Record work by date and task, enter billable hours and rates, and calculate total hours and value instantly. Download the timesheet as PDF or CSV before creating the related invoice.
Turn dated work entries into a clear total of hours and billable value. This is a timesheet editor, not a running clock: enter the decimal hours you have already worked, apply the correct rate to each entry, and download the record before leaving.
Enter your business details, customer or project, timesheet number, issue date and project reference. Use one currency for the entire document so the totals have a clear meaning.
Describe each date and task, enter decimal hours, and enter the applicable hourly rate. Split entries when the project, rate or type of work changes. Add rows for additional days or activities.
Review each hours × rate amount and both document totals. A zero-rate row still records time but contributes no billable value. Check whether the recorded hours are payable, billable, or both.
Use PDF for a readable customer or approval copy and CSV for spreadsheet work. Review the exported record, keep supporting time logs, and create an invoice separately when it is time to request payment.
A useful timesheet connects three things: the work performed, the time spent and the price agreed for that time. A single total such as “18 hours” is difficult to check. Dated entries for site preparation, installation and review give the customer or manager enough detail to understand the amount.
The editor calculates hours and value from your entries. It does not monitor an employee, track location, start a timer, deduct breaks, select overtime rules or process payroll. The final value is not take-home pay: payroll taxes, deductions and employer costs require a separate calculation.
| Record | Main purpose | What to keep separate |
|---|---|---|
| Timesheet | Describe dates, tasks, hours and rates | Supporting start/end and break records |
| Invoice | Request payment under agreed terms | Approval of the underlying hours |
| Payroll record | Calculate and document employee compensation | Client billing rates and project profit |
| Project estimate | Plan future effort and price | Actual time already worked |
Hours are entered as decimals, not clock notation. Divide minutes by 60, then add the whole hours. For example, 2 hours 30 minutes is 2.5 hours; entering 2.30 records only 2 hours 18 minutes. At 80 per hour, those entries differ by 16.
| Minutes | Decimal hours | Example entry |
|---|---|---|
| 6 | 0.10 | 2 h 6 min → 2.10 |
| 15 | 0.25 | 2 h 15 min → 2.25 |
| 30 | 0.50 | 2 h 30 min → 2.50 |
| 45 | 0.75 | 2 h 45 min → 2.75 |
| 60 | 1.00 | 2 h 60 min → 3.00 |
For a shift crossing midnight, include the next calendar day when finding elapsed time. From 22:00 to 02:30 is 4.5 hours before breaks, not a negative duration. The editor does not infer this from the task description; calculate the hours first.
Keep source minutes precise. Apply only the rounding convention your agreement and applicable rules permit; do not silently round every short task upward. Check totals after any rounding because repeated small differences accumulate.
Calculate each entry using its own rate before adding the amounts. Multiplying all hours by one rate is correct only when that rate applies to every row. This matters when a project combines surveying, installation and specialist review.
Suppose 3 hours are charged at 60 and 2 hours at 90. The amounts are 180 and 180, giving 5 hours and 360 in total. The blended rate is 72, not the simple average of 60 and 90. The blend is useful for analysis but does not replace the original agreed line rates.
The tool displays currency amounts to ordinary currency precision. Keep the hours and rate assumptions consistent with the invoice you later prepare, and reconcile any rounding difference before sending both records.
Billable time is what the customer agreed to buy. Paid time is what the worker must be compensated for. These are not necessarily equal. A business may pay for internal training or administration while choosing not to charge a particular customer for it.
A zero-rate entry can preserve non-billable hours in the record. Because it remains in total hours, explain this treatment to the reader rather than suggesting every recorded hour is charged.
For US employment records, see the Department of Labor recordkeeping guidance. Requirements depend on the worker and jurisdiction; a client timesheet alone is not a complete payroll compliance system.
Record work close to when it happens, while the details are clear. A description should say enough to distinguish one entry from another without exposing confidential customer information. “21 September — kitchen cabinet alignment, project K18” is more useful than repeating “work” on every row.
| Check | Why it matters |
|---|---|
| Date and reporting period | Prevents the same visit appearing in two billing periods |
| Person, business and project | Connects the hours to the right customer or approval owner |
| Task and scope | Explains what was delivered and what changed |
| Hours and source log | Allows the duration to be traced back to actual records |
| Rate and currency | Separates a price change from a time change |
| Revision and approval record | Shows which version supports the invoice |
If a client requests an adjustment, retain the original source log and save a revised document with a clear reference. Do not change the hours merely to make them match a budget; show the agreed commercial adjustment separately when preparing the invoice.
The PDF is the presentation copy: review the business identity, period, rows, totals and page breaks before sharing it. The CSV is intended for spreadsheet processing. It is not a copy of the full visual layout, logo or attachments.
After opening the CSV, confirm that decimal separators, dates and currency are interpreted correctly by your spreadsheet locale. Preserve project references as text when leading zeroes matter. Do not treat a numeric amount in one currency as though it were another.
Save the downloaded files in your own project records. This page is a browser-based editor, not a shared approval system or a promise of cloud storage. Do not rely on reopening the tab to recover the only copy.
First obtain the approval required by your agreement. Then use the invoice generator to describe the service period, enter hours and rates, and add any separately agreed materials, expenses or tax. Reference the timesheet number so the two documents can be matched.
Keep reimbursable travel in a separate line or expense record using the mileage reimbursement calculator. To review whether the hourly price covers your business costs, use the service price calculator. A timesheet proves the arithmetic of hours × rate; it does not prove that the rate is profitable.
Illustrative calculations, not market quotes. Replace these assumptions with your own costs and measurements.
A consultant records three dated tasks in USD: planning, production and review. The same 80 hourly rate applies to each task.
| Entry | Hours | Rate | Amount |
|---|---|---|---|
| Monday — planning | 2.50 | $80 | $200 |
| Wednesday — production | 4.25 | $80 | $340 |
| Friday — review | 1.75 | $80 | $140 |
Total hours = 2.50 + 4.25 + 1.75 = 8.50. Billable value = 200 + 340 + 140 = 680. The customer can review each task before those hours are included on the invoice.
An installer records 6 hours at 65, a specialist records 1.5 hours at 95, and project administration takes 0.5 hours at a zero client rate. List these as three rows.
The document records 8 hours, of which 7.5 have a positive billing rate. The half-hour of administration is not erased, but it is not charged. Employee pay must still be determined separately.
A technician works from 22:00 to 02:30 the next day and has a 30-minute excluded break under the applicable arrangement. Elapsed time is 4.5 hours; entered hours are 4.5 − 0.5 = 4.
At an agreed client rate of 75, enter 4 hours and 75 on the line, with both dates in the task description. The line amount is 300. Any overtime or night premium must be established independently; it is not generated by typing the dates.
No. Enter 7.5. Decimal hours treat .30 as 30% of an hour, which is 18 minutes. Divide the minutes by 60 before adding the whole hours.
No. It calculates a document from hours you enter. Keep a separate start/end and break record, then transfer the correct decimal duration to the appropriate row.
Yes. Each row has its own hourly rate. Separate tasks or rate categories into individual rows; the total is the sum of the line amounts.
No. It does not determine employment status, overtime thresholds, premiums or a legal regular rate. Establish the correct treatment first and use clearly described separate entries when needed.
Yes, with a zero hourly rate. The hours still contribute to the recorded-hours total, while that line contributes zero billable value. State why the entry is non-billable.
Neither. It is the billable value of entered hours and rates. An invoice requests payment; payroll determines wages and deductions. Create those records separately.
PDF keeps a readable document layout for review and sharing. CSV provides tabular data for spreadsheet use, not the complete branded layout or attachments. Check the exported file before using it.
Put decimal hours in column B and the hourly rate in C. A line amount is =B2*C2; add the amount column with SUM. If you are starting with spreadsheet time values rather than decimal hours, calculate the duration and multiply the day fraction by 24 first.
Practical help with estimates, invoices, costs and cash flow.
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Find answers about using Pocket Invoice.
Explore resource →A calculation is the starting point. Give your customer a clear description of the work, itemized prices and payment terms with Pocket Invoice.
Educational planning tools only. Confirm measurements, prices and applicable tax or lending rules before making a commitment.
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