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FREE EXCEL TIMESHEET TEMPLATE

An Excel timesheet
that totals itself.

A weekly .xlsx timesheet with formulas for total and billable hours and utilisation, plus a worked example sheet.

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Free download. No email required.

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TIMESHEETTemplate preview · Example
01

Who and when

Name, period, client and the person who approves the timesheet.

02

Entries

Mon: Stakeholder interviews for Calder Manufacturing, 3.5 hours, billable.

03

Totals

Total hours, billable hours, non-billable hours and utilisation.

04

Approval

Submitted by, approved by and the date, ready to attach to the invoice.

How the Excel timesheet works

The workbook has a blank Timesheet sheet and an Example sheet. Enter hours as decimals and Y or N in the billable column; the summary below the entries calculates the rest.

SummaryFormula
Total hoursSUM of the hours column
Billable hoursSUMIF billable = “Y”
Non-billable hoursTotal − billable
Available hoursYour capacity for the period (default 40)
UtilisationBillable ÷ available hours

Guidance on what to record is on the timesheet template page.

Step by step in Excel

  1. Download the Excel (.xlsx) file and open it.
  2. Check the Example sheet, then switch to Timesheet.
  3. For each block of work, fill in the date, client and project, task and hours as a decimal (1.5 = 1 hour 30 minutes).
  4. Type Y or N in the billable column.
  5. Set Available hours to your capacity for the week; utilisation updates.
  6. Copy the sheet for each new week (right-click the tab → Move or Copy → Create a copy).
  7. Send it for approval, or export to PDF with File → Save As → PDF.

Excel tips for timesheets

  • Convert minutes to decimals: 15 min = 0.25, 30 min = 0.5, 45 min = 0.75.
  • Filter by client with Data → Filter to see a client’s hours before invoicing.
  • Summarise a month with Insert → PivotTable, using client as rows and hours as values.
  • Insert rows inside the entries, not below them, so the SUM and SUMIF ranges include them.
  • Google Sheets: upload the .xlsx and open it with Google Sheets; SUMIF works the same way.

The template

Details

  • Name: [Your name]
  • Period: [Start date — end date]
  • Client / project: [If the whole timesheet is for one client]
  • Approver: [Name]

Time entries

DateClient / projectTaskHoursBillable (Y/N)Notes
Mon[Client — project][Task][0.0][Y/N][ ]
Tue[Client — project][Task][0.0][Y/N][ ]
Wed[Client — project][Task][0.0][Y/N][ ]
Thu[Client — project][Task][0.0][Y/N][ ]
Fri[Client — project][Task][0.0][Y/N][ ]
Sat[Client — project][Task][0.0][Y/N][ ]
Sun[Client — project][Task][0.0][Y/N][ ]

Totals

  • Total hours: [0.0]
  • Billable hours: [0.0]
  • Non-billable hours: [0.0]
  • Utilisation: [Billable ÷ available hours]

Approval

  • Submitted by: [Name, date]
  • Approved by: [Name, date]

Example: Meridian Advisory week

A filled-in example. The companies are fictional.

Time entries

DateClient / projectTaskHoursBillable (Y/N)Notes
MonCalder Manufacturing — operations review and improvement planStakeholder interviews3.5Y
TueCalder Manufacturing — operations review and improvement planAnalysis2.25Y
WedCalder Manufacturing — operations review and improvement planWorkshop facilitation4Y
ThuCalder Manufacturing — operations review and improvement planReport writing1.5NInternal

MAKE IT WORK FOR YOU

Useful structure.
Your way of working.

01

Decimal hours, automatic totals.

Enter time as decimals and the totals, billable split and utilisation calculate for you.

02

One sheet per week.

Copy the sheet for each week to keep a running record in one workbook.

03

Ready to invoice.

Filter by client, total the billable hours and turn them into an hourly invoice.

GOOD QUESTIONS

Before you download.

Talk to us
Does the Excel timesheet calculate hours automatically?

Yes. It totals hours, splits billable from non-billable with SUMIF, and works out utilisation from your available hours.

How do I enter minutes?

As decimal hours: 0.25 for 15 minutes, 0.5 for 30, 0.75 for 45.

Can I use it in Google Sheets?

Yes. Upload the .xlsx to Google Drive and open it with Google Sheets.

Is there a CSV version?

Yes. The main timesheet template page also has a CSV download for any spreadsheet app.

KEEP THE WORK MOVING

The next useful step.

Free Timesheet Template (Excel, Google Sheets, PDF)

THE CLIENT EXPERIENCE, IN ORDER

Good habits. A shared home.

Bring the work you share with clients into one place.

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