Hubstaff

What is Hubstaff

Hubstaff is a time-tracking and workforce management platform designed for remote, distributed, and field teams. It records time worked across desktop and mobile apps, captures optional activity metrics and screenshots, and ties tracked time to projects, tasks and clients. The product also includes workforce features such as GPS location tracking, geofencing, online timesheets, payroll and invoicing tools aimed at simplifying billing and HR workflows.

Hubstaff targets teams that bill by time, run distributed operations, or need clearer labor cost visibility. Typical users include software teams, design and creative agencies, consulting firms, managed service providers, and businesses that deploy field workers such as installers, service technicians, and mobile staff. Administrators use Hubstaff to organize people into projects, enforce schedules, and export accurate time data for payroll or invoicing.

The platform offers a mix of lightweight user-facing tools (desktop and mobile trackers, task timers) and administrative capabilities (user roles, budget limits, reporting, audit logs). Hubstaff also exposes developer APIs and integrates with popular project management, accounting and communication systems so time data can flow into existing operational workflows.

Hubstaff features

What does Hubstaff do?

Hubstaff tracks employee and contractor time through a timer-based client available for Windows, macOS, Linux, iOS and Android, plus a browser extension. The tracker logs time against projects, tasks, or clients and records optional productivity indicators such as keyboard/mouse activity, app/URL usage, and periodic screenshots. Managers receive consolidated timesheets and detailed activity reports for payroll, invoicing, and client billing.

For teams on the move, Hubstaff provides GPS location tracking, geofencing to automatically start/stop timers when workers enter or leave job sites, and route history for field operations. These features help managers confirm on-site time and improve dispatch accuracy for mobile teams.

Hubstaff offers payroll and invoicing features that use tracked time to calculate wages, add expenses, and generate bills. Payroll options include automatic pay runs and multiple payment integrations. Time and expense data can be exported in common formats (CSV, PDF) or sent directly to accounting tools for bookkeeping and client billing.

Reporting and analytics include project budgets, burn rates, timesheet approvals, activity summaries, and custom date-range views. Admins can set budget alerts, limit billable hours, and run audit reports that detail who worked on what and when. Role-based access controls and single sign-on support help align Hubstaff with enterprise policies.

Integrations and automation are a central part of Hubstaff: the platform integrates with popular project and communication tools, accounting software, and automation platforms so time entries can sync to tasks, invoices, and payroll systems.

Hubstaff pricing

Hubstaff offers these pricing plans:

• Free Plan: $0/month with limited users and basic time-tracking features
• Starter: $7/month per user (billed monthly) with core time tracking, screenshots, and limited integrations
• Pro: $10/month per user (billed monthly) with advanced reporting, payroll support, and priority integrations
• Enterprise: Custom pricing for large organizations with SSO, custom contracts, and dedicated account support

Hubstaff’s plans are commonly available with annual billing discounts; annual billing reduces the effective monthly cost for per-user plans. Check Hubstaff's current pricing plans for the latest rates and enterprise options.

The platform also offers add-ons and separate product bundles in some markets (for example, expanded field features, additional seats for Hubstaff Tasks, or advanced security controls), and these can change the total cost depending on the organization’s needs. For teams that need both time tracking and task management, Hubstaff may bundle these elements or provide separate billing for each product.

Administrators should budget for the number of active users, optional add-ons like timesheet approvals or advanced integrations, and any payment processing or third-party fees that apply when using payroll/invoicing features.

How much is Hubstaff per month

Hubstaff starts at $0/month with a Free Plan; paid plans typically start at $7/month per user when billed monthly. Starter and Pro tiers scale per user and include incremental features such as screenshots, activity levels, advanced reports, and payroll options. Enterprise customers receive custom per-seat or volume pricing based on requirements.

Monthly billing is useful for teams that want flexibility month-to-month; discounts are generally available for annual commitments which reduce the per-month effective cost.

How much is Hubstaff per year

Hubstaff costs $0/year for the Free Plan; paid plans are commonly offered with annual billing that reduces the monthly equivalent. For example, a Starter seat billed annually typically drops the effective price below the monthly $7/month per user rate (exact yearly totals vary by promotion and currency). Pro-level seats billed annually will also show a lower effective monthly cost compared with the monthly $10/month per user rate.

For precise yearly rates and current discounts, view Hubstaff's pricing page which lists updated annual and monthly billing comparisons and any available promotions.

How much is Hubstaff in general

Hubstaff pricing ranges from $0 (free) to $10+/month per user. Small teams often use the Free Plan or a Starter seat, while growing organizations that need payroll, advanced analytics, and integrations typically choose the Pro tier or Enterprise packages. Add-ons and separate product modules (task management, field features) can increase the total cost depending on the required capabilities.

When comparing costs, consider the total number of active trackers, the frequency of payroll runs, whether you need GPS/geofencing for field staff, and whether time data will flow into paid accounting software — each of these affects the overall monthly or annual spend.

What is Hubstaff used for

Hubstaff is used primarily for detailed time tracking and workforce visibility. Teams use it to capture billable hours, produce client invoices, and run payroll based on accurate time records. The granular activity data helps agencies and professional service firms validate time spent on client work and ensure accurate billing.

For operations teams and field service organizations, Hubstaff provides GPS tracking, geofencing, and route history so managers can confirm site attendance, optimize routes, and manage compliance with location-specific work requirements. These features also support attendance and shift verification for distributed workforces.

Managers use Hubstaff’s reporting to analyze labor costs against project budgets, understand productivity patterns, and identify bottlenecks in workflows. Integration with project management and accounting systems lets companies reduce manual reconciliation and speed up billing cycles.

Hubstaff is also used by HR and finance teams for time-off tracking, timesheet approvals, and to create auditable records for compliance and payroll audits. For contractors and freelance teams, Hubstaff provides a transparent way to demonstrate hours worked to clients.

Pros and cons of Hubstaff

Hubstaff’s strengths include robust cross-platform time tracking, field tools (GPS, geofencing), and payroll/invoicing features that directly use tracked time. The platform’s integrations reduce workflow friction because tracked hours can be pushed into project management and accounting apps, which minimizes manual data entry. The availability of desktop, mobile, and web clients makes it suitable for mixed-device teams.

Reporting and analytics are comprehensive enough for many SMBs and agencies; features like budget alerts and activity summaries help manage project cost and utilization. Admin controls, SSO on Enterprise plans, and audit logs provide governance for larger teams.

On the downside, Hubstaff’s activity monitoring (screenshots and activity levels) can raise privacy concerns if not configured transparently; organizations should adopt clear policies and employee consent practices. Also, some teams find the number of features and settings complex at first — administrators may need to invest time in configuration and training to align Hubstaff with internal payroll and billing processes.

Smaller teams or freelancers who need only basic time logs may see the per-user cost add up as they scale, and organizations that require a unified all-in-one collaboration platform may prefer alternatives that combine messaging, docs and time tracking in a single app.

Hubstaff free trial

Hubstaff typically offers a free tier and limited free trials for paid features so teams can evaluate premium capabilities such as payroll automation, advanced reporting, and admin controls. The Free Plan covers basic tracking, while trial periods for paid tiers allow access to functionality like screenshots, integrations, and timesheet approvals.

During trials, teams should test real workflows: run a payroll cycle, connect core integrations (for example accounting and project management), and simulate field tracking with the mobile app to confirm GPS and geofencing behavior. This helps validate that exports and API integrations meet reporting and billing requirements before committing to a paid plan.

For the latest information on trial duration and what’s included, consult Hubstaff’s official pages where current trial offers and free tier limitations are documented. See the company’s pricing and plan details for up-to-date trial information.

Is Hubstaff free

Yes, Hubstaff offers a Free Plan that provides basic time-tracking capabilities at no cost, suitable for individual users or very small teams. The Free Plan commonly includes a core timer, limited integrations, and basic reporting, but lacks advanced features like payroll automation, robust admin controls, and some reporting functionality. Teams that need expanded features will typically upgrade to a Starter or Pro plan.

Hubstaff API

Hubstaff provides a developer-focused API and webhook support that enables programmatic access to time entries, projects, users, and activity data. The API is RESTful and supports authentication via API tokens; it can be used to push or pull time data, automate user provisioning, and sync Hubstaff data with in-house systems or third-party tools.

Common API use cases include syncing tracked time into custom billing systems, performing automated audits on time entries, generating custom dashboards, and creating integrations with proprietary HR or payroll systems. Webhooks allow teams to receive near-real-time notifications when time entries are created or changed, which supports automation workflows.

Developers should review Hubstaff’s API documentation and rate limits to design efficient synchronization patterns and to ensure secure handling of API keys. For detailed endpoints and examples, consult Hubstaff’s developer resources and API documentation at their official developer site: view the Hubstaff developer documentation.

10 Hubstaff alternatives

Paid alternatives to Hubstaff

• Toggl Track — Simple timer-based tracking with strong reporting, project tagging, and starter integrations; preferred for teams who want lightweight UX and easy reporting.
• Time Doctor — Focused on time tracking with screenshots, payroll and productivity insights; offers strong activity monitoring for remote teams.
• Harvest — Time and expense tracking with invoicing and project budget tracking; integrates closely with many project management and accounting tools.
• QuickBooks Time (formerly TSheets) — Field-worker focused time tracking and scheduling with tight QuickBooks accounting integration; useful for payroll-heavy businesses.
• Clockify — Offers both free and paid tiers with unlimited users in the free plan and paid upgrades for advanced reporting and integrations.

Open source alternatives to Hubstaff

• Kimai — Open source time-tracking application that supports multi-user setups, reporting, and invoicing exports; suitable for companies that want self-hosted control.
• Anuko Time Tracker — Lightweight open source time tracker with web interface and basic reporting; good for small teams wanting a self-hosted solution.
• OpenTimeClock — Web-based timekeeping system with open-source components and emphasis on payroll exports; useful for organizations that prefer on-premise deployments.

Frequently asked questions about Hubstaff

What is Hubstaff used for?

Hubstaff is used for time tracking and workforce visibility. Teams use it to record billable hours, run payroll, generate client invoices, and monitor field operations with GPS and geofencing. The platform also supplies reports and exports that integrate with accounting and project management tools.

Does Hubstaff integrate with QuickBooks?

Yes, Hubstaff integrates with QuickBooks. Hubstaff can export time and expense data to QuickBooks Online for invoicing and payroll reconciliation, reducing manual entry and ensuring billable hours flow into accounting records.

How much does Hubstaff cost per user?

Hubstaff starts at $0/month for the Free Plan and paid seats typically begin at $7/month per user. The Pro plan is commonly priced at around $10/month per user, with Enterprise available as custom pricing. Annual billing often reduces the effective per-user cost.

Is there a Hubstaff free version?

Yes, Hubstaff offers a Free Plan that includes basic time tracking and limited integrations suitable for individuals or very small teams. Paid plans unlock advanced features such as payroll automation, screenshots, and detailed reports.

Can Hubstaff track GPS location for field workers?

Yes, Hubstaff provides GPS tracking and geofencing for mobile users. The mobile app can record location, job site check-ins, and route history, which helps managers verify attendance and manage mobile teams.

Does Hubstaff offer a desktop app?

Yes, Hubstaff has desktop applications for Windows, macOS and Linux. The desktop client runs timers, collects optional activity metrics and screenshots, and syncs time entries to the Hubstaff cloud for reporting and payroll.

Is Hubstaff suitable for payroll processing?

Yes, Hubstaff includes payroll and invoicing features. Tracked time can be used to calculate wages, apply pay rates, and initiate pay runs; payroll integrations and export formats simplify transfers to payment providers and accounting systems.

How secure is Hubstaff?

Hubstaff employs standard enterprise security practices. The platform uses encrypted communications, role-based access controls and provides administrative tools like SSO on higher tiers; organizations should consult Hubstaff’s security documentation for details on certifications and compliance.

Can Hubstaff integrate with project management tools like Jira or Asana?

Yes, Hubstaff integrates with common project management tools such as Asana, Jira, Trello and others. These integrations let time entries map directly to tasks or issues so project reporting and billing align with work items.

Is there an API for Hubstaff?

Yes, Hubstaff provides a RESTful API and webhook support. The API exposes endpoints for users, projects, time entries and activity data to enable custom integrations, automated workflows and synchronization with internal systems.

Hubstaff careers

Hubstaff publishes open roles across engineering, product, sales, and support functions on its careers page. Roles range from remote developer positions to customer success and operations jobs as the company serves a distributed customer base. Candidates typically find positions oriented toward remote work culture and product-driven engineering teams. For current openings and application details, review Hubstaff’s official careers listings on their website.

Hubstaff affiliate

Hubstaff runs partner and affiliate programs that reward consultants, resellers, and freelancers who refer paying customers. Affiliates typically receive commission on new subscriptions and may access co-marketing materials, tracking links, and partner support. Check Hubstaff’s partnerships page for program terms and current commission structures.

Where to find Hubstaff reviews

User reviews and comparisons for Hubstaff appear on major review platforms such as G2, Capterra and Trustpilot, where organizations share real-world experience about implementation, support, and feature fit. For technical documentation and official product details, consult Hubstaff’s knowledge base and developer documentation: explore Hubstaff’s features overview and the developer documentation for authoritative information.