Hour Cap vs Kimai
Kimai is an open-source, self-hosted time tracker with local invoicing. Hour Cap is a managed SaaS that pushes invoices directly to Xero. If you bill clients through Xero, here's why that matters.
Side-by-side comparison
Both tools track time and generate invoices. The difference is what happens after the invoice is created.
| Feature | Hour Cap | Kimai |
|---|---|---|
| Xero integration | Native, full workflow | |
| Invoice delivery | Push to Xero | Download PDF/DOCX |
| Hosting | Managed SaaS | Self-hosted or cloud |
| Invoice grouping | Entry, project, date, member | Template-based |
| Xero tracking categories | 3-level cascade | |
| Retainer management | Dedicated retainers | Plugin required |
| Timesheet approvals | Full workflow | Free plugin |
| Open source | ||
| Setup required | Sign up and go | Server, PHP, MySQL |
Invoices in Xero, not on your hard drive
Kimai generates invoices as downloadable files (PDF, DOCX, XLSX). You then need to manually upload or recreate them in Xero. There is no connection between the two systems, so invoice status, payments, and contact data are all managed separately.
Hour Cap creates invoices directly in Xero as draft or approved. Line items, tracking categories, account codes, and tax rates are all set before the invoice lands in Xero. No manual re-entry required.
Managed SaaS vs self-hosted
Self-hosting Kimai means managing your own server, database, backups, SSL certificates, and security patches. Updates are a manual process via Git. Plugins for features like recurring budgets and expense tracking are paid add-ons.
Hour Cap is fully managed. Sign up, connect Xero, and start tracking. Updates happen automatically, and features like retainers, approvals, and activity logging are built in.
When Kimai might be a better fit
We believe in being transparent. Kimai does things Hour Cap doesn't.
Open source and self-hosted
Kimai is fully open source (MIT license). You can host it on your own infrastructure for complete data sovereignty and audit the code yourself.
European e-invoicing
Kimai supports ZUGFeRD, XRechnung, and Factur-X formats via a plugin, which is important for businesses that need to comply with EU e-invoicing regulations.
Extensive plugin system
Kimai has a large plugin ecosystem covering kiosk mode, LDAP/SAML authentication, custom fields, expense tracking, and HR features like vacation and overtime management.
Pricing at a glance
Hour Cap
Built for XeroPrices in USD. Annual billing saves 17%.
Kimai
Prices in EUR (annual). Plugins for budgets, expenses, etc. cost extra.
Kimai's self-hosted option is free, but adding recurring budgets, expense tracking, and audit logs via plugins costs €300+/year. And there is still no Xero integration.
Hour Cap includes retainers, approvals, activity logging, and full Xero invoicing from $10/month.
Ready to switch?
Start tracking time in minutes. Connect your Xero account and your contacts sync automatically. No migration needed.