Case Studies – How Do Others Use Toggl?

This article details specific features in Toggl that those teams find helpful:


Software developers in New York City, a team of 3 who all work remotely

  • They mainly use the timer in Toggl, starting the timer each time they start and stop tasks during the day.
  • They also use the Toggl Button in Github and Basecamp to make the tracking-on-spot even easier.
  • Their aim is to be able to send accurate invoices to their clients on the work they did. With Toggl, they don’t need to guesstimate or spend hours at the end of each week trying to remember what they did, the data is being collated as they work and is always in their reports just one click away.
  • Some clients like to constantly be informed of the progress of their work, so they’ve created a public Saved Report link and left the date range open. This way the client can go in at any time and see what work has been done so far on their project.
  • They’ve created a Tag called “Invoiced” to mark time entries that they’ve already sent bills out for so that they don’t double charge the clients or leave things out themselves. It’s especially good because you can add tags to multiple entries at once in the Detailed Report.


Design and marketing agency in London, a team of 15

  • As a team, they do a lot of different projects for different clients, mostly for fixed fees.
  • Since much of their work involves going out to meet clients on site, they use the mobile app a lot as it’s also available offline.
  • They estimate how many hours they expect a project to take and use Toggl to track time against those budgets.
  • They have also set up alerts in Toggl to notify project managers when the estimated times are coming close or have been reached. Thanks to the alerts they now know that sometimes they need to adjust prices and budgets half way through the project already..
  • They’ve also set up team member rates within each project so Toggl calculates the cost of each employee within project. They’ve reduced access to billable rates so that only the workspace administrators can see them.
  • At the end of each project, they go back to evaluate how well they could keep to their time budgets and whether they made a profit or a loss on the projects in the end. They use the Summary Reports for the general information.
  • When they need more detailed analysis, they export the detailed report into an XLS file and slice and dice the data further.
  • They use the conclusions that they can draw from tracking their time with Toggl to set better estimates and more accurate prices in the future.


Production company in Brazil, 85 full- and parttime team members regularly in and out of the office

  • They produce robot hands.
  • They use Toggl to analyze internal productivity and work processes and figure out which type of work takes up most of their time and where they can optimize processes.
  • Recently, they’ve also found Toggl useful in payroll as team members’ timesheets can be easily accessed by the HR department without chasing each person up and piling up printed out paperwork.
  • They’ve set up Saved Reports to run the same reports over and over – each month, they just open the link, adjust the date range, and voila!
  • Many team members find the desktop app really helpful as it will remind them to track time when they forget themselves. They’ve also set it up in their startup folder so that Toggl starts up when they start their computers.
  • They split their work into private projects to keep different teams separate.
  • They then use Tasks to break projects down into specific jobs which they can then allocate to individual team members.
  • Since a lot of their projects are very similar, they use Project Templates when they create new ones.
  • To keep things tidy, they’ve limited project creation rights to only workspace administrators.
  • They’ve also set up User Groups so that when a new person joins, they don’t have to add them to each projects but can just add them to the group. User groups make reporting much easier as well.
  • They use Tags to break down the type of work that’s being done so they can later report on it.
  • When a manager is wondering what someone’s working on, they just check the Dashboard.

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