Project coordinators connect schedules, budgets, and staff time. Everhour keeps task and project hours ready for review and billing.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Project coordinators need billable records that explain staff effort across schedules, client requests, milestones, and budget follow-up. A useful entry shows the client or project, the task performed, the date, the time spent, and a short note tied to the project plan. Time for requirements calls, status updates, risk follow-up, deliverable coordination, and budget review should be separated so the final report does not blur different types of work.
The tracker should also support internal review. Project management specialists often coordinate budget, schedule, staffing, project details, and client objectives, so billable time needs enough structure to answer practical questions later. A manager should see which hours supported client communication, which hours supported milestone delivery, and which hours went into cost tracking or progress reporting before an invoice or budget update goes out.
A strong billable entry for a project coordinator uses fields that match the work. Client, project, milestone, deliverable, task, billing status, hourly rate, and note fields usually matter more than a long narrative. A line such as "Client onboarding, kickoff schedule coordination, 1.5 hours, billable" gives accounting and the project manager enough detail to place the work in the correct budget and invoice category.
Project coordinators also need records that connect time to status reporting. O*NET identifies budget estimates, progress reports, cost-tracking reports, and project status updates as part of this role. Time entries should therefore distinguish client-facing coordination from internal scheduling, technical issue follow-up, resource planning, and customer satisfaction work. That structure helps a coordinator defend the time without rewriting the project history at month end.
The common mistake is treating every coordination hour as invoice-ready. Client contracts, statements of work, and internal billing policies decide which activities are billable. A client requirements call may be billable, while internal staffing discussion may be non-billable. A budget variance review may be billable for a managed project and non-billable for a fixed administrative account.
Project coordinators should mark non-billable work with the same care as billable work. Internal time still explains staff cost, resource use, and schedule pressure. Project management specialists monitor staff costs, milestones, deliverables, resources, technical issues, and budget status, so non-billable coordination time can be important for profitability and planning even when it never appears on a client invoice.
A one-off tracker is enough when you need a clean weekly total, a simple client breakdown, or a quick record before sending a small invoice. It works for a coordinator handling a limited project list, especially when the same person reviews the hours and prepares the billing detail. The record still needs dates, project names, task labels, billable status, and notes that explain the work.
A managed workflow becomes necessary when coordinator time feeds budgets, invoicing, approvals, or payroll review across multiple people. Everhour Time Tracking lets users log task and project hours with timers or manual entries, including inside supported project tools. Those hours can feed timesheets, reports, budgets, invoices, and payroll review, while admins use approvals, locked periods, reminders, and timer rules to keep the record stable.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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G2
Summer 2026
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Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Project coordinators should track time that the client agreement or internal billing policy treats as billable. Typical entries include client requirements calls, project schedule updates, milestone coordination, deliverable follow-up, budget review, and client status reporting. Each entry should show the project, task, date, time spent, billing status, and a concise note tied to the work performed.
Project coordinators should track time by project first, then add milestone or task detail when it changes the invoice or report. Project-level tracking supports client totals and budgets. Milestone and task labels explain why the time was spent, especially for deliverable tracking, risk follow-up, resource coordination, and cost-tracking reports.
Vague notes, mixed billable and non-billable work, missing project labels, and late reconstructed entries create disputes. A line that says "admin work, 3 hours" gives the reviewer little evidence. A better entry identifies the client, project, coordination activity, deliverable or milestone, and the specific reason the work supported the project.
Employee project coordinator hours may need payroll records even when the same time also supports billing. For employees covered by the FLSA minimum wage or overtime provisions, employer records must include hours worked each workday and total hours worked each workweek. Covered nonexempt employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek.
The FLSA does not require overtime premium pay solely because work happens on Saturday, Sunday, a holiday, or a regular rest day. Covered nonexempt employees receive federal overtime only when hours worked exceed 40 in a workweek, unless another law, policy, contract, or agreement adds a separate premium rule.
Everhour Time Tracking captures project and task hours through live timers or manual entries, including inside tools such as Asana, ClickUp, GitHub, Jira, Monday, Notion, Trello, and Basecamp. Tracked time can flow into timesheets, reports, budgets, invoices, and payroll review, with admin controls for approvals, locked periods, reminders, and timer behavior.
Everhour Reporting turns logged time, budgets, costs, and project data into customizable reports. Project coordinators can group and filter entries by project, client, member, date range, billing status, and other fields, then export reports as CSV, Excel/XLSX, or PDF for review, client sharing, or archive needs.
Track project coordination time where the work happens, review approved hours, and move clean records into billing, budget, and payroll workflows with Everhour Time Tracking.
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