A timesheet is a record of the hours worked on tasks or projects, with the date and rate for each entry. When you bill by the hour, a timesheet shows the client how you reached the total. It turns time into a clear, checkable amount.
When to use a timesheet
Use a timesheet whenever you charge by time and the client needs to see the detail.
- Freelance and contract work. Show the client what you did and when.
- Consulting and retainers. Report the hours used in a period.
- Agency or team work. Attach hours to a client project.
- Client approval. Some clients need to approve hours before they pay.
- Your own records. Track your time to check that a project stays profitable.
The guide on timesheets for billing goes deeper into the practice.
What to include on a timesheet
A good timesheet is short and specific. Include these items:
- Your business details: name, address and email in the "From (your business)" section.
- Client details: name and address in the "Billed to" section.
- Timesheet number and date: the date is the day you create the document.
- Currency: USD, EUR, GBP, TRY, DKK, NOK, SEK, PLN, RON, IDR, THB or UAH.
- Line items: each line has a date, a description, the hours and the rate. The generator calculates each line as hours times rate.
- Total: the sum of all lines.
- Notes: the billing period, your rounding rule, payment terms or a purchase order reference.
This document has no tax field. If tax applies, add it on the invoice you send with the timesheet. The tool has no logo or signature field, so use the Notes or sign the printed PDF.
How to create a timesheet with this generator
- Open the generator. You do not need an account.
- Under "From (your business)", enter your business name, address and email.
- Under "Billed to", enter the client name and address.
- Under "Document details", enter the timesheet number, the date and the currency.
- Under "Line items", click "Add item" for each task. Enter the date, a description, the hours and the rate. Click "Remove item" to delete a row.
- Check the live preview. It updates as you type and shows the total.
- Under "Notes", write the billing period and any terms.
- Click "Download PDF".
Your data is not saved between visits. Keep the PDF for your records.
Common mistakes
- Vague descriptions. "Work on project" invites questions. Write what you did, for example "Wireframes for checkout page".
- Remembering hours later. Log time on the day you work. Memory is poor after a week.
- Mixed formats. Use decimals, for example 1.5 for one hour and thirty minutes, on every line.
- Wrong rate. Check that the rate matches your agreement before you send.
- Missing dates. Each line needs a date, so the client can match it to deliverables.
- No billing period. State the start and end dates in the Notes.
Timesheet vs invoice
| Item | Timesheet | Invoice |
|---|---|---|
| Shows | Time worked and amount earned | Amount due and payment terms |
| Detail | Day-by-day tasks | Summary of items or services |
| Use | Backup and approval | Request for payment |
Send both when the client wants the detail: the timesheet as support and the invoice as the payment request. The guide on how to invoice a client shows the full process.
Set the right rate
If you are not sure what to charge, read pricing your services. The hourly invoice calculator turns hours and rates into a quick total. The billable hours calculator helps you see how many hours you can realistically bill in a week or month.
Prefer to fill it in Word, Excel or by hand? Download our free invoice and receipt templates in DOCX, XLSX and PDF.
Frequently asked questions
- What should a timesheet for billing include?
- Include your name, the client, the dates worked, a short description of the task, the hours and the rate. Add a total at the bottom. Clear descriptions help the client approve the hours faster, and they protect you if the client asks questions later.
- How do I calculate the total on a timesheet?
- Multiply the hours by the rate for each line, then add all the lines. For example, 3.5 hours at 40 per hour gives 140 for that line. This generator does the math for each line and shows the total, so you only enter hours and rates.
- Can I use a timesheet as an invoice?
- A timesheet shows the time worked and the amount earned. Many clients accept it as backup for an invoice, and some accept it alone. Ask your client what they need. If you need a formal payment request, create an invoice and attach the timesheet.
- Should I round my hours?
- Agree on a rule with the client first. Some freelancers record exact minutes as decimals, for example 1.25 hours. Others round to the nearest quarter hour. Pick one method, write it in your agreement or Notes, and use it for every entry.
- Can I use a different rate on different lines?
- Yes. Each line has its own rate field. You can bill a design task at one rate and a meeting at another. Describe each task clearly so the client understands why the rates differ, and confirm the rates with the client before you start work.
- Does this timesheet generator save my entries?
- No. It is free, needs no sign-up and runs in your browser. Nothing you type is stored on the server, and data is not saved between visits. Download the PDF and keep your own copy before you close the page.