One of the biggest challenges freelancers face on platforms like Upwork is making sure they get paid fairly and on time. While strong communication and quality work are key to client relationships, the way you track your time can make or break your freelancing success.
That’s where the Upwork Time Tracker comes in. Used correctly, this tool not only ensures accurate billing but also provides you with Hourly Payment Protection—giving clients confidence in your work and giving you peace of mind that your hours are secure.
In this post, we’ll walk you through how Upwork’s Time Tracker works, why it matters, and the best practices you can follow to avoid costly mistakes.
Here is a link to the video.
Why Time Tracking Matters
If you work on hourly contracts, tracking time isn’t optional—it’s essential. Upwork’s tracker captures your work activity, calculates your billable hours, and provides proof of work to both the client and Upwork. Without it, you risk:
- Missing out on payment if the client disputes your hours
- Losing protection under Upwork’s Hourly Payment Policy
- Damaging client trust if time logs look unclear or inconsistent
Think of it as a digital safety net that keeps everyone accountable.
How the Upwork Desktop App Works
The Upwork Desktop App is available on Windows, macOS, and Linux. Once installed and connected to your contract, the app:
- Logs your time as you work
- Takes automatic screenshots every 10 minutes
- Records activity levels based on mouse and keyboard use
- Allows you to add memos to specify what you were working on
These features combine to create a transparent Work Diary—a record your client can review to see exactly what tasks were completed and when.
Best Practices for Using the Tracker
Here are some freelancer-tested tips for making the most of the tool:
- Always use the automated tracker – Manual time can be added later, but it requires client approval and is not covered by payment protection.
- Keep your workspace clean – Remember, screenshots capture your entire screen. Close unrelated tabs, messaging apps, or anything you wouldn’t want a client to see.
- Use task-specific memos – This helps clients understand what you were working on during each block of time. For example, instead of just “writing,” specify “Drafting blog post on time tracking.”
- Check your Work Diary daily – Review screenshots, activity levels, and memos to ensure everything reflects your actual work. Delete or adjust time if necessary, before the weekly cutoff.
- Communicate with your client – If you ever need to log manual time, explain why. Transparency builds trust and prevents misunderstandings.
Avoiding Common Mistakes
Even experienced freelancers can slip up when it comes to time tracking. Here are some pitfalls to watch for:
- Forgetting to start the tracker: Set reminders or post sticky notes near your desk to avoid unpaid hours. In the worse case, you may need to manually enter the time.
- Forgetting to stop the tracker: This can result in the app continuing to take screenshots of unrelated work, and lose of client trust..
- Relying too heavily on manual time: Clients may be hesitant to approve it, and it won’t be covered by Upwork’s protection policy.
Remember, the tracker is designed to work for you—not against you. Treat it as part of your freelancing routine, and it quickly becomes second nature.
The Bottom Line
As freelancers, our time is our most valuable resource. By using the Upwork Time Tracker effectively, you safeguard your income, reassure your clients, and eliminate avoidable stress.
Take a few minutes to set up the app correctly, use memos wisely, and review your Work Diary regularly. These simple habits can make the difference between missed payments and a thriving, professional freelancing career.
And remember—getting paid on Upwork isn’t just about logging hours. It’s about working smart, communicating clearly, and building strong client relationships. The Time Tracker is just one tool that helps you do exactly that.
Here is a link to the video:
Want more freelancing strategies and support? Contact us at info@rptvirtualservices.com or visit our blog at www.rptvirtualservices.com.