Reasons Why Quantim Beats Toggl for Your Time Tracking Needs

In the realm of time tracking tools, Quantim and Toggl stand out as well-known options for professional services firms. Both offer features designed to streamline project management and boost productivity. However, when it comes to meeting the operational depth that technical consultancies, engineering firms, legal practices and project-led organisations require, Quantim emerges as the stronger choice. Here is a detailed look at why.

While Toggl offers customisation at its Enterprise plan level, Quantim provides full customisation options across all plans. Whether tailoring project timelines, task assignments or reporting structures, Quantim allows users to adapt the platform to their specific workflows without needing to upgrade to a higher tier to access the settings that matter. For organisations whose projects, clients and billing structures vary significantly, this flexibility is not a premium feature — it is a baseline requirement. The operational discipline that this kind of configurable structure supports is explored in our article on data discipline: the hidden skill in project-led companies.

Quantim provides a comprehensive array of time tracking functionality. Timesheet reminders ensure submissions happen on time rather than being reconstructed at the end of the week. Level-wise structures allow time to be logged against the correct project, activity and task hierarchy so that reports reflect how work was actually distributed. Timesheet templates facilitate efficient tracking across varied projects and clients without requiring each user to reconfigure their logging from scratch. Toggl's time tracking is well-suited to individual productivity, but Quantim is built for the multi-project, multi-client environment that professional services firms operate within. How comprehensive time capture translates into billing accuracy is covered in our article on how to prevent billable hours from slipping away.

Data import and export capabilities are essential for seamless workflow integration, and Quantim delivers robustly on this front. The platform's data management features enable efficient data transfer across systems, supporting integration with the accounting, payroll and project management platforms that most firms already use. This means time and expense data captured in Quantim flows into the broader operational picture without manual re-entry or format conversion that introduces errors.

Quantim provides structured timesheet approval access, granting designated personnel the authority to review and approve submissions before they reach billing or payroll. This approval layer streamlines the process, creates an audit trail and enhances accountability within the organisation. In contrast, Toggl's approval workflow is limited in its configurability for multi-level organisations. The accountability culture that structured approval workflows create is explored in our article on building a culture of accountability with transparent project tools.

Unlike Toggl, which restricts users to fixed fee projects, Quantim offers flexible project pricing options. Businesses can configure project pricing according to their specific requirements — whether fixed fee, time-and-materials or a hybrid arrangement — allowing for greater financial control and more accurate budget management across a varied client portfolio. This matters particularly for firms that price projects differently depending on the client relationship, engagement type or sector.

Quantim integrates with a range of third-party tools and services, enhancing compatibility with existing workflows. Whether connecting with project management platforms or accounting software, Quantim supports a cohesive and interconnected operational ecosystem rather than requiring data to live in isolation. How this kind of integrated approach eliminates the data blind spots that disconnected tools create is covered in our article on eliminating data blind spots with Quantim.

While Toggl offers a capable set of features for individual and small-team time tracking, Quantim is the stronger choice for businesses that require genuine customisation across all plans, comprehensive time tracking with approval workflows, flexible project pricing and robust data management. For professional services firms managing multiple projects, clients and billing structures simultaneously, Quantim provides the operational depth that simpler tools cannot match.

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