(650) 332-8623The 9 Best Task Tracking Software Solutions for 2025
Looking for task tracking software for your construction business? We’ve reviewed 9 of the best apps on the market to help you choose!
Choosing the right task tracking software can make all the difference in keeping teams organized and projects on track. Here are the top task tracking solutions offering the best features, usability, and efficiency for businesses of all sizes.
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Best for |
Premier task tracking solution, offering unmatched GPS tracking and scheduling capabilities. |
Offers essential tools for task tracking. |
Offers task tracking tools. |
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9.2 
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8.2
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8.0
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8.2
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7.5
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7.9
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8.0
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Task tracking is vital for project-based businesses, and in construction, where 79% of builders rely on software for data management, adopting the right task tracking tools is essential. Modern task tracking apps help you assign responsibilities, schedule tasks, and monitor progress, giving you a competitive edge.
In this guide, we’ll explore the best task tracking software tailored for construction businesses. Let’s dive into the top choices to keep your projects on track!
Different Ways of Tracking Tasks at Work
Tracking tasks at work is essential for productivity, accountability, and efficiency. You have several options, ranging from traditional methods to high-tech solutions.
Manual Methods
The simplest and most traditional way to track tasks is by writing them down using pen and paper. Managers can use notebooks, planners, or whiteboards to list assignments and monitor progress.
But while this method works well for small teams, it lacks automation, remote accessibility, and real-time updates, making it less practical for growing businesses.
Spreadsheets
Spreadsheets are a step up from manual tracking, offering flexibility for creating task lists, setting deadlines, and updating progress. Excel and Google Sheets have features like color coding, filters, and online sharing that make them useful for collaboration.
The downside is that spreadsheets can become cluttered and difficult to manage efficiently as teams grow.
Task Management Software
For teams needing a more structured approach, task management software provides a centralized system for assigning, tracking, and updating tasks in real time.
These tools often include drag-and-drop task boards, deadline reminders, and collaboration features, making them ideal for teams that work remotely or need a clear workflow.
Project Management Tools
Designed for larger and more complex projects, project management tools go beyond simple task tracking. They allow businesses to set milestones, allocate resources, and integrate with other productivity tools.
If your team manages multiple moving parts and dependencies, these platforms help ensure nothing falls through the cracks.
Time Tracking and Productivity Monitoring Software
Software for job tracking can monitor how much time employees spend on each task. Some time tracking and productivity monitoring software even offer GPS-powered tracking to verify employees are in the right location.
These tools provide valuable insights into productivity trends and help managers optimize workload distribution.
Communication and Collaboration Platforms
While not dedicated task management tools, communication platforms can be useful for tracking assignments. Employees can update task progress directly within chats, shared documents, or integrated workspaces.
While great for collaboration, these platforms may not offer the same level of structure as dedicated task management software.
Task Tracking Software vs. Job Tracking Software: What’s the Difference?
At first glance, they might seem like the same thing. After all, both help teams stay organized and keep work moving. But the difference comes down to what you’re tracking and how it’s being managed.
Task tracking software manages the smaller, day-to-day tasks that make up a project. It helps break down work into actionable steps, assign responsibilities, set deadlines, and track progress.
Think of it as your digital to-do list, but smarter—with automation, notifications, and real-time updates to keep everyone aligned.
Job tracking software, on the other hand, is designed for businesses that handle multiple jobs, clients, or projects at once. It focuses on end-to-end job management, from scheduling and budgeting to tracking time, labor, and materials.
This type of software is beneficial for construction, field services, and trades, where tracking job costs, invoices, and employee time on-site is crucial.
Why Task Tracking at Work Matters
Many businesses assume that tracking tasks is only about ensuring employees complete their work, but in reality, it plays a much more critical role.
Enhances Decision-Making with Real-Time Data
Without structured task tracking, decisions are often based on assumptions rather than actual performance data. With task tracking software, managers get real-time insights into workloads, project bottlenecks, and efficiency gaps. By analyzing this data, businesses can make informed decisions about resource allocation, project timelines, and even hiring needs.
Reduces Invisible Work and Task Duplication
One of the biggest productivity killers is invisible work, which are tasks employees handle but aren’t officially assigned, tracked, or acknowledged. This often happens in collaborative environments where employees take on extra responsibilities without clear documentation.
Proper task tracking ensures every effort is accounted for, preventing burnout and duplication of work.
Strengthens Accountability Without Micromanagement
Many employees associate task tracking with micromanagement. But when done correctly, it actually fosters a culture of autonomy.
With structured task tracking, employees can take ownership of their work without needing constant check-ins. It also reduces the need for excessive meetings and updates, freeing up time for more meaningful work.
Improves Workload Balance and Prevents Burnout
Without proper task tracking, employees may end up overloaded while others have too little to do.
Task tracking provides a clear overview of who is handling what, allowing managers to distribute work more fairly. It improves productivity and helps prevent burnout and disengagement.
Supports Cross-Functional Collaboration
Too often, teams get stuck working in their own bubbles, unaware of how their tasks connect with other departments. Task tracking helps bridge that gap by giving everyone a clear, shared view of project progress.
When each team can see what everyone is working on, employees can stay aligned, avoid miscommunication, and collaborate more smoothly.
Enhances Forecasting and Future Planning
By tracking task completion rates, turnaround times, and resource utilization, businesses can make better predictions for future projects.
Historical task data helps teams estimate how long similar projects will take, what roadblocks to expect, and how to optimize workflows.
Boosts Employee Engagement and Job Satisfaction
When employees have a clear sense of progress and accomplishment, it leads to higher job satisfaction. Task tracking provides transparency, helping employees see how their contributions fit into the bigger picture.
What to Look for in Task Tracking Software
With so many task tracking software options, choosing the right one can feel overwhelming. The key is finding software that actually makes your team’s life easier.
Here are the must-have features to look for:
Simple, Intuitive Interface
If your team has to spend hours figuring out how to use the software, it’s already failing its purpose. A good task tracking tool should be easy to navigate. It should also have a clean layout and minimal learning curve.
Task Assignment and Workflow Automation
Manually assigning and updating tasks can be a headache. Look for software that allows you to assign tasks effortlessly and automate repetitive workflows so things keep moving forward without constant manual input.
Real-Time Collaboration and Updates
Teams need to stay in sync, whether they’re in the same office or working remotely. A solid task tracker should allow for real-time updates, file sharing, and seamless communication to keep everyone on the same page.
Customizable Views and Dashboards
Every team works differently. Some prefer lists, while others love kanban boards or swear by Gantt charts. The best tools let you switch between different views so you can track tasks in a way that makes sense for your workflow.
Time Tracking and Productivity Insights
To get a clearer picture of where time is being spent, look for built-in time tracking features. Some tools also offer productivity insights to help spot bottlenecks and optimize workloads.
Integration with Other Tools
Your task tracker shouldn’t live in a bubble. It should integrate with other apps your team already uses, like Slack, Google Drive, QuickBooks, or project management platforms, so everything flows smoothly.
Mobile Accessibility
Work doesn’t always happen at a desk. Whether your team is on-site, traveling, or working remotely, having a mobile-friendly task tracker ensures they can update tasks and check progress from anywhere.
Reporting and Analytics
A great task tracking tool doesn’t just help you manage today’s tasks—it helps you plan for the future. Look for reporting and analytics features that give insights into task completion rates, team performance, and project timelines.
Tips for Effective Employee Task Tracking
Here are some practical tips to make task tracking more effective:
Set Clear Expectations from the Start
Before assigning tasks, make sure employees understand how their work fits into the bigger picture. Clearly defined tasks prevent confusion and keep projects moving smoothly.
Use the Right Tools for Your Team’s Needs
Whether it’s a simple task management tool, a full project management platform, or job tracking software for fieldwork, make sure to choose software that fits your workflow.
Focus on Visibility
Task tracking should empower employees, not make them feel like they’re being watched every second. Use tracking tools that provide real-time updates instead of constantly checking in to see progress.
Keep Task Details Simple and Actionable
Break down tasks into more detailed steps like “Draft project outline,” “Review with the team,” and “Submit final version.” The more specific the task, the easier it is to track progress.
Make Task Tracking a Habit, Not a Burden
Integrate task tracking into daily workflows, whether through quick morning check-ins, weekly progress updates, or automated reminders. The goal is to make tracking feel natural, not forced.
Regularly Review and Adjust Your Tracking System
What works today might not work as your team or business grows. Review your task tracking process regularly to see if it’s still effective. Are tasks getting stuck? Are deadlines being met? Adjust as needed to keep things running smoothly.
Final Thoughts
The best task tracking software depends on business size, project scope or complexity, and other project specifications. Before you take the plunge, it’s critical to thoroughly evaluate any app’s features and weigh its pros and cons to find the best fit for your construction business.
You may find some free task tracking software tailored to your business needs. Many apps offer free features for the basic functions of small businesses and teams.
But if you want something built for the field, check out Workyard. It’s designed to be easy for your field teams and has been battle-tested by over 50,000 workers.
Get transparency over where everyone is. Track work progress and labor costs in real time and reduce the burden of running payroll.
Ready to take control of your construction projects? Try Workyard free for 14 days and see how easy it is to track tasks, labor costs, and project progress in real time.
Our Scoring System Explained
Our 8-part scoring system was created to help you understand the potential value of any software we review simply and fairly.
We created it after reviewing dozens of software products, which we covered in depth, but without providing a direct and simple way for readers to compare products on their merits – without spending a lot of time looking through our articles for the information they needed to make an informed decision.
Every app we review will include Customer Support and Company scores, which we’ll explain in more detail below. Many of the factors reviewed in this article will also be consistent across most (or all) of our software reviews, with some differences:
The 8 factors assessed and their contribution to a product’s overall score may differ slightly from product to product based on various factors, such as the use case we’re reviewing for, the type of business these products are tailored to, and other considerations. However, all reviews will feature an 8-part score, weighted and combined to calculate each product’s overall score.
How We Score Software
All factors in our reviews are scored on a 10-point scale – technically 11 points – from 0-10. However, we only give products a score of 0 if it does not include an essential feature at all, and we try to avoid giving out 0 scores if a product can demonstrate any functionality in line with the specific factor being reviewed.
In general, the 0-10 range translates as:
- 9.0 – 10 – One of the absolute best in its category (amazing).
- 7.5 – 8.9 – Very good, but with some minor issues (very good).
- 6.0 – 7.4 – Mediocre performance with notable shortcomings (average).
- 3.0 – 5.9 – This feature is not ready for prime time (borderline).
- 1.0 – 2.9 – This feature actually makes its product worse (unacceptable).
- 0 – The product doesn’t include this important feature at all.
How We Calculate Overall Scores
The 8 factors reviewed are weighted based on an overall total of 100%:
- Ease of Use: 20%
- Time Tracking Accuracy: 20%
- Scheduling Features: 15%
- Job Tracking: 15%
- Integrations: 10%
- Customer Support: 15%
- Company: 5%
Methodology for Each Factor
Ease of Use
We evaluate a product’s ease of use based on three main considerations:
- How easy is it to set up this app?
- How easy is it for managers to use the backend dashboard?
- How easy is it for frontline workers to use the (mobile) app?
These three considerations cover the main ways you and your team would use the software being reviewed – when you first obtain it, when someone (a manager, executive, team leader, or similar role) needs to use it to manage people, money, data, and other things, and when workers you’re tracking use the app (usually a mobile version of the software designed for frontline and/or field team members) to clock in, clock out, record time worked, or address other day-to-day needs.
Time Tracking Accuracy
Every minute matters when you’re trying to control payroll costs. This factor accounts for various features and common needs in time-tracking apps, such as…
- How accurate or precise is its GPS tracking capability?
- How accurate – and how customizable – is its geofencing feature?
- How accurate is its travel and mileage tracking (if available)?
- Can it automatically clock workers in and out based on the above?
- Can you set and/or restrict rules for clocking in and out?
- Can the app continue tracking workers while offline?
- How easy is its mobile app and/or kiosk for frontline workers?
Scheduling Features
Many construction businesses prefer to manage as many aspects of employee labor activity as possible in a single app, which is why many time-tracking apps also include worker scheduling as a core feature.
When we consider a product’s scheduling features, we look at:
- Its dashboard customizability (daily, weekly, or monthly views).
- Its project-based scheduling and visibility.
- Its real-time updates and notifications for workers.
- Its real-time map views of worker locations for best-fit scheduling.
- Its recurring schedule (copies to subsequent weeks, etc.) functionality.
Job Tracking
This factor helps you understand if the software can also provide insight into specific projects, which is particularly handy when your business deals with many customers or clients who generally need shorter-term work. Effective job tracking typically also includes accurate job costing functionality for construction companies.
We assess several things when calculating a product’s job tracking score:
- Its project-based tracking for multiple projects per day/week/etc.
- Its ability to track multiple / many projects simultaneously.
- Its use of (and your ability to customize) construction cost codes.
- Any built-in job costing views.
- Any integrations for cost coding (QuickBooks etc.)
Integrations
No business can operate on a single app, which is why integrations with other apps and tools are such important aspects of modern business software.
To calculate a product’s integration score, we’ll examine:
- How many native integrations (the simplest connection) does it offer?
- How effective and easy-to-use are its integrations with payroll software?
- Does it have robust data import and export features?
Customer Support
Learning how to use a new app can be frustrating, even if it’s meant to be the most user-friendly app around. That’s why great customer support is so essential when considering which time-tracking app to use.
Customer support scores are calculated based on:
- Live support channels available (phone, email, chat, etc.).
- Live support hours (business hours only, 24/7, etc.).
- The strength of the product’s online help center and/or FAQs.
- What other users say about support in online reviews.
Company
A great company with a highly customer-friendly approach can often make up for shortcomings in their software products – at least up to a point.
When assessing this score, we’ll examine:
- Transparency (easy-to-find pricing, etc.)
- Trial period (duration, feature availability, credit card requirements, etc.).
- Subscription flexibility (contracts, required durations, etc.).
- Ease of cancellation or pausing subscriptions.
- Customer perceptions (online product reviews).
- Website (a minor consideration, but great companies tend to have great websites).
Any questions about our scoring system? Have any suggestions on how we could make it even better? Click here to send us your feedback – we’d love to hear from you!
Task tracking software, or task management software, helps individuals and teams organize, prioritize, and monitor the progress of tasks and projects. It’s a centralized platform for tracking and completing work efficiently.
The essential features to look for in the best task tracking software are:
Task creation and organization
- Creating tasks with titles, descriptions, due dates, priorities, and attachments
- Categorizing tasks by project, team, or custom labels/tags
- Breaking down larger tasks into subtasks or checklists
- Setting recurring tasks for repetitive activities
Task assignment and collaboration
- Assigning tasks to specific team members or multiple collaborators
- Commenting on tasks for discussions and updates
- Mentioning team members for notifications
- Sharing files and documents related to tasks
Task Tracking and Visualization
- Tracking task status (e.g., not started, in progress, completed, on hold)
- Visualizing tasks through kanban boards, calendars, Gantt charts, or list views
- Monitoring task progress through progress bars or percentage completion
- Filtering and sorting tasks based on various criteria
Time Tracking and Reporting
- Tracking time spent on individual tasks
- Generating reports on task completion rates, time spent, and productivity metrics
- Analyzing team workload and capacity for better resource allocation
Automation and Notifications
- Setting reminders and notifications for upcoming due dates and overdue tasks
- Automating task assignments based on predefined rules or workflows
- Triggering actions or updates based on task status changes
Integrations
- Integrating with other productivity tools like calendars, communication apps, and file storage
- Connecting with project management, CRM, or billing software for seamless data flow
Mobile Access
- Accessing and updating tasks from mobile devices through dedicated apps
- Receiving push notifications for task updates and due dates
Several free task tracking tools offer strong features for individuals and small teams:
- Asana: Task creation, scheduling, and progress tracking.
- Todoist: Simple, cross-platform, and great for individuals.
- ClickUp: Robust free plan with custom views and reminders.
- Trello: Visual Kanban boards for easy workflow management.
- Notion: Combines tasks, notes, and documentation in one workspace.
When choosing, consider your team’s size, ease of use, and needed integrations.
Here are some of the best free options for task tracking software and their key features:
Trello
- Kanban board-based visual task management
- Creating tasks as cards and organizing them into lists/boards
- Assigning tasks, setting due dates, adding attachments
- Collaborating through comments, mentions, file sharing
- Automating workflows with Butler automation
- Unlimited personal boards and teams, limited to 10 boards per Workspace
ClickUp
- Creating tasks with details like titles, descriptions, due dates
- Visualizing tasks through boards, calendars, and Gantt charts (limited uses)
- Assigning tasks, commenting, file sharing
- Time tracking and basic reporting
- 100MB file storage, 10 automation per month for free
Todoist
- Creating tasks with due dates, priorities, recurring schedules
- Organizing tasks into projects and using labels
- Collaborating and commenting on tasks
- Tracking productivity metrics like Karma score
- Integrating with apps like Google Calendar
Nifty
- Creating tasks with due dates, time estimates, priorities
- Kanban boards, calendar views, progress tracking
- File sharing, commenting, @mentions
- 350+ integrations with apps like Zoom, Dropbox
- Free for up to 10 members
DragApp
- Task management directly integrated within Gmail
- Creating tasks from emails, adding notes, due dates
- Kanban board and list views for tasks
- Mentioning teammates, private chat for each task
- Free for individuals, paid plans for teams
Task tracking software typically costs $9–$19 per user/month when billed annually. Pricing varies by provider and plan:
- Entry-level plans: $6–$79+ per user/month (Asana from $10.99, Monday.com from $9, ClickUp from $7).
- Free options: Trello, Todoist, and Asana offer limited free versions.
- Consider total costs: Training, implementation, and upgrades may add expenses.
- Look for discounts: Annual billing and nonprofit pricing can lower costs.
A key benefit of task tracking software is greater visibility and accountability, helping teams stay on top of tasks and deadlines. Other benefits include:
- Real-time updates: Keep teams informed of progress and changes.
- Dashboard views: See all tasks, statuses, and deadlines in one place.
- Reporting: Track performance and completion rates for insights.
- Collaboration tools: Share files, comment, and tag teammates.
- Automation: Set recurring tasks and reminders to save time.
- Integrations: Connect with other business tools to streamline workflows.
