Timesheet Invoice Template (Excel)
Bill your hours the way you tracked them. Enter each task with its hours and rate, and the Excel file works out the line totals, tax and amount due.
Preview
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.
- Professional formatting and layout
- Easy customization with guided questions
- Multiple export formats: pdf, xlsx
- Legally reviewed and compliant
- Instant download after generation
What file do I get, and can I edit it afterwards?
You get an Excel file (.xlsx). You can also download as PDF. The Excel file is fully editable, which is the point of choosing it over a PDF invoice. Open it, change an hours figure, and the line total, subtotal, tax and total all recalculate, because they are real formulas rather than numbers baked in at generation time. Print it to PDF when you are happy with it.
How do I enter the tax rate?
As a plain number. Type 20 for 20 percent, not 0.2. The cell displays it as 20.00% and the tax line divides by a hundred behind the scenes. If you do not charge tax, leave it at zero and the tax line shows nothing.
How many lines can I add?
Twelve. The totals sit directly beneath the items table, so a thirteenth line would overwrite them. The limit is a property of the layout rather than an arbitrary cap. Twelve is more than most hourly invoices need. If your month genuinely runs longer, group related tasks onto one line, which usually reads better, or split the work across two invoices. You can also download the excel file and edit
Can I bill different rates on the same invoice?
Yes, and you should. Each line carries its own rate, so discovery work at one rate and development at another sit on separate lines and each shows its own arithmetic. Averaging several rates into one figure hides exactly the thing a client is most likely to want to check.
How do I handle half hours?
Enter them as decimals: 18.5 for eighteen and a half hours, 0.25 for fifteen minutes. The hours column is formatted to two decimal places, so 18.5 shows as 18.50. Many people bill in fixed blocks, for example rounding to the nearest half hour, and if you do it is worth saying so in the note at the foot of the invoice.
What is the Other line for?
Anything that is not billed by the hour. An expense you are passing on, a fixed fee for a specific deliverable, a late payment charge, or a deposit the client has already paid. For a deposit, enter it as a negative number so it comes off the total. It is added after tax, so use it for items you are not charging tax on.
Do I need to attach my actual timesheet?
It depends on your agreement. Many time and materials contracts require a timesheet to accompany the invoice, and some clients will not process payment without one. This invoice is designed to summarise that timesheet rather than replace it, which is why each line carries hours and a rate. If you are sending one, say so in the note so nobody goes looking for a missing attachment.
How do I show my currency?
Enter it as a symbol and it is applied to the number format of every money cell, so figures display as £95.00 without you typing the symbol into each one. That also keeps them as numbers rather than text, which is what lets the sums work. If you bill international clients, use the symbol they will recognise and consider naming the currency in the note as well.
Can I add my logo?
Not on this one. It is a spreadsheet template and the generator fills cell values rather than placing images, so the header carries your name and contact details as text. If a logo matters to you, use one of the HTML invoice templates instead, which place your logo from your company profile and produce a PDF.
What should I put as the due date?
An actual date rather than a phrase. 'Net 14' means different things to different accounts departments, and someone always has to work out which day it lands on. Putting the date on the invoice removes the ambiguity and gives you something clean to point at if you have to chase. Whatever you choose should match the payment terms you agreed.
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