Most paid time trackers charge $5 to $16 per user per month when you pay yearly, and more when you pay monthly. A 25-person team pays about $137 a month on Clockify Standard, $250 on Hubstaff Team, $292 on Time Doctor Standard and $400 on Toggl Track Premium, billed yearly. Ruam charges one flat $99 a month ($69 a month billed yearly) for any team size. All prices below were checked in late October 2026, in US dollars, before tax.
How does per-seat pricing add up?
Per-seat pricing is one multiplication: price per user, times people, times 12.
Take a 25-person team on Toggl Track Premium, billed yearly. That is $16 x 25 = $400 a month, or $4,800 a year. The same plan billed monthly is $24 x 25 = $600 a month, or $7,200 a year.
Now add five people. The bill grows by $80 a month. On a flat price it stays where it is: per-seat cost follows your headcount, and flat cost follows your plan.
Per-seat is the norm. Every tool in the table below charges this way except Ruam.
What do 10, 25 and 50 people pay each month?
I picked one comparable tier per tool: the cheapest plan that includes timesheet approvals or schedules, because that is what a team with managers and payroll needs. Where a tool did not let me confirm that tier, I say so under the table. Click through to each pricing page to check the current number yourself.
Price per user, per month:
| Tool and tier | Billed yearly | Billed monthly |
|---|---|---|
| Clockify Standard | $5.49 | $6.99 |
| Insightful Workforce Analytics | $8 | not shown |
| DeskTime Premium | $9.17 | $10 |
| Hubstaff Team | $10 | $12 |
| Time Doctor Standard | $11.67 | $14 |
| Harvest Enterprise | $14 | $17.50 |
| Toggl Track Premium | $16 | $24 |
| Ruam Team | $69 flat | $99 flat |
What the whole team pays each month, billed yearly:
| Tool | 10 people | 25 people | 50 people |
|---|---|---|---|
| Clockify | $54.90 | $137.25 | $274.50 |
| Insightful | $80 | $200 | $400 |
| DeskTime | $91.70 | $229.25 | $458.50 |
| Hubstaff | $100 | $250 | $500 |
| Time Doctor | $116.70 | $291.75 | $583.50 |
| Harvest | $140 | $350 | $700 |
| Toggl Track | $160 | $400 | $800 |
| Ruam | $69 | $69 | $69 |
And per year:
| Tool | 10 people | 25 people | 50 people |
|---|---|---|---|
| Clockify | $658.80 | $1,647 | $3,294 |
| Insightful | $960 | $2,400 | $4,800 |
| DeskTime | $1,100.40 | $2,751 | $5,502 |
| Hubstaff | $1,200 | $3,000 | $6,000 |
| Time Doctor | $1,400.40 | $3,501 | $7,002 |
| Harvest | $1,680 | $4,200 | $8,400 |
| Toggl Track | $1,920 | $4,800 | $9,600 |
| Ruam | $828 | $828 | $828 |
Billed monthly instead, 25 people pay $174.75 a month on Clockify, $250 on DeskTime, $300 on Hubstaff, $350 on Time Doctor, $437.50 on Harvest, $600 on Toggl Track and $99 on Ruam. Insightful doesn’t show a monthly price.
How I chose each tier:
- Clockify Standard: the lowest plan with timesheet approval.
- Time Doctor Standard: the lowest plan with schedules and time approvals. Basic has neither.
- Toggl Track Premium: timesheet approval starts here.
- Harvest Enterprise: timesheet approval is Enterprise only. Harvest Teams is cheaper, $9 yearly and $11 monthly, but has no approvals.
- Ruam Team: approvals, shifts and time off start here.
- Hubstaff Team: the pricing page shows Team at $10 a seat billed yearly; the $12 monthly figure is from Capterra. I used Team as the comparable tier.
- Insightful Workforce Analytics: the entry plan. Its page does not describe approvals, so treat it as a floor, not a like-for-like.
- DeskTime Premium: its pricing page showed local currency from our connection, so the dollar figures come from DeskTime’s own per-user pricing post and Capterra. Treat them as close, not exact.
Time Doctor’s prices come from its own pricing help page, checked October 27, 2026. For a deeper look at either, see Ruam vs Hubstaff and Ruam vs Time Doctor.
Where is a competitor cheaper?
For small teams, often. Clockify’s free plan covers a handful of users. Toggl Track’s free plan covers up to 3 users. If you have 3 to 5 people and only need to log hours, you may pay nothing.
Clockify is also the cheapest per-seat option at every size in the table. Its Basic plan is $3.99 a user billed yearly, which is $99.75 a month for 25 people, but Basic has no timesheet approval.
On a per-seat plan, small is cheap. A 4-person team on Clockify Standard pays $21.96 a month. The math flips as you grow. Clockify Standard at 13 people is $71.37, already above Ruam Team’s $69 billed yearly.
What hidden costs raise a time tracker’s bill?
The list price is the floor. Check these before you buy:
- Add-ons. Time Doctor lists Software Cost Insights at $3 per user a month and HRIS or payroll integrations at $200 per integration a month. Toggl charges $2 per user a month for Time Off Management and $5 for Capacity Management. Insightful charges $4 per user a month for on-demand screenshots and for screen recording, and $4 for its security plan.
- Usage fees. Harvest’s page says “The usage of some features may require the payment of fees.”
- Minimum seats. Some plans start at a set number of users: DeskTime Enterprise starts at 200.
- Seats you cannot remove. Harvest says seats can be added any time but cannot be removed mid-cycle.
- Monthly versus yearly. Toggl Premium for 25 people costs $200 more a month billed monthly, which is $2,400 a year. Time Doctor costs $58.25 more a month. Yearly billing saves real money, but you pay for 12 months up front.
Example with add-ons: 25 people on Toggl Premium plus Time Off Management is $16 + $2 = $18 a user, or $450 a month billed yearly. Time Doctor Standard plus Software Cost Insights for 25 is ($11.67 + $3) x 25 = $366.75.
When is per-seat cheaper than flat?
Per-seat wins when the team is small and the price per user is low. With 5 people on Clockify Standard, you pay $27.45 a month. Ruam’s cheapest team plan, Starter, is $39 a month ($351 a year, or $29.25 a month) and caps at 10 people, but it does not include approvals, shifts or time off.
Flat wins when headcount grows or changes often. Contractors, seasonal staff and part-timers each add a seat on a per-seat plan. They add nothing on a flat plan.
What does Ruam cost?
Ruam is made by Kratuva Inc., so weigh my numbers accordingly. The plans are on ruam.ai/pricing:
- Starter: $39 a month or $351 a year, up to 10 people.
- Team: $99 a month or $828 a year, unlimited people. Includes approvals, shifts in each person’s time zone and time off.
- Business: $249 a month or $2,088 a year, unlimited people. Adds client rates and margins.
Ruam never takes screenshots or records keystrokes. It also has a free plan for one person. Add-ons such as priority support and SSO are priced on the pricing page. See the full comparison for how Ruam sits next to each tool above.
How do you pick?
- Count people today and in a year. Multiply by the per-user price. If the total moves a lot, price the flat option.
- Pick the tier by feature, not by the lowest number. If you need approvals, price the approvals tier.
- Add the add-ons you will use. Payroll sync, time off and screen recording are where bills grow.
- Compare yearly cost. Monthly billing costs about 10% to 50% more on the tools that show it.
- Check what the tool records. Several of these tools capture screenshots. That is a cost of a different kind.
- Run the trial with your real team. Most of these tools offer a free trial.
If you are leaving a tool on price, the Hubstaff alternatives page lists what to weigh. If your team is under five people, try a free plan first. If you are 15 or more, price a flat plan against your per-seat quote and compare the yearly totals. Ruam’s Team plan is $99 a month for the whole team, and you can check the math on the pricing page.