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When you’re working on an hourly project, time-tracking feels obvious—you’re billing for every minute, so you need the numbers. But what about flat-fee projects? Do you still need to track your time?
The short answer is yes.
Tracking your time isn’t just about billing; it’s about understanding your business. It helps you price more accurately, spot scope creep, and make sure you’re not accidentally earning less than minimum wage for your expertise.
Related Post: How Much Do Proofreaders Make?
Here’s how to approach time-tracking as an editor.
Table of Contents
Why Track Time on Flat-Fee Projects?
There are many reasons why you should track your time on flat-fee projects. It will help you
- Check your effective hourly rate: If you charge $500 for a project and it takes you 25 hours, that’s $20/hour. Is that what you want to be earning? Will that be enough to cover your living and business expenses? Maybe you need to raise your editing rates!
- Inform future quotes: You’ll have real data when quoting your next project. Instead of guessing, you’ll know how long a 60,000-word copyedit actually takes you.
- Spot inefficiencies: Maybe you’re spending too much time fussing with formatting, or maybe certain clients require more communication. Tracking helps you see the patterns.
Tools for Time-Tracking
You don’t need anything fancy, but using a proper tool can save you headaches. Some options editors often use:
- Toggl Track: Simple, intuitive, and free for most users.
- Clockify: Great for managing multiple clients and projects.
- RescueTime: Tracks background activity to help you see where your hours really go.
- Excel/Google Sheets: If you love spreadsheets, a simple log can do the job.
I confess that I’m a fan of Google Sheets. It may be low tech in comparison to the other options, but it does the job for me.
(Side Note: I’m also a fan of Google Docs for writing my blog posts and email newsletters, but I do not edit in Google Docs.)
How to Track Without Losing Your Mind
- Set a timer at the start of each editing session. Forget once or twice? Just estimate—it’s still better than nothing.
- Separate “editing time” from “admin time.” If you’re emailing the client or preparing an invoice, track that too. It all matters.
- Review weekly. A quick check-in can tell you if you’re on pace—or if you need to adjust your workflow.
Final Thoughts
Hope you found these time-tracking tips for editors helpful. Even if you never bill hourly, time-tracking gives you priceless data. It helps you set boundaries, avoid burnout, and build a business that’s actually sustainable.
Flat fee doesn’t mean “free for all”—and tracking your time is the best way to keep it that way.
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