Plans and features

TimeTracker has two plans: Free and Pro. Pro comes on a monthly or a yearly cadence. There is nothing else to choose. The line between them is straightforward to remember once you see it:

​

What each plan includes

​

Free

Everything a small team needs to record what it did. Up to 3 people. The fourth person is the paid wall.

​

Pro

Everything in Free, plus the ability to act on it. Unlimited people. Pricing lives on the pricing page.

​

Three details that are straightforward to get wrong

​

Reports is not a Pro feature

The Reports app is on every plan. You can build and read reports on Free. What Pro adds is depth: saving custom report definitions, scheduling delivery by email, and exporting the results. So “I cannot export this report” is a plan problem. “I cannot see Reports at all” is an app or a permission problem.

​

Profitability gates one thing, not everything

Pro’s profitability feature gates exactly one action: setting a cost rate. That means on Free:

• Cost, revenue and margin you already recorded stay readable.
• Billing rates – what you charge – stay free to set.
• You cannot set a new cost rate, which is what stops margin being kept current.

Who may see cost and margin at all is a permission question (rate.viewCost, time.viewCost), never a plan question. A Member on Pro still cannot see cost rates unless their role allows it. See cost rates.

​

Free builds a backlog, it does not lose one

A Free workspace can submit timesheets, expenses and leave requests. It just cannot approve them. Those submissions stack up, and they are all still there. The day you upgrade, you clear the whole backlog at once. Nothing expires and nothing is thrown away.

​

How seats are counted

A seat is one person with access – not one employee. The count includes:

• Every active member, of every role
• Every outstanding invitation, even if the person has not signed in yet
• Every client-portal contact

An open invitation is access. A client contact is a login like any other. Both count. Example. Northwind Studio on Free has Maya (Owner) and Sarah (Member). That is 2 seats. Maya invites Jonas – the invitation itself takes the third seat immediately, before Jonas has even opened the email. Northwind is now at 3 of 3, and adding Ruth as a client contact is blocked until they upgrade or free a seat. See seats.

​

Going over the limit is allowed

This surprises people, so it is worth being direct about it. If a 5-person workspace drops to Free, all 5 people keep working. Nobody is locked out, and no data is touched. The seat rule only bounds the next add. While you are at or above 3 people, you cannot add a fourth. If someone leaves and the count drops below 3, you can add again. That is the whole rule.

​

What happens when a paid plan ends

Nothing is destroyed.

• Your data stays. Every hour, invoice, budget and report is still there.
• Pro areas stop accepting new actions. You can read what you recorded.
• Submissions keep arriving and wait for approval.
• Everyone keeps their login, even if you are over the seat limit.

Resubscribe and everything resumes, including the backlog. See when a plan lapses.

​

Which gate is stopping you?

A feature can be unavailable for four different reasons, and the plan is only one of them. The full decision tree is on I cannot see a feature.

​

Permissions

​

Common questions

​

Related guides