An invoice built around the hours you actually worked. If you sell your time, your invoice has one job: show what you did, how long it took, and what that costs. This template does exactly that. Every line has a description, the hours, your rate, and the amount, so the client can follow the arithmetic without asking you for a breakdown.

You answer a few questions and download a real Excel file. Not a picture of a spreadsheet, an actual .xlsx with the sums still live in it, or a .pdf

What is on the timesheet invoice?

- A header with your invoice number, issue date and due date

- A project line, so an invoice covering one piece of work says so at a glance

- Your details on the left and the customer's on the right, both with address, phone and email

- A numbered items table: description, hours, rate and line total, with the numbering filled in for you

- A totals block: subtotal, tax rate, tax, an "other" line for anything that is not hours, and the total

- A note at the foot for payment instructions

The sums are formulas, not typed numbers

Each line total is hours x rate as a real Excel formula. The subtotal sums exactly the rows you filled, the tax comes off the subtotal, and the total adds them up. Change an hours figure after you download and every number below it follows.

The tax rate is a plain number

Enter 20 for 20 percent, not 0.2. The cell shows it as 20.00% and the tax line divides by a hundred behind the scenes.

How to write good line descriptions in an Invoice

When writing line description for services rendered in an invoice, write the description is a simple easy to understand words that explain the service rendered. For example, instead of just writing "Consulting", write "Discovery workshops with the store operations team". This helps you avoid questions and tells the client what they bought. If you track your time in a tool, the task names you already use are usually the right level of detail.

Where a rate varies by the kind of work, put each rate on its own line rather than averaging. Averaging hides the thing your client is most likely to want to check.

The "other" line

Use it for anything that is not billed by the hour: an expense you are passing on, a fixed fee for a deliverable, a late payment charge, or a deposit already paid, entered as a negative number to take it off the total.

How to create your timesheet invoice

Open the template and click Generate.
Fill in the invoice number and dates, and name the project.
Add your details and the customer's.
Add one row per task, with its hours and rate.
Set your tax rate, or leave it at zero if you do not charge tax.
Write the payment note, then generate and download the .xlsx.

Next time, reopen the document, change the period and the rows that moved, and generate again.

Limitations

The items table holds twelve rows. The totals sit directly beneath it, so a thirteenth line would land on top of them. Twelve is more than most hourly invoices need. If your month genuinely runs longer, group related tasks onto one line, which usually reads better anyway, or send two invoices, or download the excel sheet and edit.

Who is this for

Consultants, contractors, freelancers and agencies billing time and materials. Anyone whose client expects to see hours before they approve payment. Anyone who has been asked "can you break this down?" and would rather the invoice had done it already.

Note: This template is provided for convenience and general information only and is not legal, tax or accounting advice. What an invoice must show, which tax you must charge and how long you must keep records depend on where you and your customer are based. Check your local rules or ask your accountant. An invoice must reflect work that was genuinely done.

#contractor timesheet invoice templates

Timesheet Invoice Template (Excel)