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Try OnTheClock Free
Save time and make payroll effortless with our easy-to-use, affordable employee time tracking app.
Try It FreeKey Takeaways
- ✔OnTheClock is the top pick for small therapy practices. Kiosk punching, scheduling, PTO, and overtime alerts are included at $5/month base plus $4/active employee/month.
- ✔A shared front desk invites bad punches. Photo capture, PIN kiosks, and supported facial recognition can help verify punches and discourage buddy punching between sessions.
- ✔Real free plans exist. Jibble covers unlimited users for free, and Homebase covers one location with up to 10 employees.
- ✔Check the payroll connection before anything else. Confirm whether your time clock offers an export or supported integration with Gusto, QuickBooks, or ADP to reduce payroll-night retyping.
- ✔Compare current month-to-month pricing and applicable add-ons. Run your trial through one full pay period before you commit.
The best time tracking software for therapists earns its keep at one moment: payroll day, when every hour from the front desk, the billing nook, and the therapy room has to add up without a guess.
How many hours did your practice actually pay for last week? If you reached for a paper sheet to answer, you already know the problem.
A counseling office runs on overlapping hourly roles. The receptionist clocks in at 8:55 a.m. The intake coordinator covers a late session, and a massage therapist or a PT aide floats between rooms. When those hours live on sticky notes and memory, payroll night turns into detective work, and a few padded minutes per shift add up to real money.
No single tool fits every practice. Here are seven options matched to different therapy-practice needs, starting with small teams.
What Therapists Actually Want From Time Tracking
Accuracy without slowing the day down is a priority for busy therapy practices.
Four complaints repeat:
- Punches that show up when nobody was working.
- Hours scattered across the front desk and the back office.
- Payroll night spent rebuilding the week by hand.
- Constant manual corrections to fix missed or duplicate punches.
A shared, reviewable record can reduce that work. Practices using digital time tracking for medical practices can review hours before running payroll.
Quick Picks: The Best Time Tracking Software for Therapists at a Glance
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OnTheClock: Best for small therapy practices
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Homebase: Best for single-location practices
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Jibble: Best free for unlimited users
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When I Work: Best for scheduling hourly clinical staff
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Buddy Punch: Best for discouraging buddy punching
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QuickBooks Time: Best for practices already on QuickBooks
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Connecteam: Best for multilocation therapy groups
How We Evaluated the Best Time Tracking Software for Therapists
We scored each tool against eight needs a therapy office raises, not against feature-sheet length. We call the set the OnTheClock Therapy Practice Checklist:
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Punch accuracy: Does it help verify who clocked in, not just when?
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Shared-desk fit: Can a kiosk or PIN handle staff rotating through one front desk?
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Payroll sync: Can hours reach your payroll provider through a compatible export or integration?
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Scheduling: Can you build clinical and reception shifts in the same tool?
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PTO tracking: Does it log time off and accruals for hourly staff?
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Overtime and breaks: Can it track breaks and flag overtime based on your applicable rules?
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Ease of use: Can a part-time office manager run it without training?
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Total cost: What's the real monthly price for a small practice?
Pricing splits these tools more than features do. Some run free for a small team, some charge per user, and a couple add a flat base fee on top. The comparison table below compares month-to-month starting prices, so you can match the model to your head count before you try anything.
OnTheClock includes time tracking, scheduling, PTO, overtime alerts, and payroll exports or integrations in its standard time tracking plan. Confirm punch-verification and break-tracking options for your practice; time tracking does not replace clinical scheduling or patient billing software.
The Best Time Tracking Software for Therapists
Here are seven time tracking software options for therapists, with a recommended choice for each situation. For each one, we cover whom it fits best, where it stands out, and where it may not be the right move.
OnTheClock: Best for Small Therapy Practices
Available on: Web, iOS, Android
Why OnTheClock Is Best for Small Therapy Practices
OnTheClock fits the owner who runs intake, covers the desk, and still closes payroll after the last client leaves. One tablet at the front becomes a kiosk. Clinicians punch from the phone. Every hour lands in one place. The typical buyer is an office manager or a clinician-owner with five to 20 hourly staff.
It covers key scheduling, PTO, and attendance needs in one time tracking plan. Kiosk and mobile punching, drag-and-drop employee scheduling, PTO, overtime alerts, and payroll integrations ship standard. OnTheClock also offers phone, live chat, and email support.
Why OnTheClock Is Different
OnTheClock time tracking costs $5/month base plus $4/active employee/month. A practice with six active employees pays $29/month for time tracking. Full-service payroll is available with the required time tracking plan for another $40/month base plus $6/employee paid/month. If all six employees are paid through OnTheClock Payroll, the combined cost is $105/month ($29 for time tracking + $76 for payroll), plus a one-time $250 onboarding fee at standard pricing. The time tracking trial runs 30 days with no credit card.
OnTheClock needs an internet or Wi-Fi connection to punch. It also runs lighter on deep project-cost reporting than enterprise field tools, which a desk-based practice rarely opens.
Key Features
Pros
Cons
Pricing
- 30-day free trial, no credit card
- $5/month base + $4/active employee/month (see how OnTheClock pricing works)
- Optional payroll with required time tracking: $40/month base + $6/employee paid/month; one-time $250 onboarding fee
Homebase: Best for Single-Location Practices
Available on: Web, iOS, Android
Why Homebase Is Best for Single-Location Practices
Homebase offers a free Basic plan for one location with up to 10 employees. That covers a small counseling office or PT clinic under one roof. Staff can clock in using a shared tablet, computer, or supported POS device. Photo capture at clock-in is available on paid plans.
Costs can rise as you add locations or need advanced time tracking controls. Homebase prices paid plans per location, and photo capture, location-based mobile punching, and customizable overtime and break preferences require paid plans. Payroll is a separate add-on.
Key Features
Pros
Cons
Pricing
- Free Basic plan: one location, up to 10 employees
- Essentials $30/location/month; payroll add-on $49/month base + $6/employee paid/month
Jibble: Best Free for Unlimited Users
Available on: Web, iOS, Android
Why Jibble Is Best Free for Unlimited Users
Jibble's free plan covers unlimited users. Core time tracking, kiosk mode, facial recognition, and GPS stay free for good, so a practice adding seasonal aides keeps everyone on the free tier with no head count to watch.
Facial recognition at zero cost is the standout (and it's matching a face to a saved staff profile, not running it against any outside database). The limits are real. There's no built-in payroll, so you export hours or rely on an integration. Advanced leave settings, approvals, and location tools depend on the plan, so confirm which options your practice needs.
Key Features
Pros
Cons
Pricing
- Free plan: unlimited users, core time tracking
- Paid-plan names, availability, and month-to-month rates should be confirmed directly with Jibble; the free plan supports unlimited users
When I Work: Best for Scheduling Hourly Clinical Staff
Available on: Web, iOS, Android
Why When I Work Is Best for Scheduling Hourly Clinical Staff
When I Work leads on the schedule. Rotating clinicians, shift swaps, open shifts, coverage gaps: its scheduling engine handles all of it from the app, and the schedule links to attendance once you switch it on.
When I Work lists time and attendance among its plan features, although its pricing selector includes a separate Time Tracking & Attendance option. Verify the final monthly price and included features before subscribing. Availability of offline punching should also be confirmed for your configuration. Our full When I Work review has the rest.
Key Features
Pros
Cons
Pricing
- 14-day free trial
- Essentials $2.50/user/month; Pro $5/user/month; Premium $8/user/month. Confirm included attendance features and the final monthly price at checkout
Buddy Punch: Best for Discouraging Buddy Punching
Available on: Web, iOS, Android
Why Buddy Punch Is Best for Discouraging Buddy Punching
Buddy Punch verifies identity at the punch. Supported webcam photos and Face ID on compatible devices help managers review who punched in, though availability depends on the plan and device. For a busy reception desk, those records can help investigate attendance discrepancies.
Face ID on compatible devices and GPS punch coordinates are available on Starter. Basic geofencing is included on Pro and Advanced; confirm whether Starter geofencing is currently available directly with Buddy Punch. PIN/kiosk punching and webcam photos are also included on Pro and Advanced. Every plan carries a $19 monthly base fee, and there is no permanent free plan. Pro and Advanced support offline punches. Optional real-time GPS tracking costs $2/user/month on Starter or Pro.
Key Features
Pros
Cons
Pricing
- 14-day free trial, no free plan
- Starter $5.99/user/month; Pro $7.99/user/month; Advanced $13.99/user/month; each plus a $19 monthly base fee
QuickBooks Time: Best for Practices Already on QuickBooks
Available on: Web, iOS, Android
Why QuickBooks Time Is Best for Practices Already on QuickBooks
QuickBooks Time pays off when your books already live in QuickBooks. Time records can flow into compatible QuickBooks workflows, reducing duplicate entry. Time Premium and Time Elite are time tracking subscriptions; running payroll requires the appropriate separate payroll service. Its tools include a time kiosk, GPS, mileage tracking, and time sheet attachments, with availability depending on the plan.
The fit is narrow by design. QuickBooks Time requires a compatible QuickBooks Online subscription, so practices not already using QuickBooks should consider the combined subscription costs. Payroll processing also requires an appropriate payroll service. Our QuickBooks Time alternatives guide covers leaner options.
Key Features
Pros
Cons
Pricing
- 30-day free trial; QuickBooks Online account required
- Time Premium $20/month base + $10/user/month; Time Elite $40/month base + $12/user/month; compatible QuickBooks Online subscription required; payroll sold separately
Connecteam: Best for Multilocation Therapy Groups
Available on: Web, iOS, Android
Why Connecteam Is Best for Multilocation Therapy Groups
Connecteam is built for a group spread across sites. GPS clock-ins, scheduling, and checklists are available through the Operations hub. Basic chat access is available on limited configurations, while more advanced communications tools belong to the separate Communications hub. Each paid hub has a starting price covering the first 30 users; other hubs and extra users may increase the cost.
Weigh two cautions. Connecteam splits advanced features across three separate hubs, which complicates pricing, and it has no built-in payroll. Confirm which hubs and user allowances you need before subscribing.
Key Features
Pros
Cons
Pricing
- Free Small Business plan for up to 10 users; restricted free Limited plans may serve 11–30 users
- Operations Basic $35/month for the first 30 users; additional users and other hubs cost more
Side-by-Side Comparison
| Tool | Best For | Pricing | Key Strengths | Top Integrations |
|---|---|---|---|---|
| OnTheClock | Best for small therapy practices | $5/month base + $4/active employee/month | Kiosk, scheduling, PTO, overtime alerts in base plan | Gusto, QuickBooks, ADP |
| Homebase | Single-location practices | Free Basic plan; Essentials $30/location/month | Free one-location plan; photo capture on paid plans | Gusto, QuickBooks, Square |
| Jibble | Free for unlimited users | Free for unlimited users; confirm paid-plan rates | Free unlimited users, facial recognition | QuickBooks, Slack, Teams |
| When I Work | Scheduling hourly clinical staff | Essentials $2.50 to Premium $8/user/month; confirm attendance pricing | Shift swaps, open shifts, messaging | Gusto, QuickBooks, ADP |
| Buddy Punch | Discouraging buddy punching | Starter $5.99/user/month + $19 monthly base | Compatible-device Face ID; webcam on Pro and Advanced | Gusto, QuickBooks, Paychex |
| QuickBooks Time | Practices already on QuickBooks | Premium $20/month base + $10/user/month | QuickBooks integration, kiosk, GPS | QuickBooks, Gusto |
| Connecteam | Multilocation therapy groups | Free Small Business up to 10; limited free tier up to 30; Operations Basic $35/month for first 30 | GPS, scheduling; basic chat availability varies | Gusto, QuickBooks, Paychex |
Prices shown are standard month-to-month starting rates where verified; confirm current plan selection and applicable add-ons with each provider.
What's the Best Time Tracking Software for Therapists?
The best tool is the one that fixes your biggest payroll-day problem, not necessarily the one with the longest feature list.
Start with the part that breaks most often.
- Want every core feature in one plan? OnTheClock fits a small practice.
- Want to start free under one roof? Homebase or Jibble fit.
- Tired of punches you can't trust? Buddy Punch offers punch-verification options.
- Running several sites at once? Connecteam holds them together.
What Is Time Tracking Software for Therapists?
Time tracking software for therapists is a digital clock for hourly staff. It records start and stop times, then turns those punches into time sheets payroll can use.
Staff clock in from a tablet kiosk, a phone, or a computer. Depending on the product and plan, the tool can add punch-verification controls, overtime calculations, PTO tracking, and payroll exports.
Who Needs Time Tracking Software for Therapists?
Any therapy practice that pays by the hour needs it once a few people share a desk. The threshold is roughly three or four hourly workers, the point where you stop remembering everyone's hours.
Counseling offices, physical therapy clinics, occupational and speech therapy groups, and massage practices all qualify. If you chase scattered hours every Friday, you're the audience.
Why Therapists Rely on Time Tracking Software
Margins are thin and the roles overlap. Front desk, billing, aides, and clinicians clock different schedules in the same small space, so accuracy ties straight to payroll cost.
Some owners run payroll after the last client leaves, which is exactly when tired eyes round numbers and miss a punch. A digital clock with verified punches and PTO tracking replaces the paper sheet with one shared record.
Key Features Time Tracking Software for Therapists Should Have
Cover the basics before you compare prices.
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Punch verification: Photo, PIN, or facial recognition to help confirm punch identity.
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Kiosk mode: One tablet at the front desk that any staffer can use.
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Payroll sync: A compatible export or integration with your payroll provider.
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Scheduling: Build reception and clinical shifts in the same place.
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PTO and overtime: PTO balances and configurable overtime alerts for eligible employees.
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Simple reporting: Time sheets a part-time manager can read at a glance.
How to Choose the Proper Time Tracking Software for Therapists
Step 1: Count your team and locations, then do the math.
Two numbers decide the pricing model. How many hourly people you pay, and how many offices you run.
A per-employee tool like OnTheClock charges for active employees. A per-location tool like Homebase charges by site. Run a real example. A single office with six hourly staff pays $29 a month on OnTheClock, the $5 base plus six times $4. Homebase Basic can be free for six employees at one location, while a second location may require a paid plan. Compare the full cost for your locations and staff. Map your own numbers first.
Step 2: Name the one problem you're solving first.
Buy a fix, not features. Write down the single thing that goes wrong most on payroll day.
Punches you need to review point to photo or Face ID verification. Schedule chaos points to scheduling. Scattered hours point to a shared kiosk that puts everyone on one record. A second location points to a multisite tool. Match the spend to the one answer that costs you the most.
Step 3: Match the punch method to your front desk.
Many therapy offices use a shared workstation for employee punches, so a tablet kiosk with a PIN or photo can fit reception. Employee time tracking is separate from patient appointment scheduling and clinical billing.
Think about who else punches and where. A massage therapist or a PT aide moving between rooms may prefer the mobile app. Pick a tool that runs both a fixed kiosk and a phone, so nobody waits on one device.
Step 4: Check the payroll connection.
This step saves your evenings. Clean hours have to reach payroll without retyping, so confirm the export before you sign up.
OnTheClock offers payroll exports or integrations involving Gusto, QuickBooks, ADP, Paychex, and SurePayroll; connection methods vary. A tight QuickBooks link helps if your bookkeeper already works there. Federal law requires you to keep accurate records of hours worked for nonexempt employees, so accurate digital records can support an audit.
Step 5: Decide whether you need scheduling and PTO too.
A clock that only records punches solves half the problem. A tool that bundles scheduling and PTO removes a second spreadsheet.
Built-in scheduling shows coverage at a glance, and PTO tracking keeps the time-off request alongside the hours. Run those in email and a separate calendar, and you reconcile them by hand every cycle.
Step 6: Confirm it handles overtime and breaks for nonexempt staff.
Employee overtime eligibility depends on their duties, pay, and applicable law. Configure overtime and break settings to match applicable federal and state requirements; do not assume every role has the same rules.
Under federal law, covered nonexempt employees generally earn overtime after 40 hours worked in a workweek; state rules may add requirements. A good clock alerts you while it builds, not after payroll runs. Check whether overtime alerts and break tracking are included in your chosen plan. Recording breaks does not, by itself, establish compliance with applicable meal- and rest-break rules.
Step 7: Trial it through one full pay period.
A demo looks clean. A real pay period tells the truth.
Run the free trial for at least one full pay period (two weeks if you pay biweekly) so you see a complete cycle: daily punches, a time-off request, an overtime case, and the payroll export. Put your actual front desk staff on it, not just the owner. Check that the export works with your payroll provider and identify any fields that still need review.
Tips for Implementing Time Tracking Software at Your Practice
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Start with the front desk. Set up the kiosk where staff already gather, and walk each receptionist through one punch before go-live.
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Write down your overtime and break rules. Configure the system to flag potential issues and review records each pay period.
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Run both systems for one cycle. Keep the paper sheet alongside the new clock for a single pay period, then compare totals before you cut over.
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Keep clean records from day one. Accurate hours protect you in a wage dispute, and federal wage law sets the baseline for what to track.
Frequently Asked Questions
What is the best time tracking software for therapists?
For most small practices, OnTheClock is the best time tracking software for therapists. It offers kiosk punching, scheduling, PTO, and overtime alerts at $5/month base + $4/active employee/month. Larger or multisite groups may prefer Connecteam, and budget-first offices can start free with Jibble or Homebase.
How much does time tracking software for a therapy practice cost?
Prices vary by vendor, plan, base fee, and number of employees. OnTheClock costs $5/month base plus $4/active employee/month for time tracking; adding its full-service payroll also requires a $40/month base fee plus $6 per employee paid. Jibble and Homebase offer free tiers. Buddy Punch adds a $19 monthly base fee, and QuickBooks Time needs a QuickBooks Online subscription.
Can time tracking software stop buddy punching at the front desk?
Photo capture, PIN kiosks, fingerprint readers, and facial recognition can help deter buddy punching. Buddy Punch offers webcam photos and Face ID on compatible devices, Jibble offers facial recognition, and OnTheClock offers kiosk and fingerprint options. No method guarantees that unauthorized punching stops, so managers should still review discrepancies.
Does time tracking software work for both clinicians and front desk staff?
Yes. The right tool handles a fixed kiosk for reception and a mobile app for staff who move between rooms or sites. Look for one that supports both, so a clinician finishing a late session and a receptionist at the desk can both punch without waiting on one device.
Will it connect to my payroll provider?
Many tools support payroll exports or integrations. OnTheClock offers connection methods involving Gusto, QuickBooks, ADP, Paychex, and SurePayroll, but capabilities vary by provider. Verify the exact export or integration and required setup before subscribing; some workflows may still involve manual review or entry.
Is there free time tracking software for therapists?
Yes. Jibble offers a free plan for unlimited users with core time tracking and facial recognition. Homebase is free for one location with up to 10 employees, and Connecteam offers a free Small Business plan for up to 10 users and more restricted free Limited plans for up to 30. Paid plans may add advanced reporting, controls, integrations, or multisite features, depending on the provider.
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