Guides
How to Choose Time Tracking Software for Your SME: Practical Guide
RegulaKit4 April 2026
Choosing time tracking software for your SME can be overwhelming. There are dozens of options on the market, each with different features, prices, and contract models. How do you know which one is right for your company?
In this guide, we give you the keys to making an informed decision.
What features are essential?
Basic features (mandatory)
- Clock-in/out recording: Each employee must be able to clock individually, with exact date and time
- Time tracking history: Access to records for the last 4 years (required by law)
- Worker access: Each employee must be able to view their own records
- Data export: For inspections or internal management
Recommended features
- Geolocation: Especially useful for mobile workers or remote employees
- Vacation and absence management: Integrate time tracking with leave requests
- Reports and statistics: Hours worked by employee, department, month
- Automatic alerts: Notifications when an employee hasn't clocked in
How much does time tracking software cost?
| Solution type | Indicative price | Ideal for |
|---|---|---|
| Basic (time tracking only) | €2 - €6/user/month | SMEs needing legal compliance only |
| Medium (tracking + vacations) | €5 - €10/user/month | SMEs wanting integrated management |
| Complete suite (HR + tracking) | €8 - €15/user/month | Mid-size companies with advanced needs |
| Enterprise solution | €15 - €30+/user/month | Large companies with multiple locations |
7 key questions before buying
- Does it comply with Spanish law? Not all international software is adapted to the Spanish legal framework
- Is it easy to use? If employees can't use it, they won't. Adoption is key
- Does it have Spanish support? When you have a problem, you need help in your language
- Is data stored in the EU? For GDPR compliance, your labor data must be stored in the European Union
- Is there a lock-in period? Avoid long commitment contracts. Try first
- Is it scalable? If your company grows, does the software grow with you?
- Does it offer a trial period? Never commit without trying
Why consider RegulaKit?
RegulaKit is specifically designed for Spanish SMEs that need:
- Time tracking compliant with Royal Decree-Law 8/2019
- Integrated vacation and absence management
- Employee document management
- Verifactu electronic invoicing (when you need it)
- Spanish support with 2-hour response time
- Data stored in the EU
- No lock-in, 30-day free trial
You can request a free demo or try directly for 30 days with no commitment.
Conclusion
Choosing time tracking software doesn't have to be complicated. Focus on what you need, verify it complies with Spanish law, and try it before committing.