Timesheet template

Timesheet template to attach to an invoice: the date, task and hours worked on each line times your rate, with the total hours. Word, Excel or PDF.

Free generators

  • Design and production
  • Meetings and calls
  • Revisions and support

Preparation guide

A timesheet lists the hours worked for a client, line by line, at an agreed rate. It goes with an invoice as the record behind its hours; it is not a second charge, and the client can check each line before anything is paid.

Deliverables and line items
Design and production, Meetings and calls, Revisions and support: for each line, the date, the task and the hours worked, at the agreed rate.
Date, task and hours
Give the date each task was done, what it was and the hours it took, in the same units you bill.
Rate and total hours
Enter the agreed hourly rate on each line, so the total hours and the amount agree with the invoice the timesheet supports.
Scope to agree
Record the date, task, hours and rate on each line and have the client check them. It backs up an invoice rather than billing twice: charge the total once, on the invoice.
  • Record each task on the day it was done, with the hours it really took.
  • Check that the hours and the rate on each line match what you agreed with the client.
  • Bill the total once, on the invoice: the timesheet only shows where its hours come from.

  1. Record the hours

    Example: enter the date, the hours and the rate for "Design and production", and for every other task, as it was done.

  2. Have the client check

    Send the client the lines down to "Revisions and support" and agree any change before you invoice.

  3. Attach it to the invoice

    Make the invoice from the timesheet or copy its total, and send the timesheet with it so the hours can be traced.

What the document must show

These details make a work order easier to approve and to file.

  • Work order number and date
  • The customer's name and job site address
  • Scheduled date and the person assigned
  • Each task and the materials needed
  • Time or quantity per line, and prices if shown
  • Sign-off lines for the worker and the customer

The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.

Official rate reference: US government: state and local taxes

Frequently asked questions

Timesheet template: what should it include?
Start with the line items this template already carries — Design and production, Meetings and calls, Revisions and support — and replace them with the tasks you worked on, each with its date, hours and rate. Then check the required details above, especially the date of each task and the hours, and attach the timesheet to the invoice it supports.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
How does a work order become an invoice?
When the job is done, open the work order and make an invoice from it. The lines, customer and prices carry over, and the work order stays as the record of what was agreed and done.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.