Kimai
Kimai is an open-source, web-based time-tracking platform that combines timesheets, timers, reporting, and invoicing in one system. It supports multi-user access with roles, integrates with identity providers, and exposes a REST API for automation and custom workflows.
It suits freelancers, consultants, and small-to-medium teams that need accurate time capture, project/customer structure, and straightforward billing. Organizations that prefer self-hosting or EU-based hosting, or that need SSO and auditability, will find Kimai a practical fit.
Use Cases
- Freelancers and consultants tracking billable hours per client/project and generating invoices.
- Agencies and IT services managing customers, projects, activities, budgets, and utilization reporting.
- Internal teams needing exportable reports for audits, cost allocation, or capacity planning.
- Organizations that require SSO (LDAP/SAML/OAuth) and 2FA, plus audit logs for compliance.
- Teams wanting data control (self-hosted PHP + MySQL/MariaDB) or managed convenience via Kimai Cloud.
- Mixed environments using timers, punch-in/punch-out kiosks, and manual timesheet entry with tags/notes.
- Workflows that integrate timesheets with external dashboards or accounting via CSV/Excel exports and API.
Strengths
- Open-source and actively maintained: transparent codebase with community contributions and no vendor lock-in.
- Multi-user and role-based access: teams, permissions, and visibility controls for customers/projects.
- Flexible time capture: start/stop timers, punch modes, and manual edits with notes and tags.
- Invoicing and exporting: configurable templates; export to PDF/DOCX, CSV/Excel.
- Reporting and analytics: filterable reports by user, project, activity, tag, and period; easily exportable.
- APIs and integrations: JSON REST API; LDAP, SAML, OAuth; works with Google Workspace, Azure AD, Authentik.
- Deployment choice: self-host for full control/privacy or use Kimai Cloud for reduced maintenance.
- Security and compliance: 2FA, audit logs, history and exports suitable for audits and labor rules.
- Internationalization: 30+ languages and locale-aware formatting for distributed teams.
- Extensible: plugins and custom fields add or adapt features without changing core code.
- Desktop-friendly and mobile-capable: responsive UI, optional desktop wrappers, calendar/feed support.
- Cost-effective: self-hosting minimizes licensing; cloud pricing is competitive for teams and freelancers.
Limitations
- Occasional bugs and open issues: examples include activity dropdown display and timer edge cases; review the issue tracker before upgrades.
- SSO complexity: Azure AD/SAML setups can require careful configuration and troubleshooting.
- Timesheet entry speed: power users may want faster shorthand/keyboard workflows; some rely on plugins or workarounds.
- Self-hosting overhead: requires PHP, a database, updates, backups, and basic sysadmin practices.
- Not a full accounting/payroll suite: invoicing and expenses exist, but you may still need dedicated finance tools.
- Feature differences by tier: expense/leave/overtime and advanced custom fields may require Kimai Cloud/Pro or plugins.
Final Thoughts
Kimai is a practical, extensible time-tracking system that covers most needs from capture to billing, with the flexibility to integrate into existing identity and data stacks. It is a strong fit for freelancers and SMB teams that value control, reporting, and cost efficiency without committing to a heavyweight enterprise suite.
Practical advice: decide early between self-hosting and Kimai Cloud; map roles, customers, projects, and activities before rollout; pilot with a small group to validate timers and invoicing templates; test SSO in a staging environment; set up regular backups and plan an upgrade window; and use plugins deliberately to solve clear gaps.