage fees on top — not per project, not per client, not per invoice. The 14-day trial needs no card, and the pricing page shows both plans side by side.
Each person installs the desktop app on whatever they run — Windows, macOS or Linux — and pairs it with their own API key, which they or an admin can revoke at any time. A mixed studio does not need a mixed toolchain.
Who sees whose time
Visibility is a permission, not a setting somebody forgets to turn off. BillNotch ships three roles: owner and admin, who can see and manage the whole organization, and member, who sees their own time and nothing else. Reading everyone’s entries is a distinct permission that a member does not hold by default, so a designer cannot browse the studio’s full book of work just by logging in.
When those three are not the right shape, build a custom role out of the same permission catalog — creating projects, issuing invoices, viewing all time, managing members — and confine it to specific projects or clients. That is how a freelance collaborator joins for one engagement: a role scoped to the projects they are assigned, invisible to everything else.
Utilization without the spreadsheet
Individual activity rolls up into per-person and per-project billable totals, so utilization and capacity are read off the records people are already producing rather than assembled from submitted timesheets. You can see which project is absorbing more hours than it was scoped for, and who is carrying more than their share, while there is still time to act on it. The arithmetic is in billable utilization rate.
Billing runs off the same totals: a PDF invoice from a project’s billable total, or a CSV export for whatever your finance stack is. And because agency time is spread thin across people and projects, the Revenue Leak Finder tends to pay for itself here first — it flags billable work that never reached an invoice, which is exactly what no single person is positioned to notice.
Why studios pick BillNotch
- Connect each device with an API key you issue and revoke per person, anytime.
- Built for the team doing the work — window titles can stay on each machine, per device.
- Data is processed on EU servers and never sold.
- Team is $12/seat/mo, billed monthly or yearly (two months free). 14-day trial, no card.
- Works on Windows, macOS, and Linux — mix whatever your team runs.
Questions studios ask
- Can everyone see everyone else’s hours?
- Not by default. Owners and admins see the whole organization; a plain member sees only their own time. Viewing everyone’s entries is a specific permission, so you grant it deliberately rather than switching it off after the fact.
- Can a contractor be limited to one client’s projects?
- Yes. Build a custom role from the permission catalog and confine it to specific projects or clients, and that person only sees and acts on what they are assigned. Freelance collaborators can be on the team without seeing the rest of your book.
- How is Team billed when someone joins or leaves?
- Team is $12 per active member per month, or $120 per seat per year. Inviting someone adds a seat and removing them releases it; the change syncs to your subscription automatically and is prorated, so you never pay for an empty seat.
- Does each person have to remember to start a timer?
- No, and that is the point. Each member installs the desktop app, pairs it with their own API key, and it records the active window from then on. Manual entries and a manual timer are still there for work that happens away from the screen.
Bill the hours your whole team actually worked.
Utilization is the lever most agencies underuse — see billable utilization rate for the math, then let BillNotch measure it for you. Solo? See BillNotch for freelancers.
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