Agencies running on billable hours need time tracking that does two specific jobs well: capture accurate hours for client invoicing, and feed accurate utilisation data into agency management. Hubstaff and Harvest both target this audience, but they take different approaches. Hubstaff is the workforce management platform with optional screenshots and activity monitoring, designed for agencies that bill external contractors hourly. Harvest is the elegant time tracker with invoicing and reporting built around an agency operating model.
The decision usually comes down to whether you need verifiable monitoring of contractor hours (Hubstaff) or polished self-reported time tracking with invoicing (Harvest). This guide walks through which model fits your agency.
⚡ Quick Verdict
- →Pick Hubstaff if you bill external contractors hourly and need verifiable activity monitoring, GPS for field teams, and deep payroll integrations for paying contractors automatically.
- →Pick Harvest if you run an agency with W-2 employees or trusted contractors, value elegant self-reported time tracking with strong client invoicing, and don’t need monitoring features.
📑 Table of Contents
Hubstaff Overview
Hubstaff is a workforce management platform with time tracking, optional screenshots, activity monitoring (keyboard/mouse), GPS tracking, and deep payroll integration. The product is purpose-built for situations where someone other than the worker needs visibility into the work, agencies billing external contractors hourly, BPOs managing offshore teams, and field-service businesses tracking on-site hours.
Hubstaff’s strengths for agencies are the verifiable hour tracking (screenshots prove billable hours actually happened), GPS for field-team work, and payroll integrations (QuickBooks, Gusto, Wise, FreshBooks) that pay contractors automatically based on tracked hours. Pricing starts at $4.99/user/month. For broader context, see our roundup of best time tracking software for remote teams.
Harvest Overview
Harvest is the elegant time tracker that’s been the agency favourite for over 15 years. The product focuses on doing time tracking and invoicing exceptionally well rather than expanding into workforce management. Self-reported time entry with one-click timers, project budgets with overrun alerts, polished invoicing that turns tracked hours into client invoices, and utilisation reports that show how agency capacity is allocated.
Harvest is favoured by agencies and consultancies with W-2 employees or trusted contractors where monitoring isn’t needed, the entire team logs their own time honestly because the culture supports it. Pricing is straightforward: $13.75/user/month or $10.80/user/month annual.
Approach to Tracking
Hubstaff is built around verification. Workers see what’s being captured (transparent, not stealth), screenshots run on configurable intervals, activity rates calculate from input frequency, and managers can defend billable hours with evidence. The model fits agencies billing external contractors hourly where trust is bounded.
Harvest is built around self-reporting. Workers enter their own time, no monitoring captures behaviour, and the system trusts the team. The model fits agencies with W-2 employees or long-term trusted contractors where monitoring would be culturally toxic and isn’t operationally necessary.
Pricing Compared
Hubstaff Starter at $4.99/user/month, Grow at $7.50/user/month, Team at $10/user/month, Enterprise quote-based. Higher tiers add screenshots, scheduling, project budgets, and advanced reporting.
Harvest Free for 1 user/2 projects. Pro at $13.75/user/month covers unlimited users and projects with all features (annual billing drops to $10.80/user/month). One tier, all features included, simple and predictable.
Hubstaff’s entry price is lower, but Harvest’s flat-tier model gives you all features (invoicing, budgets, expenses, integrations) at one price. For agencies that just need clean time tracking + invoicing, Harvest’s pricing is genuinely simple.
Invoicing and Client Billing
This is where Harvest pulls ahead for many agencies. Harvest invoicing is best-in-class, turn tracked hours into a polished invoice with one click, customise rates per project/client/team member, accept online payments through Stripe or PayPal, automate recurring invoices, and track invoice status with payment reminders. The workflow is the right shape for agency client billing.
Hubstaff invoicing is competent and integrated with the broader workforce management platform, but it’s not the headline feature. For pure agency client billing, Harvest’s invoicing feels more refined.
Reporting and Utilisation
Harvest reports lean toward agency operations: billable utilisation per team member, project profitability (revenue minus tracked time times rates), capacity planning, retainer tracking, and detailed time analysis by project, client, or task. The reports are the questions an agency partner asks.
Hubstaff reports lean toward workforce management: attendance, work-vs-idle ratios, activity rates per worker, labour cost per project, and payroll calculations. The reports are the questions an ops or HR lead asks.
For agency utilisation and profitability tracking, Harvest’s reports are more directly actionable.
Side-by-Side Table
| Feature | Hubstaff | Harvest |
|---|---|---|
| Starting Price | $4.99/user/mo | Free (1 user), $13.75/user/mo |
| Screenshots / Monitoring | Yes (configurable) | No (self-reporting) |
| GPS Tracking | Yes | No |
| Client Invoicing | Yes (integrated) | Best-in-class |
| Project Budgets | Yes (higher tiers) | Yes (all tiers) |
| Utilisation Reports | Yes | Agency-tuned |
| Payroll Integrations | Deep (QuickBooks, Gusto, Wise) | QuickBooks, Xero |
| Pricing Model | Tiered (feature gates) | Flat (all features included) |
| Best For | Contractor billing, field teams | W-2 agencies, self-reporting culture |
Which Should You Choose?
Pick Hubstaff if you bill external contractors hourly and need verifiable activity logs, operate a field-service business that needs GPS tracking, want time tracking that flows directly into payroll for paying contractors, manage offshore teams where trust requires evidence, or work in regulated industries that require activity audit trails. Hubstaff is the workforce management pick.
Pick Harvest if you run an agency with W-2 employees or trusted long-term contractors, value elegant self-reported time tracking that the team doesn’t resent, need best-in-class invoicing that turns tracked hours into polished client invoices, prioritise utilisation and profitability reports for agency operations, or want flat-tier pricing without feature-tier gating. Harvest is the agency operations pick.
For most modern agencies with W-2 employees, Harvest’s culture-friendly self-reporting and superior invoicing are the better fit. For agencies billing external contractors where hour verification matters, Hubstaff’s monitoring capabilities justify the different approach.
⏱️ Try Hubstaff for Verifiable Time Tracking
Time tracking, screenshots, GPS, and deep payroll integrations, the workforce management platform for agencies billing contractors.
Start Hubstaff Free Trial →Frequently Asked Questions
Is Hubstaff or Harvest better for agencies?
Better depends on your team model. Hubstaff is better for agencies billing external contractors hourly with verifiable monitoring. Harvest is better for agencies with W-2 employees and culture-driven self-reporting.
Which is cheaper, Hubstaff or Harvest?
Hubstaff’s entry tier at $4.99/user/month is cheaper. Harvest at $13.75/user/month includes all features (invoicing, budgets, reports). Total cost depends on whether you need Hubstaff’s higher tiers for invoicing and reporting.
Does Harvest do screenshots?
No, Harvest is deliberately a self-reporting time tracker without screenshots, activity monitoring, or GPS. For agencies needing monitoring features, Hubstaff is the right choice.
Which has better client invoicing?
Harvest. Its invoicing workflow is widely considered best-in-class, polished invoice templates, online payment acceptance, recurring invoices, and detailed billable-hour tracking. Hubstaff’s invoicing is competent but less refined.
Can Hubstaff handle agency W-2 teams?
Yes, with monitoring features turned off if culture requires. But Hubstaff’s strengths (screenshots, activity, GPS) target use cases where monitoring matters. For pure W-2 agency work, Harvest’s design fits better.
Which integrates with QuickBooks better?
Both integrate with QuickBooks. Hubstaff’s integration is deeper because tracked hours flow into payroll calculations automatically. Harvest’s QuickBooks integration focuses on syncing invoices and expenses.
Which is better for project budgets?
Both offer project budgets with overrun alerts. Harvest includes budgets in all tiers; Hubstaff puts them at higher tiers. Functionally they’re comparable.
Do both offer free trials?
Yes, both offer free trials (14 days for Hubstaff, 30 days for Harvest). Harvest also has a permanent free tier for 1 user/2 projects.
Final Word
Hubstaff and Harvest both lead time tracking for agencies in 2026, but they’re optimised for different team models. Hubstaff is the right pick when you bill external contractors and need verifiable hour evidence plus deep payroll integration. Harvest is the right pick for W-2 agency teams that value self-reporting culture and need best-in-class client invoicing. Match the tool to your team model, forcing the wrong fit creates ongoing friction. For broader context, see our roundup of best employee monitoring tools for outsourcing agencies.