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10 Free Employee Timesheet Templates in Excel, Word, and ClickUp

Content Partnership Specialist

July 2, 2024

You know those days when you open your laptop at 8 a.m. and before you know it, it’s 5:30 and your desk is coated in crumbs and sticky notes?

It happens to the best of us. 😵‍💫

Instead of racking your brain, wondering where the day went, save your energy with a template designed to curb this exact problem.

Time management is key to staying present during the day—and timesheet templates are the holy grail when it comes to implementing the proper strategies as efficiently as possible.

From recording the time spent at your desk to time-blocking your entire calendar, there’s a timesheet template for everything! The challenge is finding the one that doesn’t just align with your workflow but teaches you how to take your productivity further.

The good news is—you’ve come to the right place. 🙂

No matter your title, team, or tech stack, we’ve got the template for you. Follow along to learn what you should look for in your next timesheet template and access 10 of the best free templates on the market today. ⏱

What is a Timesheet Template?

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Timesheet templates are pre-built documents, forms, or tables that help teams keep track of their time spent at work, on tasks, with clients, and more. Timesheet templates vary in complexity and can be really powerful resources for streamlining time-related processes, managing schedules, and overseeing budgets.

Think of your employee timesheet template as more than a time-tracking resource, but as a way to share effective time management tips across the team.

Your timesheet template will offer more than a simple spreadsheet with names and times running down the page. The best templates will build on your free project management software to make it even more valuable with features to bring additional context and information into every entry.

While there is a plethora of time-blocking apps to help you tighten up your time management techniques , finding a timesheet template designed with those strategies in mind is the best way to get the most bang for your buck.

Plus, your timesheet template should reflect the type of work your team does. Do you work with contractors or consultants? Does your team record billable time? Are time entries shared with and approved by management?

These are critical factors to consider before diving into your next template and will ultimately decide which template will be best for your employees.

There are so many pre-made resources floating around the web that you can afford to be picky when it comes to the non-negotiable features of your next timesheet template. Here are a few of our favorites to look for before downloading:

• Time tracking
• Labels, tags, or categories
• Custom fields
• Collaborative
• Integrations

The sky is the limit, though! Looking for any (or all) of these five features will guide you to a solid timesheet template, but before you take to the web, start here! We’ve already done the work to bring you some of the best free employee timesheet templates for any team.

10 Free Timesheet Templates to Track Employees

Time management strategies are a great way to stay on top of your productivity and ensure you’re allocating your personal resources in the most efficient way.

But the best strategy? Starting with a template to guide your next steps.

Start saving time ASAP with this curated list of the 10 best free timesheet templates for ClickUp, Excel, Word, and more!

A daily timesheet is a document to record the hours worked by an employee during each shift or day.

The process for approving daily timesheets can vary from business to business. It typically involves a manager reviewing the hours logged by each employee and verifying everything’s accurate.

If there are multiple employees who report to a single manager then, approving daily timesheets is a tedious task! ⌛️

The ClickUp Daily Timesheet Template makes it easy for employees and managers to stay consistent with tracking time! It’s packed with features to centralize the process so your Human Resources and Accounting departments can view the digital trail when they need to. Here’s how it works:

• The employee completes the ClickUp Form with the required information and then submits it for review
• Their Form submission routes to a List (also included in the template!) and becomes a task
• From there, you can view all form submissions and approve or comment on the task to resolve any issues

With ClickUp, you’ll have peace of mind knowing records are accurate and traceable!

A weekly timesheet is a document to record the hours worked by an employee on a weekly basis. 

It typically includes columns for the day of the week, the hours worked, and any additional notes about the day’s activities. The timesheet should be completed by the employee at the end of each week and submitted to their manager or supervisor for review.

The ClickUp Weekly Timesheet Template summarizes the hourly rate, total hours, total pay, signature, and approver per person on a weekly view. You can also edit the details if corrections need to be made by clicking on a specific field.

If you edit the Total Hours or the Hourly Rate , the Total Pay will automatically compute based on your entered data. 🤖

ADVANCED PERMISSIONS IN CLICKUP Pro tip : Permissions and access can be a delicate situation for businesses managing employee timesheets. Simply go into the settings of any ClickUp view and customize Sharing & Permissions to prevent unwanted changes!

A monthly timesheet is a document to record the hours worked by an employee on a monthly basis. The ClickUp Monthly Timesheet Template is the same as the Weekly Timesheet view, but the details are organized by month.

Monthly timesheets also allow managers to easily plan ahead and create more accurate estimates on upcoming projects by providing them with a better understanding of employee availability and resource utilization . 

They are also useful when planning vacation requests since they can help managers assess which employees may need additional coverage during periods of high demand. Or when someone is taking leave from work! 🏝

Learn how to use time tracking to finish projects faster !

Timesheet approval is a process for employers to approve or reject the submitted timesheets of their employees or contractors. The ClickUp Timesheet Approval Template in Board view gives you a different perspective to keep track of your team’s time and group submissions by status. 

Statuses in this template include:

• Needs Attention

With ClickUp’s Board view , it’s easier to visualize your workflow. And with a simple drag-and-drop action to move a submission from one status to the next, you’ll work through your submissions in less time and with complete accuracy. ⚡️

ACCESS CLICKUP ANYWHERE Pro tip : You want employees to get paid on time and having access to approve them anywhere is crucial. ClickUp’s Board view is accessible on the ClickUp mobile app , so you can approve time-sensitive submissions on the go!

Consultants typically keep track of their time by using software that allows them to record client meetings, billing hours, and project milestones. 

The ClickUp Consultant Time Tracking Template provides examples of meetings and tasks related to a consultant’s time spent with a company. Add your consultants to your ClickUp Workspace so they can track their time directly within the task in real-time, or manually add time entries. 

To maximize the value of this template, use ClickUp’s Custom Fields to indicate the estimated cost of a task and the amount payable to the consultant. These are computed with the following formulas:

• Time Estimate x Hourly Rate = Estimated Cost
• Time Tracked x Hourly Rate = Amount Payable

You can even integrate ClickUp with your favorite time-tracking apps—Toggl, Hubstaff , Everhour, Harvest, and more!

Create a Board view within ClickUp’s Consultant Time Tracking Template to group your consultant’s tasks and meetings by status, due date, or any Custom Field of your choice!

Having this information at hand allows you or your consultant to adjust schedules accordingly if something is taking longer than expected or if certain tasks could be delegated more effectively .

A powerful productivity platform like ClickUp is invaluable for consultants , enabling them to easily coordinate simple to complex projects. This template helps streamline the process of communication and collaboration between team members and stakeholders, ensuring all parties are up-to-date!

Check out the best time-tracking tools !

An attorney’s bill typically consists of a combination of both fees and expenses related to the attorney’s work:

• Fees are generally charged for the services an attorney provides, such as advice and other legal representation
• Expenses are costs incurred by the attorney while representing their clients, such as filing fees, photocopying costs, court reporter fees, fees associated with obtaining documents, or travel

The ClickUp Attorney Timesheet Template folder includes weekly, bi-weekly, and monthly timesheets so an attorney is not burdened with administrative setup for every task or activity. 🧑‍💻

Additionally, ClickUp offers the flexibility to customize your billing structure depending on the specific needs and requirements of each client!

Services timesheets are essential for managing employees’ task-specific time investment. These timesheets ensure responsible time allocation, maintain training effectiveness, and help managers track employee hours.

The ClickUp Services Timesheet Template helps you meticulously monitor time, costs, and resources dedicated to each service offered .

It allows you to:

• Easily track total hours worked and billable hours in a single, accessible location 
• Track resource allocation across various projects 
• Distribute resources among projects and services 

Employee timesheet templates in Microsoft Excel are done-for-you tools to report regular and overtime hours worked. While this may not be ideal for mid-size companies to enterprises, independent contractors and freelancers can use this simple template to complete it at the end of the work week. 

If you’re looking to make the time-tracking process easier, a traditional spreadsheet in Excel might be a time waster . Try a timesheet template in ClickUp to improve your productivity!

For a weekly, monthly, and even yearly timecard, this employee timesheet in Excel can calculate hours in just a few clicks. You can customize the look and feel of this Excel spreadsheet and adjust the columns to reflect daily hours or pay periods applicable to your employee or contractor. 

Using this template for payroll processing might become burdensome. To avoid this, guide your team on best practices and stick with accurate time tracking. This could involve providing additional training or resources so they have a better understanding of how the system works, as well as providing feedback on their efforts in order to keep them motivated.

The daily timesheet template in Word helps employees and contractors track billable hours. Anyone can download, customize, and export as a PDF to get approval signatures. 

This template is organized into five sections so you can maintain consistency for payroll processing:

• Company information
• Name and contact information
• Time card (covers 7-days)
• Employee and manager signatures

Pro tip : Paper timesheets are not the most reliable in a remote workforce. Consider using employee time tracking software for a proper digital trail and frictionless experience!

This Excel Timesheet for Payroll Template is an easy-to-use timesheet designed for use in Microsoft Excel.

Assign a timesheet to each employee, and have them fill out the time in and time out each day. Make sure they document their lunch breaks. Enter formulas in the mini payroll calculator to have it generate the total number of hours worked per week automatically. 

Use the payroll sheet template to generate weekly, biweekly, or monthly payments to each employee.

This template is best for small businesses that outsource their work to contractors. Because it’s just a timesheet and not part of a larger project management tool, it may be too simple for organizations with numerous departments and many salaried employees. 

This Excel Time Log Template offers a seamless method for logging working hours . It’s designed for those who don’t need any bells or whistles, just a simple solution for basic time management and billing purposes. 

Start using the template by filling out the employee section with your name, address, and other important information. Do the same for the section reserved for your customer or employer’s information. Next, input the date when you performed a particular task or service, as well as its start and end times. You can also add break intervals and input the total work duration in minutes or hours to further streamline the tracking process.

This template can also serve as an invoice generator . When you’ve finished a project or come to the end of a pay period, simply submit the filled-out log to your employer, in paper or in digital form.

This Excel timesheet template is sesigned to simplify time management, this template is perfect for both small businesses and large corporations. It allows you to record in/out times, calculate total work hours, and automatically deduct break times for each day of the bi-weekly period. Plus, with built-in formulas, it makes processing payroll a breeze. Stay organized, save time, and improve accuracy with our Excel biweekly timesheet template

This Excel timesheet worksheet template is designed to keep track of hours worked, breaks taken, and overtime, all in one place. With automated calculations for daily and weekly totals, it eliminates errors and saves valuable time. This template also allows customization to suit your unique business needs. Ideal for businesses of all sizes, this template is the perfect tool to streamline your payroll process and enhance productivity

Different businesses have different needs, from tracking hourly employee work to project-specific timings, to client-specific timings for consultants. Therefore, timesheet templates come in many types according to particular needs and the nature of work. Here are several types of timesheet templates:

• Daily Timesheet Templates: As the name suggests, these templates let users log their day-to-day work hours and activities. They are useful for finding inefficiencies in productivity and fine-tuning work patterns to increase efficiency.
• Weekly Timesheet Templates: These offer a more holistic overview of work completed in a given week. Team members can log their everyday tasks and compile them into one cohesive timesheet. This can help managers with weekly work analysis and journey mapping.
• Monthly Timesheet Templates: Monthly timesheet templates allow you to have an in-depth view of tasks completed throughout the month. It’s beneficial for team leaders and project managers to understand the workload, project progress, and time allocation of the entire team during a month.
• Project Specific Timesheet Templates: These templates focus on individual projects, breaking down the time allocation for each task in the project. Both project managers and team members can use such templates to track project timelines, cost management, workforce management, and overall project progress.
• Client-Specific Timesheet Templates: Consultants and freelancers often use client-specific timesheet templates to track their working hours for each client. This type of template is useful for accurately billing clients and keeping track of hours worked on each project per client.
• Employee Timesheet Templates: These templates are used for tracking each employee’s work hours, including overtime and sick leave. It is beneficial for HR purposes, such as payroll and absence management.
• Contractor Timesheet Templates: Contractor timesheet templates are generally used by external workers or freelancers to log their hours for their clients or the organizations they are contracted to. Such templates make it easier to oversee the work carried out by contractors and to ensure accurate payment.
• Task-Focused Timesheet Templates: Rather than concentrating solely on the hours worked, these timesheets focus on the tasks completed within those hours. They provide a more detailed look at productivity and can reveal areas for improvement.
• Decide on the Format: Choose whether you want a generic weekly, bi-weekly, monthly, or project-based timesheet template.
• Define Categories: Include categories on the timesheet such as dates, tasks, start and end times, and total hours worked.
• Add Special Sections: Don’t forget to include sections for breaks, overtime, and vacation or sick days.
• Automate Calculations: If you’re using a digital tool, set up automatic calculations for hours worked and overtime.
• Assign Ownership: Make it clear who is responsible for filling out and submitting the timesheet.
• Review: Test your timesheet to ensure it’s easy to fill out and fulfills all your requirements.
• Train Your Team: Brief your team on how to use the timesheet accurately.
• Implement: Roll out the timesheet for use, and make sure there’s a clear process for time tracking, submission, and approval.
• Monitor: Keep track of how well the timesheet is working and tweak as needed.
• Optimize: Regularly review and update your timesheet according to feedback or changing needs.

Managing work hours effectively is crucial to ensure productivity and avoid needless overtimes. Using an easily accessible tool like ClickUp for creating timesheets helps streamline this process tremendously. Here’s a step-by-step guide on how to create a timesheet in ClickUp, helping you keep track of your team’s time efficiently.

• Start by clicking on ‘More’ in your Sidebar.
• Select ‘Timesheets’.
• (Optional) Click the pin icon next to ‘Timesheets’ to keep it handy in your Sidebar.
• Use the ‘Timesheets’ page header to customize your timesheet as needed.
• Go to ‘My Timesheet’ tab, and click the ‘Settings’ icon to modify your timesheet.
• Set your weekly or daily capacity by selecting ‘My Capacity’.
• You can edit the date range to specify the period you want your timesheet to cover.
• Filter your timesheet based on ‘Billing’, ‘Tag’, or ‘Tracked time’ options.
• Organize how your timesheet is displayed using the ‘By Task’ or ‘All entries’ tabs.
• Utilize the view tabs on the upper-right part of the screen to display your timesheet in terms of tasks or individual time entries.

Start Managing Employees with Timesheet Templates

While each of these templates shares a few key features and will get your team’s time back on track, not all timesheet templates pack the same punch, and some are guaranteed to take your time management strategies even further. Which templates, you ask?

The ones attached to a dynamic productivity platform are strong enough to centralize all of your work across apps into one collaborative hub.

AKA, ClickUp . 🙂

With over 15 unique views , a rich set of time-tracking features, and hundreds of templates for every use case, ClickUp is the ultimate solution for saving time and staying intentional with every second of your day.

Even on its Free Forever Plan , ClickUp is loaded with every feature tool needed to take your productivity to new heights and integrates with over 1,000 other work tools to streamline your processes even further.

Sign up for ClickUp today and start saving time in no time. ✅

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Timesheet templates

Stay organized and keep track of your work with these free timesheet templates, or, if you manage employees, easily track their hours for accurate and efficient payroll..

Free timesheet templates for employees and employers

Timesheets can help employees (or employers) track productivity, bill clients, and follow labor laws, and these timesheet templates are great for any type of business, like restaurants, retail stores, marketing agencies , tech companies, and really any company or organization.

These timesheet templates can help you track your work on a daily, weekly, bi-weekly, or monthly basis. Timesheets can help keep track not just of working hours, but of vacation and sick days, too, so these templates are perfect for both hourly and salaried employees.

Each timesheet template is fully editable (most timesheet templates are Microsoft Excel files) so you can change the text and font, add your company logo, update to your brand colors, and more. To organize and streamline your timesheets, consider uploading your timesheets to OneDrive. That way, you can edit your timesheets from anywhere and share them with your manager or your clients. You can even download and print these free timesheets from anywhere. Want more templates for keeping your business organized? Explore more planners and trackers .

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12 free timesheet templates (and how to use them)

About five years ago, my roommates and I invested in an old-timey punch clock to solve a few co-habitation issues. It came with these little discontinued cards and made a spooky clicking noise, but it helped us stay informed regarding who left that pan to soak in the sink for two days. Each roommate would clock in to do their chores and keep track of the hard work they put in at the sink.

The clock was fun in a retro, connect-with-your-factory-working-ancestors kind of way, but there were challenges that we couldn't overcome even with Tock the Clock's help. 

I could see that Danny spent 30 minutes at the sink, but I had no idea what he was doing since the pan was still there soaking afterward. I couldn't really blame Tock—after all, it worked well for my grandfather's generation. We needed a solution that tracked time but also informed the collective residents, even briefly, of what was being done, which tasks were taken care of, and which ones still needed to be done. Since we were bored and wanted to find the ultimate dishwashing time management tool, we transitioned to timesheets.

Table of contents:

What is a timesheet?

A timesheet is a document that keeps track of the amount of time someone spends on a project over a certain period. It offers everything the old-timey clock does with an extra dash of detailed information, such as project progress, tasks, and milestones that keep teams aligned.

While punch clocks were frequently used by corporate offices filled with cubicle-shaped despair to track their employees' clock-in and clock-out times for each day, timesheets provide much more context and utility. For example, modern businesses use timesheets to accurately report time spent on specific tasks, activities, and projects. Managers, HR specialists, and company leaders can then easily monitor project progress, resource allocation, and payroll details.

The basic elements of a timesheet include the company's info, the employee's name, the timeframe that's being tracked, and the work hours completed. Even the most basic timesheet should, at the very least, inform you of the amount of work each employee accomplishes during a certain timeframe.

With that being said, here are a few Danny-vetted timesheet templates that you can adopt.

1. Standard weekly timesheet template

The standard weekly timesheet template contains all the basic elements. It tracks time allocation for multiple projects over a five-day workweek, something you can easily customize to fit your company's needs. Input the number of hours an employee has spent on each project, and adjust the hourly billing rate. The template is set up to automatically calculate the total number of hours worked and billing due.

The second page of the timesheet outlines project details. Employees can use it to outline their efforts for each project, note their progress, and if needed for collaborative efforts, update their team on what they've accomplished.

Tip: Encourage your team to use the notes section for collaborative discussions.

2. Biweekly timesheet template

The biweekly timesheet accommodates tracking time for projects that span—you guessed it—two-week periods. It contains the same basic elements, outlining daily hours, dates, billing totals, and a page dedicated to project details. 

It's best used for businesses that adopt a biweekly approach to their payroll or operations. Considering the longer period of time, it's best to keep project details separated by week and make sure that information isn't condensed into a single box. This helps minimize confusion and enables more detailed notes and reports.

Tip: Use the notes section to summarize biweekly progress for each project and keep information digestible at a glance for the rest of the team.

3. Hourly employee timesheet template

This timesheet is the simplest version and performs the same function that Tock the Clock did for our kitchen, with the added benefit of a page outlining project details. This function would have been useful to outline who did the cutlery, who was soaking the pan, and maybe host a note warning against opening the kitchen drawer too fast or it'll come loose, scattering spoons, hopes, and dreams all over the floor.

This template benefits businesses that track hourly activities to accommodate situations like advisors, temporary or part-time workers, and consultants.

4. Daily timesheet template

The daily timesheet template tracks activities on a day-to-day basis. This is most useful for operations that require a daily report or update, like daily sales volumes, event attendance, or training progress. Each day is tracked on its own page, outlining start and end times, total hours worked, and project or task descriptions.

The dedicated description section for each day can be especially useful for teams that don't always work in close proximity or don't collaborate on the same project for extended periods of time.

Tip: Create a new tab for each day and title it with the date to keep your daily timesheets organized as they start piling up.

5. Freelancer timesheet template

This timesheet is designed to track the flexible details of freelancer work. Alongside tracking hours, start times, and end times, it also tracks the freelancer's hourly rates, their total daily earnings, and the amount they are due throughout the project.

Tip: Customize the timesheet to fit your freelancer's entire contracted period to aggregate their work, progress, and billable hours in one document.

6. Client billing timesheet template

This timesheet template is useful for companies that track their daily billable hours for each client over time. It's designed to outline the particular task or project being worked on, the stage it's at, and the rates for each service.

For example, a marketing agency's advertising services may be more expensive than its market analysis services. This timesheet template keeps track of all this information for better visibility of its revenue over time.

Tip: Color-code your clients on the timesheet to better analyze their significance in terms of revenue and time consumption. 

7. Consultant timesheet template

This timesheet template is designed to track a consultant's daily work. Considering many consultants charge a flat fee for their services, this timesheet isn't designed to track total earnings. 

It also outlines the various locations the consultant may visit or work in. Companies that hire consultants sometimes need them to move through different facilities to get their expert opinions on what can be improved.

Tip: Aggregate your consultant's activity remarks into a separate document you can use later to review their observations and incorporate their feedback to streamline your business operations. 

8. Timesheet for multiple projects

This timesheet template is designed to keep track of multiple projects over time. It includes fillable sections that identify the project, activities undertaken within it, and the tracked time for each day.

My roommates and I could have used this template to track our different endeavors, from cutlery cleaning and pan soaking to nailing that pesky drawer shut once and for all. Our kitchen was a high-tension environment, and there were always multiple ongoing projects. Don't let this be your reality.

Tip: Once the timesheet is beginning to fill up, use the project details tab to group project activities together, creating a detailed summary of work done for each project.

9. Task-based timesheet template

The task-based timesheet allows users to track specific tasks, input descriptions, and designate their status, whether they're in progress, completed, or halted. This makes it easier for readers to quickly scan the document and know exactly where each task sits.

Tip: Use the task description section to outline the details of the task, and use the project details notes to go in-depth regarding any issues, updates, or reasons for delays.

10. Payroll timesheet template

The payroll timesheet template outlines hours worked alongside any overtime, vacation, sick leave, and holidays that need to be considered. It simplifies matters for your HR department and helps them keep each employee's billable hours organized and well-documented.

Tip: Incorporate any holidays your company observes into the timesheet, so those days are always tracked and added automatically and employees only need to input their own work hours.

11. Field service timesheet template

The field service timesheet is designed for work performed on various sites, be it construction sites, homes, or public property. Companies that engage in physical labor or whose services require a specialist can use this timesheet template to better track employee hours, work, location of work, and any notes they may have.

Tip: Leverage the timesheet to get detailed reports from your employees. Leadership may not always have visibility regarding on-site projects, making the notes section on this timesheet an especially valuable tool.

12. Contractor timesheet template

This timesheet template helps track a contractor's work hours, billing rates, and contracted hours. Generally, companies that engage contractors will have already established an agreed-upon number of work hours. By outlining the contracted hours in the timesheet, both the business and the contractor can easily discern milestones to hit.

Tip: Adjust the timesheet to reflect your company's preferred billing cycle (weekly, biweekly, or monthly), so it remains compatible with any other payroll documents or tools your team is already using.

How to use a timesheet template

Incorporating a timesheet into your team's process boils down to clear instructions and training. With that in place, it takes a bit of time and practice to streamline the process.

It took Danny four days to realize that he was punching his time in on Tock the Clock but never punching out. We were halfway through making the intervention banner to address his soapy sink problem before we realized what was happening.

Depending on the time period you're tracking, the timesheet can be filled out in a number of ways. Some employees prefer to track their time live or mark their hours at the end of the day. Others will be more comfortable logging their hours on a weekly basis. Determine what works best for your business and adjust accordingly.

Timesheet FAQ

We spent the first few days after Tock the Clock moved into our home trying to figure out, through trial and error, how we could best use it to solve our kitchen issues. We managed to find the answers in the end, but we would have probably saved a lot of time, effort, water, and soap if we had done our research beforehand. To save you the experience, I've put together some frequently asked questions about timesheets.

How do I choose the right timesheet template for my business?

Start by identifying the timeframe that works best for your company. Once you know whether you'd like to track time on a daily, weekly, biweekly, or monthly basis, you can filter the timesheet templates based on the nature of your work. 

Businesses with a focus on large-scale projects would benefit from the task-based timesheet template, whereas companies that employ a lot of freelancers would likely find the freelancer and contractor timesheet templates more useful.

Are there any legal implications associated with timesheets?

Before you implement timesheets into your process, make sure you do your research regarding compliance with labor laws and regulations in your region. You'll also want to emphasize the importance of accurate recordkeeping to employees.

Create a document that addresses any local legal requirements, and distribute it throughout your company before implementing timesheets.

How can I ensure employee compliance and accuracy in filling out timesheets?

The best way to maintain accuracy is to utilize software to track the exact number of hours worked and consistently assess time tracking activities.

Extensive training and supervision can help guide your workforce to be compliant with regulations. 

Automate time tracking with Zapier

Timesheets can make a difference in your time tracking efforts and change how your team operates. They add structure and visibility—the kind that turned Danny from a pan-soaking expert to the most efficient dishwasher I've ever seen.

Related reading:

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Hachem Ramki

Hachem is a writer and digital marketer from Montreal. After graduating with a degree in English, Hachem spent seven years traveling around the world before moving to Canada. When he's not writing, he enjoys Basketball, Dungeons and Dragons, and playing music for friends and family.

• Time tracking

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Timesheets: How to Use Project Timesheets

Brought to you by projectmanager, project management software with automated timesheets that’s trusted by 35,000+ users..

What Is a Timesheet?

Types of timesheets.

• What is Timesheet Software?

How to Make a Project Timesheet

Free timesheet template for excel, must-have timesheet software features, why are timesheets important, why projectmanager is the best project timesheet software.

A timesheet is a time-tracking tool that helps employers keep an eye on labor costs. Timesheets are used by management, human resources and accounting departments to record time and pay employees based on the calculation of their total work hours. The most common association is with time cards or time clocks.

In project management, timesheet software has become invaluable for businesses to monitor their time and keep projects on track. Timesheets can also be used as a management tool for expense tracking, capacity planning, or estimating team availability.

ProjectManager weds timesheet management with cutting-edge project management software for a comprehensive tool that takes care of your project and time tracking needs. Sign up for a free trial today to see how much more efficient you can be when you combine time management with project management.

There are four main types of employee timesheets; daily, weekly, bi-weekly and monthly timesheets, which are used depending on the type of work to be performed and the preferred pay period. Most time cards, time clocks and timesheet calculators have these four alternatives.

What Is Timesheet Software?

Timesheet software can also be called a time card calculator, time clock calculator, work hours calculator or even a payroll hours calculator. All of these terms typically refer to software that lets you create timesheets , timecards or time clocks to keep track of your employee’s billable hours.

Timesheet software is used to streamline the payroll process. Modern software offerings have also expanded to include features that track the time it takes to complete each task and helps managers keep the project on schedule.

In fact, nearly every aspect associated with time management in a project can be monitored and tracked with timesheet software. Beyond just collecting the time a team works on a task, software can keep track of scheduling, resources and other variables that are associated with task execution.

Microsoft Project is one of the most commonly used project management software, but it has major drawbacks that make ProjectManager a better choice to manage timesheets.

Timesheet management is a key component to bringing a project to a successful conclusion. Project managers need to monitor the time in their projects accurately to reduce costs and stay on track. The better your timesheet software does this, the better it is for your project. Timesheet software helps managers streamline their payroll process better than old-fashioned methods such as time cards and time clocks.

There are a number of ways to create and use timesheets. The simplest is a physical, paper-based timesheet. Using a physical timesheet template to calculate work hours saves costs, but can introduce issues such as lost timesheets and difficult-to-search archives.

Electronic timesheets can be made in Excel or Google Sheets with a breakdown of tasks, projects, programs, client billing and more. Using an Excel timesheet template saves time and streamlines much of the time management and payroll process. However, it can be unprofitable as it requires more time spent inputting data and shepherding the timesheet through departments.

The best way to create a timesheet for payroll processing is to use a timesheet calculator like ProjectManager . Here are some simple steps you can follow to create a timesheet using our timesheet software, so you can replace antiquated time cards and time clock calculators.

1. Create a Work Schedule

Before you can calculate your employee’s work hours, it’s important to create a schedule for them. Timesheets are much easier to manage when you have an idea of what tasks employees will be working on ahead of time.

We recommend you begin building your work schedule by laying out the tasks that need to be done in the upcoming days, weeks or months, depending on the type of timesheet you choose.

With ProjectManager, you can use different work management tools such as task lists, project calendars, kanban boards or Gantt charts to map out the tasks that need to be done.

2. Assign Tasks to Your Employees

Now that you’ve mapped out your project tasks using either one of those work management tools , you’ll need to assign them to your employees. In the software, invite team members to the project. They’ll be notified by email that they have been added.

As you assign tasks to team members, the timesheet calculator will automatically calculate their work hours and keep track of labor costs.

3. Track Employee Work Hours

Each team member is responsible for tracking the hours they work on a task. This information is then collected on the timesheet. Log hours on individual tasks or log them on the timesheet. You can also click auto-fill to pull in all the tasks assigned to you.

Then, assign an hourly rate for your employees, so that the software can automatically calculate the labor costs based on each employee’s work hours.

4. Designate a Timesheet Approver

Assign someone from the team who will receive the submitted timesheets. This person, usually a manager, will make sure that the billable hours match the tasks completed.

Under the Manage Users tab, choose an approver to whom the team member will submit their timesheet for review. This person will be in charge of the approval process and acts as the gatekeeper between workers and payroll/human resources.

5. Review & Approve Timesheets

A manager can be notified when timesheets are ready for approval and then locked when they’re approved, creating a seamless payroll process that saves time and money. Online time card calculators like ProjectManager also allow you to create printable timesheets.

Much of the timesheet process in ProjectManager is automated to save time and increase efficiency. However, there still needs to be a person who looks over the timesheet to make sure it’s correct before passing it on to payroll.

After the requisite amount of time has passed (typically weekly, bi-weekly, monthly, or bi-monthly), it’s time to review the timesheet before submission. View the timesheet by clicking time on the primary navigation menu. Set the week you want to review.

6. Share Timesheets & Workload Reports With Stakeholders and Clients

Now that your timesheet is approved, you can take your time tracking even further by using reports . Reporting is useful to review your data and identify bottlenecks, overages and other discrepancies. They’re also an essential timesheet management tool for keeping stakeholders in the loop.

You can make reports from timesheet data for individual users or projects over a specific date range to get more detailed information on progress. Customize and share reports as a PDF or spreadsheet for when you have a stakeholder presentation.

ProjectManager is a trusted, award-winning software that has helped project managers complete over two million projects. Access to our robust timesheet software can be just what you need to unlock the next level of productivity.

If you’re not ready to use our automated time card calculator, you can still use our free timesheet template for Excel to calculate work hours.

To get acquainted with a typical timesheet, we’ve created a free timesheet template for newcomers to play with and explore on their own. It’s a typical, weekly timesheet example that includes hourly rate total hours, regular hours, overtime hours and vacation considerations.

If you decide to eventually use ProjectManager, the above Excel template can be directly imported for you to continue your work.

Related: Free Project Management Templates

What Should Be Included in a Timesheet?

Whether you use time clocks, time cards, timesheet templates or timesheet software to create and manage timesheets for your organization, your timesheets should include the following data:

• The Name of the User: This is the person who’s completing the timesheet. Managers may have access to employee timesheets to verify whether they’ve logged in their billable hours correctly.
• Date: Weekly timesheets are the most popular. The date field lets you navigate through the calendar and enter your working time for a particular week.
• Project: Timesheets can group tasks by project (this is how it works in ProjectManager) to make it easier for the user to see what they’re recording at a glance.
• Task: The list of tasks that the user has been allocated to work on that aren’t yet marked as complete.
• Copy Last Week: If you’re working on similar or the same tasks each week, you can auto-populate the timesheet with last week’s tasks rather than have to input them again.
• Days of the Week: The rest of the timesheet columns display the days of the week. Mark the hours worked on each task against the correct days. Some projects might demand the use of daily timesheets, which describe the tasks performed in a day and other details such as hours worked, clock-in and clock-out time, among others.
• Percentage Complete: See what percentage of your tasks are done.
• Auto-Totals: Columns and rows will automatically total so you can see at a glance how many hours you’ve worked in a day or on a particular task. This helps both employers and employees calculate total hours, regular hours, overtime hours and double time for payroll purposes.
• Submit: If an approver has been assigned, the timesheet when ready can be sent to that person to review. Electronic timesheets are easily shared online, while printable timesheets can be delivered in person.
• Notes: Add comments and upload files to timesheet entries to remind yourself of what the task was about or to note why it took longer (or less time) than expected.

You’ll also typically see lines on the timesheet that don’t directly tie back to tasks on the project schedule. These lines could represent things like paid time off (PTO), team meetings, training and so on. These tasks take up time during the working week but don’t necessarily contribute directly to a project.

For What Are Timesheets Used?

Employers need timesheet software to calculate how many work hours should be paid to their employees. They’re used for payroll processing by companies or project teams from any industry. Here are its two most common uses.

Timesheets, Payroll & Client Billing

Timesheets are essential to the payroll and client billing process. Employers use timesheets to record data related to an accounting of their employees’ work time to accurately pay them. To create a timesheet managers must consider many variables such as their employee’s time cards, pay period, hourly rate, regular hours, overtime hours, mileage log, among others. Timesheets can be submitted weekly, biweekly, monthly or bimonthly.

Timesheets are mostly used for nonexempt employees, as it allows employers to not only pay for the hours worked but track them to stay compliant with state and federal regulations such as the Fair Labor Standards Act. This is known as timesheet compliance, and the standards differ depending on the industry and the regulatory entities. For any firms that bill their clients regularly, timesheets work as a means to track those billable hours for each client.

The importance of timesheets is myriad, from lowering costs due to inaccurate invoicing to tracking the time of your employees and using that data to adapt roles and improve performance. They act as protection against possible litigation by providing detailed records.

Timesheets and Project Management

We’re long past the age of office workers clocking in and out on an antiquated time log sheet or time card machine, but that doesn’t mean timesheets are no longer in use to track time. In fact, their utility has only increased as project management tools have become more advanced. Today, timesheets are a very versatile time-tracking tool .

Project management is modern, knowledge-based work, which requires the tracking and processing of large amounts of data in real time—and that includes time spent on tasks. Some project teams working in consultancy or agency environments will bill for the work hours that their team spends on projects using this data.

Savvy project managers, though, make full use of rigid adherence to online timesheets to identify avenues of optimization and improvement for their projects or business operations. The real value of timesheet tools is that they provide an easy way to see what the team is working on, at any time and determine if that work is being properly executed.

With proper use of a project timesheet, you can easily identify:

• Who is working on what
• What tasks are still outstanding
• What tasks are going to overrun their scheduled time
• Who is really busy and logging lots of hours
• Who isn’t recording many hours and may have the capacity to pick up more work to optimize the team availability
• Data that’s useful for capacity planning and expense tracking

Timesheets and Construction

The construction industry is one of the most labor-intensive industries there are, which means construction project managers have to keep close track of all the activities that take place on the construction site . This includes the work of their own construction crew and any subcontractors that might need to be hired.

ProjectManager’s timesheet calculator is ideal for construction projects  as it can be used in conjunction with other tools such as project calendars, Gantt charts and task lists, which are ideal for construction management.

Benefits of Using Timesheet Software

Timesheets keep track of team hours—that’s a necessity—but is it worth investing in an online timesheet software, or could a classic time clock calculator, time card calculator or time tracking spreadsheet suffice?

Certainly, a small business that doesn’t have to keep track of dozens of employees might only need to use printable timesheets, or just time log sheets and time cards. But once an organization scales, so too do the complexities of ensuring proper payment to their employees.

Timesheet Software Is Customizable

One advantage of an online timesheet compared to the old-fashioned way of logging hours with time log sheets and time cards is that you can customize them to fit the structure of your business. Not all companies are the same—they work in different sectors and have different needs when processing payroll. Online timesheets have the flexibility these businesses need to get their timesheets tracking more accurately.

Timesheet Software Facilitates Reporting

The problem with printable timesheet templates or even electronic timesheets made on Excel or Google Sheets is that they’re data islands. While they’re functional, they don’t go beyond the basic needs of a timesheet. On the contrary, an online timesheet has a central repository that can then be tapped to generate reports that give managers insight into how their teams are working and information to track the time in projects .

Timesheet Software Is Secure

Having an online timesheet software means that it can be electronically locked, keeping anyone from changing the information held within. Once a manager approves the employee timesheet, they can secure it to make sure that what arrives at payroll is the same as what they saw. No one can come in and change the numbers.

Timesheet Software Lets You Access & Edit Your Employee Timesheets With Ease

Printable timesheets have to be physically distributed, and even digital copies must be sent electronically. However, online timesheet software is accessible anywhere and at any time. If you’re managing teams who work in different locations and time zones, they can log into their timesheet when they need to update it without requiring you to send it to them.

This doesn’t even speak to having timesheets that are integrated with a larger project management software and can update automatically as teams submit their status. While not completely dismissive of the classic timesheets of yesterday, the online timesheets of today are what the workforce of tomorrow needs.

The following timesheet software features are crucial, and should be kept in mind as you compare and contrast different offerings to make your choice.

Make Data-Driven Decisions

Accurate monitoring requires accurate time tracking. Online timesheet software that automatically updates in real time gives users a current picture of the work hours their team is logging. Better data drives successful projects.

Submit Secure Timesheets

Keeping timesheets protected and making sure that they can’t be tampered gives teams and managers confidence in the payroll process. Look for timesheets that can authorize a person to approve them, and once approved, locks the document to insure its integrity.

Automation Improves Efficiency

Features that streamline the timesheet process save time. Timesheets should have an auto-fill option to populate the timesheet with recurring tasks that have been assigned to a team member. When tasks are repeated, they should be easy to copy to the next timesheet.

Share Timesheets With a Click

It’s important to have a simple way to get your timesheet where it needs to go—whether you need to export it as a PDF and email it or print a paper version. Ideally, you want a tool that can export it to your manager, who in turn shares it with payroll.

Get Deep Project Insights

Timesheets are a potential well of information if used properly. You want to tap into that data with reports that can be filtered to show what you want to see and then shared with stakeholders to keep them updated on progress.

Add Files and Comments to Timesheets

The ability to attach files and comments to your timesheets is important. If, for example, your team submits a timesheet with more hours than expected, they can attach a file of their deliverable to justify the extra hours. A timesheet should have unlimited file storage to do this.

The importance of timesheets are myriad, from lowering costs due to inaccurate invoicing to tracking the time of your employees and using that data to adapt roles and improve performance. They act as protection against possible litigation by providing detailed payroll records.

We touched on this earlier, and now we’ll take a deeper dive into the importance of timesheets as a project tracking tool .

Timesheet Information Helps You Build a Database for Future Projects

The data output from time tracking comes in the form of timesheets that show how long an individual spent doing a particular task. This is valuable data because many of those tasks will happen again in the future. Your time-tracking data repository will let you estimate better in the future because you can draw from real-life data.

For example, let’s say you estimate that preparing the wireframes for a new website will take 5 days. You put that on the project schedule and it automatically feeds through to the timesheets for the relevant resources. They complete the timesheets with the actual work hours spent on doing the wireframes. The wireframes take two people 4 days, so that’s 8 days of effort in total.

The next time you come to estimate the task for creating wireframes, you can use the real data of 8 days and create a far more accurate project schedule.

Timesheets Streamline the Billing Process

As we explained at the start, if your commercial model relies on charging clients for your time, then you need to know how much time to charge them. Timesheets also give you the detail so you can spell out exactly what you did on a project.

This is helpful if ever your invoices are queried, and especially when work takes longer than planned because of changes the client requested. Weekly timesheets are the standard to keep clients informed. However, daily timesheets can be more effective in projects with a shorter duration.

Timesheets Help You Manage Your Team’s Workload

Managers and employees are often surprised when they start to track their time because they can see exactly where they’re spending the most effort. And it isn’t always where it should be.

Timesheets can be helpful in pointing out why you aren’t as efficient as you think you should be because they flag where your time is going. This helps you manage your workload more efficiently, both during a single day and also over a longer period of time.

ProjectManager is more than just a simple time box or time card calculator, it’s robust project management software that lets you create automated & secure timesheets, create schedules, manage your team’s workload and much more. Here are some of the features you can use for time tracking and resource management.

Multiple Project Management Views

ProjectManager offers multiple project management tools that you can use to assign, schedule and track work. Choose between online Gantt charts , kanban boards, project calendars and other project views to create work plans. Your timesheets will automatically populate as team members log their work hours.

Real-Time Project Dashboards

Our real-time project dashboards allow you to keep track of the time each team member spends on each task, as well as their labor costs and workload capacity.

Workload Charts

Workload charts , like our timesheets, track hours as your team members complete the tasks you assign to them using our project management views.

Timesheet Resources

• Timesheet Software
• Time Tracking/Timesheet Template
• Work Schedule Template
• Using Timesheets to Get Better Estimates
• How to Make a Time Management Plan You’ll Actually Use
• 5 Ways to Use a Timesheet App
• Project Time Tracking: Management Tips & Tools
• Time Management Strategies & Tools
• A Quick Guide to Time Blocking

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• Project Management

What are Project Timesheets? Benefits, Examples, Templates

Home Blog Project Management What are Project Timesheets? Benefits, Examples, Templates

In project management, a time sheet is a document used by individuals to track and record the amount of time spent on a particular task or activity. Project Timesheets usually include information such as date, job description, hours worked, and other notes. 

The importance of timesheets lies in their ability to provide accurate and reliable information on resource allocation and project progress. A time sheet helps project managers monitor resource utilization, identify potential bottlenecks or inefficiencies, and make appropriate decisions about project timelines and resource allocation. It also records work completed, which can be useful for client billing, payroll, and project documentation.

What is Timesheet in Project Management?  

A Project Timesheet serves as a tool for tracking and monitoring time spent on work activities, enabling employers to manage labor costs effectively. It is commonly utilized by management, human resources, and accounting departments to accurately record employee work hours, facilitating proper payment calculations. Project Timesheets are often associated with timecards or time clocks.

Within project management, project timesheet software has emerged as an asset for businesses, enabling them to monitor time usage and ensure project adherence. Timesheets may be used for more than just time recording; they can also be used as a management tool for expenditure tracking, capacity planning, and forecasting team availability. Mangers can have deep understanding of the concept by enrolling in one of the best online Project Management courses.

By integrating Timesheet Project Management with advanced project management software, Project Manager offers a comprehensive solution that addresses both project and time tracking requirements. To experience the enhanced efficiency achieved through the integration of time and project management, consider signing up for a free trial today.

What is Timesheet Management?

Project Timesheet management refers to the process of effectively overseeing and organizing timesheets within an organization. It involves tasks such as collecting, reviewing, validating, and analyzing timesheet data. The primary goal of timesheet management is to accurately track and record employee work hours, ensuring proper payroll calculations and compliance with labor regulations. 

Key aspects of timesheet management include:

1.  Project Timesheets Submission: Establishing a system or platform where employees submit their timesheets regularly, typically on a weekly or biweekly basis.

2.  Review and Approval: Managers or designated personnel review timesheets to verify the accuracy of recorded hours, project allocations, and task descriptions. They may also approve or reject timesheets based on established criteria.

3.  Timesheet Tracking:  Monitoring the status of project online timesheets, tracking submission deadlines, and ensuring compliance with internal policies and regulations.

4.  Integration with Payroll and Accounting:  Integrating timesheet data with payroll and accounting systems to facilitate accurate and timely payment processing.

5.  Reporting and Analysis: Generating reports and analyzing timesheet data to gain insights into resource allocation, project costs, productivity, and overall time management.

6.  Communication and Support:  Providing guidance and support to employees regarding timesheet completion, addressing any questions or issues that may arise.

Efficient timesheet management helps organizations streamline their time tracking processes, maintain transparency, and ensure accurate compensation for employees' work hours. It also aids in project tracking, budgeting, and resource planning.

Types of Timesheets  

There are several types of Timesheets commonly used in the workplace:

1.  Paper-Based Timesheets: These are physical timesheets in the form of paper documents that employees fill out manually with their work hours. They are simple and cost-effective but can be prone to errors, loss, and difficulties in organizing and archiving.

2.  Electronic Timesheets:  These are digital timesheets created and managed using timesheet project management software applications or spreadsheets. They offer greater convenience, accuracy, and efficiency compared to paper-based timesheets. Electronic timesheets can be customized with features such as task breakdowns, project tracking, and automated calculations.

3.  Online Timesheets: These project timesheets are web-based or cloud-based, accessible through online platforms or software. They allow for remote access, real-time updates, and collaboration among team members. Online timesheets often integrate with other timesheet management tools, making them comprehensive solutions for time tracking and project management.

4.  Mobile Project Timesheets: These timesheets are designed for mobile devices such as smartphones or tablets. They provide flexibility and convenience, allowing employees to track their work hours on the go and submit timesheets from anywhere. Mobile timesheets often come with additional features like GPS tracking for location-based reporting.

5.  Punch Clock or Time Clock Timesheets: These timesheets are associated with traditional punch clocks or time clock systems. Employees physically record their start and end times by punching in and out on a time clock machine or using electronic time clock apps. These timesheets help track attendance, breaks, and overtime accurately.

Each type of timesheet has its own advantages and suitability depending on the organization's needs, work environment, and technology infrastructure.

Why Timesheets are Important for a Project?  

Project Timesheets are important for a project for several reasons:

1. Project Tracking and Progress Monitoring: Timesheets in project management provide a detailed record of the time spent by team members on various project tasks. This data enables project managers to track progress, identify bottlenecks, and make informed decisions to keep the project on schedule. It allows them to assess if tasks are being completed within the allocated time frames and take corrective actions if necessary.

2. Resource Allocation and Capacity Planning: Timesheets help in effectively allocating resources to project tasks. By analyzing the time logged in timesheets, project managers can identify the workload of each team member, their availability, and the distribution of tasks. This information allows for better resource management and ensures that work is evenly distributed, preventing burnout and optimizing productivity.

3. Cost Estimation and Budgeting: Project Timesheets provide valuable data for estimating the cost of a project. By tracking the time spent on each task, project managers can calculate the labor costs associated with the project. This information is crucial for accurate budgeting, forecasting, and ensuring that the project remains financially viable.

4. Client Invoicing and Billing: Timesheets serve as a basis for client invoicing and billing in projects where time-based billing is used. They provide an accurate record of billable hours, enabling project managers to generate invoices based on the actual time worked. This helps ensure that clients are billed correctly and facilitates transparent financial transactions.

5. Performance Evaluation and Documentation:  Timesheets in project management can be used as a tool for performance evaluation and documentation. They provide a historical record of individual and team contributions to the project. This information can be utilized during performance reviews, project evaluations, and for future reference, helping in assessing productivity, identifying areas for improvement, and recognizing exceptional performance.

Timesheets are essential for effective project management, enabling better tracking, resource allocation, cost estimation, invoicing, and documentation throughout the project lifecycle.

What are the Benefits of Timesheets?  

Timesheets offer numerous advantages for effective time management and project tracking. Implementing timesheets brings forth a range of benefits that enhance productivity and streamline project operations. 

Benefits of Timesheet in Project Management for Employees

Project Timesheets offer the following benefits in case of Employees:

1. Assess Individual Workload Across a Time Frame

Using a timesheet empowers employees to regulate their time effectively by monitoring the duration dedicated to each task. It also facilitates proactive planning by providing visibility into upcoming workloads over a specific period.

2. Maintain an Accurate Record of Time Allocated to Different Project Phases

Regularly updating the timesheet enables employees to precisely track their progress in relation to project deadlines. It highlights the time invested in major project activities or specific tasks.

3. Predict and Report Task Delays to the Project Manager

Through the timesheet, employees can promptly inform the project manager about their real-time progress. In the event of delays, the manager can adjust schedules or assign urgent tasks to available team members.

4. Recognize the Significant Impact of Timesheets

It is crucial to acknowledge the substantial value of timesheets as they are directly linked to resource planning and task management. They significantly contribute to the success of project management endeavors.

Benefits of Timesheet in Project Management for Managers

In case of Managers Project Timesheets offer the following benefits:

1. Assess the Availability of Project Team Members

By utilizing a timesheet, you can readily determine the availability of team members for workload distribution. The tasks assigned to each employee are clearly defined and quantified in terms of time. This simplifies project management while ensuring effectiveness.

2. Track User Progress to Anticipate Deliverable Delays

Timesheets provide valuable insights into any delays encountered during project completion, such as unforeseen challenges or an employee's absence due to urgent meetings or nonattendance. This information facilitates the redistribution of workloads to compensate for delays and meet the original project deadline.

3. Estimate Project Costs Based on Time Allocation

Timesheets serve as an excellent tool for estimating project costs. Each element is evaluated based on the time invested, enabling project management to compare projections with actual time spent at any stage of execution. This aids in the streamlined management of the project.

Managers need to have a good understanding of the timesheet benefits before applying them in real work situations. Enrolling for PMP prep course online will help you ace your PMP exam and learn more about timesheet in project management.

How to Make a Project Timesheet?  

There are several methods for developing and utilizing Project Timesheets. The simplest approach is to use a physical, paper-based timesheet. While this option saves costs, it can present challenges such as lost timesheets and difficulties in searching through physical archives.

Electronic timesheets can be created using software like project timesheet Excel or Google Sheets, allowing for the breakdown of tasks, projects, client billing, and more. Utilizing an Excel project management timesheet template saves time and streamlines the time management and payroll process. However, it may require additional time for data input and managing the timesheet across different departments.

To create an efficient timesheet for payroll processing, utilizing a timesheet calculator like ProjectManager is recommended. Here are straightforward steps you can follow using our timesheet software, which replaces outdated timecards and time clock calculators.

1. Establish a Work Schedule

Before calculating employee work hours, it's essential to create a schedule. Having a clear understanding of the tasks employees will be working on in advance facilitates better timesheet management. Using ProjectManager, you can utilize work management tools like task lists, project calendars, kanban boards, or Gantt charts to plan and schedule tasks.

2. Assign Tasks to Employees

Once timesheet management system project tasks are mapped out using the work management tools, you can assign them to your employees. By inviting team members to the project through the software, they will be notified via email. The timesheet calculator will automatically calculate their work hours and track labor costs as tasks are assigned to team members.

3. Track Employee Work Hours

Each team member is responsible for accurately tracking the hours they work on assigned tasks. This information is then recorded on the timesheet. Hours can be logged individually for each task or on the timesheet directly. The software also provides an auto-fill option to import all assigned tasks automatically. Hourly rates can be assigned to employees, enabling the software to calculate labor costs based on their work hours.

4. Designate a Timesheet Approver

Assign a team member, typically a manager, who will receive, and review submitted timesheets. This approver ensures that billable hours align with completed tasks. Select an approver in the software's Manage Users area to whom team members need to submit their timesheets for evaluation. The approver acts as the gatekeeper between workers and the payroll or human resources department.

5. Review and Approve Timesheets

Managers can receive notifications when timesheets are ready for approval and can lock them once approved. This seamless payroll process saves time and reduces errors. Online time card calculators like ProjectManager also offer the ability to create printable timesheets. While much of the timesheet process is automated in ProjectManager, it's still important for a person to review the timesheet for accuracy before forwarding it to payroll.

6. Share Timesheets and Workload Reports with Stakeholders and Clients

Once the Project Timesheet is approved, you can take time tracking further by generating reports. Reports are useful for reviewing data, identifying bottlenecks, analyzing coverage, and other discrepancies. They serve as an essential tool for timesheet management, keeping stakeholders informed. 

Generate reports from timesheet data for individual users or projects over specific date ranges to gain detailed progress information. Customize and share reports as PDF or spreadsheet files for stakeholder presentations. Online PRINCE2 training certification will support your further learning of project management timesheet. This will help you gain industry-agnostic project management skills and know more about PMP.

Timesheet Examples and Templates  

Here are some sample Project Timesheets. Check some examples and templates of timesheets that can be used for tracking work hours and managing projects:

1. Weekly Timesheet Template

 - Date: ________

 - Employee Name: ________

 - Project/Task: ________

 - Start Time: ________

 - End Time: ________

 - Total Hours: ________

 - Comments/Notes: ________

2. Monthly Timesheet Template

 - Month: ________

3. Project Timesheet Template

 - Project Name: ________

 - Task Description: ________

4. Excel Timesheet Template

Downloadable Excel spreadsheet with columns for date, employee name, project/task, start time, end time, total hours, and comments/notes.

5. Google Sheets Timesheet Template

Online timesheet template created in Google Sheets, similar to the Excel template, allowing for easy collaboration and real-time updates.

6. Printable Timesheet Template

A printable sheet with predefined fields for filling in employee information, date, project/task details, start and end times, total hours, and space for signatures.

These examples and templates serve as a starting point, and you can customize them to meet your specific requirements. They provide a structured format for recording work hours, tracking project progress, and facilitating efficient time management.

Conclusion  

Project Timesheets play a vital role in project management by providing a means to track and manage work hours, monitor project progress, and ensure efficient resource allocation. By using timesheets, project managers can identify the availability of team members, distribute workloads effectively, and anticipate and address any potential delays or bottlenecks in project timelines. Timesheets also enable accurate cost estimation by tracking the time spent on each task, allowing for better budgeting and resource planning.

Automation reduces administrative burdens, improves accuracy, and enhances overall efficiency in managing timesheets and payroll processing. KnowledgeHut Project Management certification online will help you get globally recognized accreditations and authenticate your project leadership skills.

Frequently Asked Questions (FAQs)

Timekeeping is important in the workplace as it ensures accountability and productivity as employees are expected to accurately record their work hours. Also, it aids in project management by allowing managers to track progress, allocate resources effectively, and meet deadlines.

Timesheets are necessary as they provide a transparent and documented record of employees' work hours, which is essential for accurate payroll processing and compliance with labor laws. Timesheets help in tracking project progress, identifying bottlenecks, and ensuring effective resource allocation.

The responsibility for timesheets typically lies with both the employees and the management or HR department. Employees are responsible for accurately recording their work hours, including the start and end times of tasks or projects, as well as any breaks or interruptions.

Kevin D.Davis

Kevin D. Davis is a seasoned and results-driven Program/Project Management Professional with a Master's Certificate in Advanced Project Management. With expertise in leading multi-million dollar projects, strategic planning, and sales operations, Kevin excels in maximizing solutions and building business cases. He possesses a deep understanding of methodologies such as PMBOK, Lean Six Sigma, and TQM to achieve business/technology alignment. With over 100 instructional training sessions and extensive experience as a PMP Exam Prep Instructor at KnowledgeHut, Kevin has a proven track record in project management training and consulting. His expertise has helped in driving successful project outcomes and fostering organizational growth.

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Free Excel Timesheets and Time Card Templates

By Kate Eby | July 19, 2022

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We've compiled a variety of the top Microsoft Excel timesheet templates, all of which are free to download and completely customizable. Each template includes the features of a  traditional spreadsheet to help you stay organized.

Included on this page, you’ll find a weekly timesheet template , a multiple employee timesheet template , a biweekly project timesheet template , and a monthly timesheet template .

Weekly Timesheet Template for Excel

Download Weekly Timesheet Template for Excel

Use this weekly timesheet template to enter start and finish times each day. The table columns allow you to record and differentiate among regular, overtime, holiday, and other hour types. Employees can track hours and pay with the corresponding hour rates in the bottom three rows of this Excel timesheet template. 

To record work hours in your choice of formats and for various pay periods, check out our roundup of free timesheet and time card templates .

Multiple Employee Timesheet Template for Excel

Download Multiple Employee Timesheet Template for Excel

Multiple employees can use this timesheet template to identify work shifts and enter a week's worth of daily hours. With this Microsoft Excel template, employees can also list their department and calculate total weekly hours. Use the daily break and lunch rows for accurate, up-to-the-minute tracking and record keeping. 

To enter and submit work hours each week, check out our free weekly timesheet templates .

Weekly Project Timesheet Template for Excel

Download Weekly Project Timesheet Template for Excel

Project managers can use this weekly project timesheet template to track regular, overtime, vacation, and other employee hours every day of the week. This simple, detailed Excel template features sections that automatically total hours and calculate daily and weekly pay-by-hour totals and rates. The Project section at the top of the timesheet also includes space to describe the project in detail. 

Download more free templates designed specifically for biweekly pay periods .

Weekly Construction Timesheet Template for Excel

Download Weekly Construction Timesheet Template for Excel

Construction teams can use this timesheet template to list important site information, as well as their trade, title, and ID number. Enter daily regular, overtime, and other hours — as well as the corresponding pay rates — to calculate total pay. General contractors can rely on this weekly timesheet template for accurate updates and estimates for construction job completion. 

To enter and submit daily work hours, check out our article with free daily timesheet and time card templates .

Consultant Timesheet Template for Excel

Download Consultant Timesheet Template for Excel

Use this timesheet template to enter and track billable hours for the week and across multiple tasks. With seven columns for each day of the week, this template provides the scheduling flexibility consultants might need. Plus, the template includes space at the bottom of the chart for agreement and approval signatures. 

You can also enter, track, and manage monthly payrolls with one of these free monthly timesheet templates .

Biweekly Timesheet Template for Excel

Download Biweekly Timesheet Template for Excel

This timesheet template features space for employee and company details, as well as start and end dates for biweekly pay periods. List dates, along with specific start and end times for lunch and daily work hours, and add notes and more details in the space provided. 

To find and download timesheets in another spreadsheet format, use one of these free Google Sheets timesheet templates .

Biweekly Project Timesheet Template for Excel

Download Biweekly Project Timesheet Template for Excel

Use this biweekly project timesheet template to track work activities and hours for multiple projects at once. Project managers can use the template to track activity hours for two different projects on the same day over two weeks of work. This template also functions as a record of task status to inform larger project management needs.

Timesheet Template with Lunch for Excel

Download Timesheet Template with Lunch for Excel

With this Excel template, you can enter start and end times for daily lunch, as well as two daily breaks, for a biweekly pay period. This timesheet template includes sections to note employee and company information, including names, addresses, an ID number, and department. The bottom of the timesheet includes cells for total hours and pay for both regular and overtime hours.

Monthly Timesheet Template for Excel

Download Monthly Timesheet Template for Excel

Use this monthly timesheet template to enter and track regular, overtime, vacation, and other hours. The bottom rows of this template provide hour totals, rates for each hour type, and total pay calculations in an Excel spreadsheet. This template also includes a column that lists the total hours for daily work tracking.

Monthly Volunteer Timesheet Template for Excel

Download Monthly Volunteer Timesheet Template for Excel

Describe volunteer work for different organizations on different days with this timesheet template. Volunteers can list amounts for required hours, completed hours, and the balance due for the month. This template features space for advisor contact information and a signature column for daily hours approvals.

Daily Timesheet Template for Excel

Download Daily Timesheet Template for Excel

Use this timesheet template to enter regular, vacation, and other hours for any daily work shift. You can then track hour totals and calculate gross pay. Plus, the bottom of the timesheet includes space for dated submission and approval signatures.

What Is an Excel Timesheet Template?

An Excel timesheet template is a spreadsheet that businesses use to track employee hours and manage their payrolls. These templates allow employees to enter total hours and calculate pay easily, and are also organized and editable to suit your needs.

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Easy-to-use timesheet templates to track your staff

“Filling out timesheets is fun!” — nobody, ever.

While timesheets are a crucial ingredient to running a successful business, creating and filling them out can be a huge time suck,

An efficient timesheet template that works with you (and not the other way around) is transformative for teams of all sizes.

This article will explain what timesheet templates are and why they’re vital to help understand how your team spends its time. You’ll also learn how to implement flexible timesheet templates with the rest of your processes by using monday.com’s Work OS .

Get the template

What is a timesheet template?

Timesheets record the total number of hours a team member spends on various tasks. They can also help track billable hours when you’re working with clients.

Timesheet templates are reusable tables to simplify the timesheet creation process. They’re helpful for organizations of all sizes — from small businesses to global corporations.

There’s no need to start from scratch when you need a new timesheet with a template. Instead, simply duplicate the original template and start tracking your time — or print it out if you need a physical copy.

Why use a timesheet template?

Timesheet templates help to get your entire team on the same page about how they should track time. However, imagine if everyone created their timesheets every week. This would result in an inconsistent time tracking method — a payroll nightmare!

Payroll processing is more straightforward thanks to timesheet templates because everyone consistently tracks their time. You can even use tools to copy the relevant fields into the paycheck or invoice automatically.

Templates also help save time when creating new time cards. It’s a lot easier for your team when they can just fill out the sheets without making anything from scratch.

When using a timesheet template inside a Work OS, built-in dashboards help read data at a glance. For example, you can track regular and overtime hours and ensure that each paycheck is accurate.

A timesheet template can make billing and invoicing a breeze — if you use a template that separates billable hours from non-billable hours. Then, the accounting team can quickly turn that timesheet into an invoice for clients as long as they know the correct hourly rate.

This insight can help improve your project management and productivity . For example, you’ll notice time leakage more quickly if you’re able to track it. This can help avoid overtime hours, which can help cut costs.

Finally, you can create more accurate project timelines by looking at previous timesheet data. For example, if your data tells you that this type of project takes two people around 300 hours to complete, you’ll know that you need to allow at least that much time for the next project.

What are some examples of timesheet templates?

Timesheet templates are common in spreadsheet formats. If you’ve ever filled out a printed timesheet, you’ve likely come across this template type.

Someone will create a printable timesheet template in spreadsheet software such as Microsoft Excel or Google Sheets. Then they can print as many copies of the Excel timesheet as they need for an entire team to use.

( Image Source )

But timesheet templates can be categorized into several other types. For example:

1. Projects timesheet template

Managers can use a projects timesheet template to track how many hours employees worked on a given project instead of the total hours worked for a particular individual . In addition, it calculates the amount of work this individual has completed related to the project.

This type of timesheet works well for billable projects. For example, even if a company pays an employee 40 hours a week, they’ll only bill their client for the number of hours they worked on their project.

2. Google Sheets timesheet template

Google Sheets is Google’s version of spreadsheet software, similar to Microsoft Excel.

Because it’s easily accessible on the cloud, Google Sheets is an excellent solution for teams working from home . Bonus: It can integrate with monday.com! So, if you need printed timesheets, you can create them in Google Sheets and keep managing them from monday.com.

3. Weekly timesheet template

Weekly timesheet templates track people’s time every week — on a weekly basis . It typically includes regular hours worked, rate adjustments like weekend pay, and other details. They’re usually submitted every week to payroll.

4. Monthly timesheet template

A monthly timesheet template will track time every month — on a monthly basis — unlike weekly timesheets.

They tend to be less detailed than a weekly timesheet. For example, they may not include lunch breaks or other “less-important” information.

5. Biweekly timesheet template

Biweekly can mean two things: 2 timesheets every week or a timesheet every 2 weeks.

Confusing, right?

Which one you’ll use depends on the needs of your business. For instance, submitting 2 timesheets every week works well if you require lots of detail in time entries. On the other hand, 2 timesheets a month works well to sync with biweekly pay periods.

monday.com’s timesheet template

Already using monday.com’s Work OS? Sweet. We have some great news: there’s an online timesheet template ready for you to implement today.

This timesheet template is ready to use “as-is” out of the box. Yet, it’s also fully customizable — it works no matter your needs. Just drag and drop sections around to change it up easily and add new columns in just a few clicks.

Even better: This template can be easily shared across your team and your organization once you’ve set it up in your work OS.

Tips and tricks for making the most of a timesheet template

Most businesses use timesheets to simplify the payroll process. But timesheets can help you accomplish so much more.

This is especially true if you create your timesheet template in your monday.com work OS instead of using spreadsheet software. It’s much easier to create reports from these types of timesheets.

Below you can see how a timesheet template can visually represent where your time ends up.

Tracking time in this way can do so much more than helping your payroll team create paychecks. Figuring out how your team actually spends their time can help you achieve specific goals.

For example, many organizations aim to provide enough time for critical thinking. Critical thinking can lead to more creativity and innovation. This extra time can help teams achieve their full potential.

But it’s difficult to know where someone’s time goes if they don’t track it. That’s why it’s nearly impossible to gauge time for critical thinking without a timesheet.

Timesheets can also help teams make the most of meetings. For example, while your team conducts a meeting , one person can be in charge of tracking time. This is different from taking minutes — instead of taking notes about what was said, the person tracking time should list how much time is spent on each meeting item and action.

Once you plug this information in monday.com, you can visualize how much time is spent. Then, using this information, you can set goals.

For example, you may notice that too much time gets spent following up on statuses. You can cut this time down by 25% to leave more time for critical thinking. And since you’re tracking your time, you’ll be able to measure your progress for the next meeting.

FAQs about timesheet templates

Here are more essential facts about timesheets and timesheet templates.

Q: How do I create a timesheet template?

A: You can use a few methods to create a timesheet template that you can reuse repeatedly.

Create and edit columns in a spreadsheet — the hard way — OR customize your own columns on monday.com — the easy way. This method is a lot simpler because monday.com comes with prebuilt columns you can import easily, which means you don’t need to create everything from scratch.

Q: Does Excel have a timesheet template?

A: Yes, Excel has an official timesheet template that lets you track the hours you or your employees work in Excel. But it lacks the real-time tracking component of monday.com, making it tedious to use.

Q: Does Google Docs have a timesheet template?

A: Google Docs doesn’t have any official timesheet template, but you can download third-party templates or use the Google Sheets template.

Q: How do I make my hourly work on a timesheet?

A: When using a timesheet template in a spreadsheet, you’ll need a separate tool to track your time.

On the other hand, you don’t need a separate tool to track time on monday.com. Just add the time tracking column to your timesheet template.

Q: How do you calculate hours and minutes worked?

If your timesheets need to be granular and detailed, just use the time tracking function in monday.com to calculate your time down to the second.

Click on the “play button” to start the timer. Then, pause it and start it again as you need.

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Free timesheet templates in Excel, PDF, Word formats (weekly, monthly, bi-weekly)

If there’s one thing that both employees and employers agree with, it’s that time tracking is an extremely tedious process.

To make the process easier, download the three free employee timesheet templates in MS excel, Google Sheets, MS Word or PDF formats given in this article.

You can also use an automated time tracking tool instead of filling out spreadsheets or PDFs manually.

Using an automated time tracking tool like Time Doctor will give you far more accurate reports with zero manual effort – saving you time and money.

To learn about how Time Doctor automatically tracks time for you, jump to this section of this article .

What we will cover in this article:

The 3 types of free timesheets to download:.

You can click below to go to each template (in MS excel, Google Docs, MS Word and PDF formats)

• Weekly timesheet template
• Bi-weekly timesheet template
• Monthly timesheet template

Automated time tracking

• Cons of Excel timesheets
• Using automated time tracking tools instead of manual templates

Timesheet basics:

• What is a Timesheet?
• Applications of timesheets?

How to streamline your time tracking process

• Key tips for using Timesheets

Weekly timesheet template free

Weekly Timesheet templates are used when you calculate work hours and pay periods on a weekly basis.

Notes on our weekly simple timesheet template:

The “Week starting” field automatically inputs the date today and fills up the “date” and “day” columns accordingly. You can change this manually.

Total employee hours worked are calculated automatically. You only need to enter your Time In and Time Out data.

Total Pay is calculated automatically based on the Rate Per Hour that you set.

Automatic calculations only apply to these versions: Google Sheets and Microsoft Excel. We’ve only provided blank timesheet templates free for Microsoft Word and PDF.

Download timesheet links:

• Free Google Sheet (When you’re on the sheet, click File > Make a Copy if you want to create your copy)
• Free Excel Time sheet Template
• Free Word Time sheet Template
• Free PDF Time sheet Template

Bi-weekly timesheet template free

If you calculate work hours and pay periods every two weeks, a biweekly timesheet template would suit you better.

Notes on our bi-weekly simple timesheet template:

Automatic calculations only apply to these versions: Google Sheets and Microsoft Excel. We’ve only provided a blank timesheet template for Word and PDF.

• Free Biweekly Excel Timesheet Template
• Free Word Biweekly Timesheet Template
• Free PDF Biweekly Timesheet Template

Monthly timesheet template free

This timecard template is more detailed as it provides an overview of your monthly work hours and pay as well as a weekly breakdown of that data. You can even divide this into a semi monthly timesheet.

Notes on our monthly simple timesheet template:

In this free monthly timesheet, the “Month” field automatically inputs the current month. You can change this manually by entering any date of the month you want to create a timesheet for.

Dates and Days automatically fill up according to the “Month” field in the excel monthly timesheet. This includes the “Week Starting” column.

Total employee hours worked are calculated automatically on a monthly basis in this free monthly timesheet. You only need to enter your Time In and Time Out data on the Weekly Breakdown section.

Total Pay is calculated automatically based on the Rate Per Hour that you set and the pay period.

Download time sheet links:

• Free Microsoft Excel Monthly Time sheet Template
• Free Microsoft Word Monthly Time sheet Template
• Free PDF Monthly Time sheet Template

Limitations of manual time tracking with templates

Using spreadsheets or docs to track time has several limitations. It’s far more effective to automate time tracking with a tool like Time Doctor .

1) The human error factor

There are a hoard of possibilities arising from human error that could lead to massive mistakes in excel timesheets. For example, simply using the wrong formulas, incorporating wrong formats or mistakenly leaving out key figures can lead to massive miscalculations in employee pay rates.

In fact, one of the most common human errors made in excel timesheets is mistakenly deleting them. Trying to retrieve these deleted sheets can be a very difficult task and inevitably lead to crises.

2) The discrepancy between actual hours worked vs reported hours worked

While you must trust your employees, you can’t guarantee that everyone of them will be accurate with their reporting. There may even be unintentional errors in reporting actual hours worked.

Unfortunately, Excel sheets don’t provide you with the facility to track actual hours worked in real-time. Time sheets are based on reported hours worked, manually inserted in the spreadsheets.

A discrepancy of about 5-10 minutes every day may not be an issue, but when this difference climbs up, you could lose a lot of money.

3) You can’t modify or update data

Tracking time always involves elements of modification – whether it’s a sudden new task or if something takes longer than expected – there always has to be space for adjustment.

However, modifying data on traditional excel templates is a very time consuming process.

This difficulty has massive implications when the updates are seen too late and the employee has already been billed for a lower amount of hours than actually worked.

4) It’s difficult to assess productivity

Sure, Excel timesheets provide managers with all the hours workers have worked in a particular week or month, but it’s too much data to go through at once.

The format of this data isn’t conducive to making insightful decisions. In addition, the chances of a manager misinterpreting information is quite high seeing as it’s quite difficult to go through it all.

5) The issue with historical data

You must remember that Excel timesheets aren’t designed to store historical data. What this means is that quite often, to save space, earlier edition of reports are written over and updated.

The downside of this is you don’t have access to older data anymore.

The biggest drawback of not having access to historical data is that companies can’t spot long term trends and analyze productivity over time or even have proof to resolve disputes over hours worked in the future.

6) You don’t have access to “real time” reports

Timesheets are often sent to managers on a weekly basis.

This means managers don’t get updates about an employee’s work hours in real time. The issue here is as managers only get a “delayed copy”, a lot of the time these sheets may not reflect what’s currently happening or whether there has been any alterations to circumstances.

In addition, these reports can get lost in the managers inbox or they can get the wrong, outdated version of the file.

7) Their tendency to crash

The more an Excel sheet is updated or shared, the higher the chances of the file getting corrupted and unusable. You can’t run that risk when it comes to the important task of time tracking.

Use an automated time tracker tool

If you need a more efficient way to track time, something that takes less of your time to manage and analyze, an automated online tracking tool is for you.

Professional timesheet software like Time Doctor is a great alternative to manual employee time sheets. Time Doctor is a time tracking tool that gives you automated reports about your employees work activities including:

• The tasks they’ve worked on
• The time it took them
• What sites they visited during regular hours
• Clock in times and clock out times and more.

With this software based time clock, keeping track of hours worked has never been easier!

Few basic features of Time Doctor

Easy time tracking for tasks.

Employees have to start a timer related to a task and Time Doctor runs in the background logging how much time the employee spends on that specific task. There is no need for any manual timesheet calculator – they just have to log in and out. It makes the entire process of time tracking for individual tasks that much simpler.

Usage monitoring

With Time Doctor, you can monitor poor time usage – such as the time your workers spend on unproductive sites like YouTube and Facebook – to make sure that your employees aren’t slacking off during their regular hours. When an employee accesses websites like these, Time Doctor automatically sends a pop up asking if they’re still working.

This is a very useful feature and not usually available in this simplistic form in other time tracking tools like Dovico timesheet software, Toggl , etc.

Time Doctor can also take screenshots of the employees’ screens at random intervals during their work hours to make sure they’re working. You can turn off this feature if you wish. If you do use this, we recommend that you inform your employees that you are taking screenshots.

The software will also automatically assume that an employee is taking a break if there’s inactivity for three minutes. This ensures that the software isn’t running by mistake when your employees are on their lunch breaks or are just taking a quick breather.

Needless to say, a regular spreadsheet won’t be able to monitor your employees to this extent.

Advanced reporting

The time reports generated by Time Doctor are far more detailed than those you’d get from a regular time sheet, making the time tracking process more meaningful.

You can view data on multiple parameters at the blink of an eye. You have access to detailed reports regarding time usage sorted by individuals, groups, projects and time periods – something you don’t get from regular spreadsheets and timecards.

Here are some of the reports you have access to when using Time Doctor:

1) Timesheet report

The timesheet report highlights the total hours worked by your employees during a specific period so you have an idea of what they’re all up to. What’s more is that you can easily export these into either .CSV or .XLS formats to make it easy to store.

2) Time use report

With this, you can see what each individual team member was working on in a given period. As Time Doctor requires users to input the task they are working on before tracking, you’ll have an accurate breakdown of how much time each user spent on each task during a period.

3) Timeline daily report

Like a daily timesheet template , the timeline daily report gives you a detailed breakdown of all the work your employees have done in a day – you’ll know what tasks were worked on, by who and for how long.

4) Projects report

Like a project timesheet, the projects report focuses on individual projects. You get a breakdown of the amount of time spent on the task in total as well as identifying which team member spent the most time on it.

5) Attendance report

The attendance report makes tracking absentees in a remote team much easier. You’ll have a list of all the absentees in the week along with the reason why they couldn’t make it.

6) Poor time use report

Time Doctor has a built-in safeguard to ensure that your employees are spending time in the right places.

Sites like Reddit, Facebook, Youtube, Twitter etc are all categorized as potential poor time use (this list is customizable and the feature can be disabled).

Time Doctor will record which of these sites an employee visited, when they visited it and for how long – making sure there’s effective time management.

Think of it as a time card calculator designed to track hours spent on tasks you don’t want your employees working on.

7) Web and app usage report

This report showcases all the Internet usage and application activity of each employee. However it’s not detailed enough to show you which of these apps or sites were unproductive ones- you’ll have to use the poor time usage report to track that.

Privacy controls

Time Doctor provides your employees with all the security they need concerning their privacy when using a time tracking app . Nothing will be recorded or tracked when they’ve marked that they’re not working.

Also if a screenshot was taken when they were on a break and forgot to pause Time Doctor, they have the option to delete it.

Multiple integrations

Time Doctor has multiple integrations with tools that your team may already be using like Todoist and Slack- making the transition to using an employee time tracking software from a traditional spreadsheet that much more simple.

What is a timesheet?

A timesheet is a spreadsheet for recording how much time an employee spent working on different tasks. Your employees enter the exact time when they start work for the day and also their out time – that’s when they log out. Then the total time worked on individual tasks is calculated. It’s that simple.

Keeping track of how much time an employee works can be incredibly helpful. Not only does it makes the entire payroll process for total hours worked far more transparent, but also ensures that your employees remain organized.

Ideally, these are the must-have data fields for timesheets:

• An employee name and ID Number if applicable
• A row for each day of the week
• A column for the date, start time and end time
• In some cases, a column to list overtime hours and sick leave
• An area for the supervisor and employee to put a signature to validate the accuracy of the information in the time sheet

Applications of timesheets

As mentioned earlier, a professional timesheet can be a useful tool for your employee monitoring process.

Here are a few reasons why you should use a timesheet:

To maintain records and resolve disputes

The chief reason why employers use time sheets is to maintain a record of how many hours their employees work and log any overtime put in. If they have an organized and reliable way of tracking how much work their employees put in, it makes it gauge their performance. If their pay is linked to hours worked (such as for freelance or contract team members) timesheets make it easier to pay them accordingly.

What this also does is avoid a situation where there is a major payroll dispute between the employer and employee about work put in and subsequent overtime pay. Since there’s an accurate record available of the employee hours worked, these payroll disputes can be handled easily.

To provide accurate quotes to clients

Another benefit of recording total hours worked is that it’s easier to provide accurate quotes to clients. With a reliable time sheet, independent contractors can give quotes to clients with more confidence. It also increases the transparency of the entire process as clients know how many hours specific tasks took and why they’re being charged an X amount for those billable hours worked.

To improve task productivity

In a detailed timesheet, employees can list down the time they spend on repetitive tasks throughout the day. Employers can use this information to calculate how many hours these specific tasks take in general and improve team productivity for repetitive and regular tasks. Also, with an accurate way to measure employee hours worked, the pay period for employees can be adjusted to compensate for sick leave.

However, creating a table from scratch to monitor total hours worked and then calculate appropriate pay at an hourly rate like this could become a tedious process – especially if you’re doing it manually on paper timesheets.

It’s one of the biggest complaints we hear from small business owners who have just hired their first employee or freelancer and don’t think they’re quite ready to invest heavily into software like a time card calculator- they can’t seem to make the timesheet process efficient enough.

To help you with that, we’ve provided you with free timesheet templates – each with different formats to suit your needs. Just download them and use them to make your time tracking process a breeze!

Now that you’ve got your free timesheet template ready, it’s time to introduce it to your employees and make the entire process as seamless as possible.

You can do this by focusing on the distribution and collection of timesheets.

Distribution

While some organizations still use paper timesheets, most have switched to online timesheets for their ease of distribution.

• You can upload an online spreadsheet on a shared work account like Google Docs or Dropbox where each employee has access to the spreadsheet at all times.
• Alternatively, if your employees work under very different conditions and require different kinds of timesheets, you could always email it to them personally.
• To make this ease of access more seamless, we’ve included multiple spreadsheet formats of the same template excel free – choose one that you and your employees are comfortable with.
• Make sure you establish deadlines for all your employees to submit their timesheets. You don’t want your employees sending the timesheets on different days.
• Specify a format in which the employee timesheet template has to be sent to the manager. Whether it’s emailed directly to you, uploaded to a shared account, or even printed out on paper timesheets. Establishing uniformity always makes the process easier.
• Make sure that they’ve signed/marked a statement of approval on the forms when they give it to you. You also want to include a section for them to put in any overtime hours worked and sick leave taken.

Two key tips for using timesheets

Keep it simple.

You want your time sheet to be as easy to understand as possible. Your employees should face no confusion as to where and what they have to input. Timesheets are supposed to make the time tracking process easier for the employer and employees, not the other way around.

To make the process even more streamlined, try an assign tasks with code numbers that employees can note down in their timesheets. This way you can know how much time employees spend on specific tasks which will help you analyze the data better for planning future task schedules.

We can all agree that timesheets are an incredibly useful tool. However, paper timesheets or even traditional online timesheets aren’t the most efficient way to go about tracking time.

Final thoughts

Get Time Doctor if you want a no-fuss, efficient method of time tracking. If you’re still on the fence, use this free trial to get access to our free timesheet software for 14 days (no need for credit card details) and see how effective it is compared to any traditional spreadsheet or other software.

If a software is not what you want, download our free blank timesheet template that works best for you and your business.

Whether it’s the weekly bi-weekly or monthly spreadsheets, these employee timesheet templates are bound to help you and your team focus more on important tasks and stay productive instead of expending all your energies on tracking employee work hours.

View a free demo of Time Doctor

Carlo Borja is the Content Marketing Manager of Time Doctor, a workforce analytics software for distributed teams. He is a remote work advocate, a father and a coffee junkie.

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Free Timesheet Templates

Free Printable Daily, Weekly, Bi-weekly, Semi-monthly Monthly & Project Timesheet Templates in Excel, Pdf & Google Sheets formats brought to you by Replicon, the Time Intelligence® platform.

What Are Timesheet Templates?

Free timesheet templates from replicon.

• Daily Timesheet Template
• Weekly Timesheet Template
• Biweekly Timesheet Template
• Semi-monthly Timesheet Template
• Monthly Timesheet Template
• Employee Project Timesheet Template
• Hourly Timesheet Template

Pros & Cons of Using Free Printable Timesheet Templates for Time Tracking

Record your employee’s work hours and pay them on time with the help of ‘free timesheet templates’ from Replicon. These timesheet templates are printable, downloadable, and available in multiple formats, such as PDF, MS Excel, and Google Sheets.

If your company is looking for innovative ways to track employees’ work hours, these timesheet templates can be of great use. In addition, they can also be used to calculate overtime, lunch breaks, and vacation days. So, check out these downloadable and free timesheet templates from Replicon and choose the one that aligns perfectly with your needs.

Timesheet templates consist of tables that help keep track of employees’ work hours and calculate their wages accordingly. These can also be used to calculate employees’ lunch breaks, vacation time, overtime, and total wages for that particular period.

The timesheet templates require filling out the start, end, and break times to calculate employees’ total work hours. Some templates can also include additional fields to enter the details of projects on which employees work.

Based on the inputs entered, these templates calculate total work hours, overtime hours, total pay, vacation pay, and overtime pay for a period of day/week/fortnight/semi-month/month.

Employers can fill these templates on behalf of their employees or share them with their staff so they can fill it themselves.

Scroll down to explore the list of free timesheet templates from Replicon to streamline your time-tracking experience. These templates are downloadable and are available in multiple formats, including Google Sheets, Excel, and PDF.

1. Daily Timesheet Template

The Daily Timesheet Template lets you calculate the total work hours of employees for a stipulated period by recording their clock-in, clock-out, and lunch break times. This timesheet can give you an insight into the total hours worked daily, as well as the total hours worked over a certain duration (week/month).

• Supervisors can fill in basic information, such as company details, supervisor name, employee name, date, and location, before handing it over to employees.
• Once customization is done, the template can be shared with employees. They can input their clock-in and clock-out times along with break times for different days. As they input these details in each row, the total work hours of that particular day will be automatically updated in the last column after deducting break time.
• Once the entire timesheet is filled, the template will automatically calculate the employee’s total work hours for all the days.

Useful for: Supervisors/employers who need to keep a track of employees’ work hours on a daily basis for a certain number of days.

More details here

2. Weekly Timesheet Template

You can use the Weekly Timesheet Template to calculate employees’ total work hours and overtime hours over a week. This timesheet template also calculates the weekly and overtime pay (if any) of employees based on the defined pay rate.

• Supervisors can customize the timesheet by entering basic information, such as company details, supervisor name, employee name, etc. They can also define the pay rate, overtime pay rate, and regular work hours for wage calculation.
• After customizing the template, supervisors can share it with employees to record their start and end times, break times, and vacation/or sick time for all seven days of the week.
• As the employee starts inputting the start & end times, break time, and vacation/sick time (if any) for each day, the template will update the work hours and overtime hours (if worked beyond 8 hours) in each row after deducting break and vacation times.
• Once all the entries in the timesheet are completed, the template will automatically calculate the total hours worked and total overtime hours (if any) for that one week. It’ll also calculate one week’s pay and overtime pay based on the pay rate set.

Useful for: This Weekly Timesheet Template is ideal for organizations that choose to run payroll on a weekly basis. It’s also useful if the supervisor/employer needs an overview of the employee’s weekly tasks.

3. Biweekly Timesheet Template

The Bi-weekly Timesheets Template comes in handy when the payroll has to be processed biweekly i.e. once every two weeks. This template can calculate the total hours and overtime hours fortnightly. It also provides the total wage for the two weeks and overtime pay (if the daily hour limit crosses 8 hours) as per the hourly pay rate defined.

• Supervisors can customize the template based on their needs i.e. they can enter the company’s details, the employee’s name, and the supervisor’s name. They can also set the regular hours, hourly pay, and overtime pay rate for the bi-weekly wage calculation.
• Supervisors can now share the timesheets with employees. Employees can start filling out the timesheet with their start and end times, break time, and sick/vacation time for a 2-week period.
• As soon as they input data for each day in any row, it’ll automatically update the total work hours and overtime hours (if worked beyond 8 hours) against each entry. The total hours will be calculated after deducting the total break time and vacation/sick hours.
• Once an employee fills the timesheet for two weeks, the template will automatically calculate the grand total work hours and total overtime hours for the two-week period. Also, it’ll calculate the total pay and overtime pay of employees for two consecutive weeks as per the hourly pay and overtime pay rate set.

Useful for: The Bi-weekly Timesheet Template can help employers calculate the total hours worked in a fortnight and wages for two weeks. This timesheet is also useful for employers to assess employees’ productivity based on their work hours, task details, number of overtime hours, and sick/vacation time.

4. Semi-monthly Timesheet Template

Some employers prefer to pay their employees on a semi-monthly basis, that is, once in 15 days. This way, the wage for the first half of a month (from 1st to 15th) will be calculated and paid on the 15th, whereas the compensation for the second half (16th to 30/31st) of the month will be paid at the end of the month.

This way, semi-monthly allows employers to pay their employees twice each month. To calculate the semi-monthly wage, we have created this Semi-monthly Timesheet Template that can calculate the total work hours and overtime hours for a period of 15 days.

• Supervisors can customize this template by filling in details, such as company details, employee name, supervisor name, hourly pay, overtime pay rate, and regular hours.
• They should also fill in the tabs – month and last month ending on , as it’ll update the dates of the 15 consecutive days in a timesheet.
• The timesheet is divided into two parts, first calculates the total hours and pay for the first half of the month, whereas the second one calculates the total hours and pay for the second half of the month.
• Employees can input their start and end times, as well as break and vacation/sick times, for 15 days in a timesheet. Once they enter these details in each row, the total hours and overtime hours for that day will be updated automatically after deducting break and sick times from the total time.
• After filling the timesheet for 15 days, this template will calculate the total hours worked and total overtime hours worked in a 15 days duration. Additionally, this will also calculate the half-monthly wage based on the number of hours worked and hourly pay rate.

Our timesheet template allows users to input details for an entire month on a semi-monthly basis i.e.from 1 to 15, and 16 to 31. This way, employers can calculate the half-monthly wage and the monthly wage as well.

Useful for: Employers who provide compensation on a semi-monthly basis.

Note: Often, bi-weekly payroll is confused with semi-monthly. However, bi-weekly is calculated every two weeks, but semi-monthly is calculated every 15 days, i.e. on the 15th and last day of the month.

5. Monthly Timesheet Template

A Monthly Timesheet is one of the most common timesheets used by employers, as it can track the total number of hours worked by employees in a month, and this data can be used to calculate their monthly remuneration.

You can set the hourly pay and overtime pay rate, and this template will do the heavy lifting of calculating an employee’s monthly wage and overtime pay.

• Supervisors should customize the timesheet by filling in the company details, employee name, department, month, and date. They can also set regular hours, hourly pay, and overtime pay rate to calculate monthly wages.
• As soon as the supervisor enters details on the tabs – the ‘month’ and ‘previous month ending on a date’, the dates of the next consecutive 31 days will be automatically updated in the timesheet.
• Generally, employees work on multiple projects simultaneously; thus, this template allows them to enter the project and job code for each day.
• Now, an employee can start filling out the timesheet by entering their details, such as the project they work on, job code, start time, end time, break time, and sick/vacation hour (if any) for each day of a month.
• As they enter the following details in any row, the overtime hours (if worked beyond 8 hours) and total hours for that specific day will be automatically updated in that row. The total hours will be calculated after deducting the break and vacation/sick times from the start and end dates.
• Once they’re done filling the timesheet for an entire month, the template will automatically calculate the grand total hours and total overtime hours of a month at the bottom. In addition, it’ll also calculate the total pay and overtime pay (if any) for the following month as per the rate set.

Useful for: Here, the grand total pay provides the monthly work hours of an employee; thus, this timesheet benefits the employers who process payroll on a monthly basis. This template also gives an insight into employees’ work details over a month. This helps the employer evaluate the employee’s productivity and task details.

6. Employee Project Timesheet Template

The Project Timesheet Template can be used to ascertain the time an employee spends on different projects for a certain duration. The Project Timesheet Template is especially useful when employees work with multiple clients/stakeholders for various projects, and the employer needs visibility into how many hours have been spent on which project.

• Supervisors can first customize the template by updating it with company details, employee details, and hourly/overtime pay rates.
• Now, the employee can input their details, such as which project they worked on and for how many hours. They can enter project code, project name, and client name to differentiate among different projects in progress.
• They can enter the start, break and end times along with the project name for each day. The template will update the total hours in each row based on log-in/log-out and break times provided.
• Once an employee fills the entire timesheet, the template will automatically calculate the total hours spent on multiple projects along with total overtime hours for a total duration (week/month). The template will also calculate the total pay as per the hourly pay rate and overtime pay as per the overtime pay rate set.

Useful for: This timesheet template is especially useful for employees who work on multiple projects simultaneously.

7. Hourly Timesheet Template

This timesheet template tracks and monitors how many hours employees spend on which project and which tasks on a particular day. Simply put, this timesheet gives employees’ hourly basis work details on a specific day.

This Hourly Timesheet Template can provide the supervisor/employer an insight into the number of hours spent on a particular task, which tasks took a longer time than expected, and the total working hours of a day.

In other words, this template will give a holistic view of how employees use their time in a day, how much time is spent on certain projects, and how productive they are.

• At first, the supervisor can customize the template by filling in the basic details such as company name, address, employee name, hourly rate, and date.
• Now, the timesheet can be shared with employees, and they can start filling their respective details.
• Employees can enter all the projects they worked on that day and their corresponding tasks. Then, they can input the start and end times for each project and task they worked on that day.
• As the employee enters the start and end times, the total hours for that specific project will be automatically calculated in the last column.
• Once the employee fills the entire sheet with all projects they worked on, the timesheet will automatically calculate the grand total work hours, i.e., total hours worked on that day.

Useful for: Supervisors who need to keep track of employees’ time spent by the hour across different projects at any particular time.

Pros of Free Printable Timesheet Templates

Cost-effective.

The timesheet templates are free to use; thus, they don’t involve any expenses. Most popular spreadsheet software such as Google Sheets, PDF, and Excel are free to download.

Easy to Use

Most employees, employers, and supervisors are familiar with spreadsheets and know how to work with them. Thus, no special training is required to use these templates, making this time-tracking process quite easy and simple.

Integration With Other Data Systems

Spreadsheets can easily be integrated into payroll systems; thus, employers can integrate the approved timesheets with dedicated payroll software to process the employee wage.

Time Usage Analysis

Supervisors can download these printable timesheet templates and assess the work time data to ascertain how employees spend their time and which tasks are taking more time to complete. Equipped with this information, employers can make smart decisions to optimize tasks and manage their workforce.

Ability to Calculate Accurate Wage

These spreadsheet templates can automatically calculate the number of hours and total pay of employees based on hours worked with the help of formulas. This way, it reduces the taxing work of manual billing and calculation.

Cons of Using Free Printable Timesheet Templates

Manual errors.

While inputting data manually, it’s likely that you may enter erroneous data that can result in misleading data for work hours and wages. Spreadsheets are more prone to errors due to manual time entries.

Time-Consuming

When it comes to a large workforce, manually entering the time data into the spreadsheets and cross-verifying it can be time-consuming.

Spreadsheets Need More Administrative Work

Supervisors may need to remind employees to fill and submit their timesheets and ensure that they’re forwarded to the accounting and payroll departments promptly. This entire process takes a great deal of time and may sometimes feel cumbersome.

Unable to Track Real-time Data

Spreadsheets don’t provide the option to track hours in real time; thus, they lack visibility into real-time data.

Bottom Line

With the help of these timesheet templates, you can easily track employee’s work hours on a daily/weekly/bi-weekly/semi-monthly/monthly basis. These timesheet templates will help you assess whether or not employees are using their time productively and pulling their weight.

Apart from the time capture, these templates are helpful for employees, especially hourly workers who are paid based on the number of hours worked, as these can be used to calculate wages based on the number of work hours and pay rate set for a stipulated period.

Timesheet templates require time data to be filled manually, which is time consuming and is also prone to errors. Therefore, recording employee’s time via templates can be a taxing job, especially for organizations with large workforce.

As a solution, employers can automate employee’s time tracking process by leveraging an efficient time tracking software such as Replicon. Its AI-powered timesheet powered by ZeroTime™ can automatically capture the contextual work time data of employees from more than 100 apps such as Jira, Slack, and Zoom, thus liberating employees from manual time data entry. Try the free demo now!

ABOUT THE AUTHOR

Sonika Malviya

Sonika is a Marketing Communications Specialist at Deltek | Replicon, specializing in covering topics related to time tracking and workforce management software. With her in-depth knowledge of these topics, she translates technical details into understandable and relatable content to empower businesses to optimize their productivity, improve their workflows, and achieve greater success in managing their time. Beyond her professional role, Sonika finds solace and inspiration in her travels. She also practices meditation and has a flair for culinary experimentation, always eager to try her hand at cooking new cuisines.

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Daily, weekly, and monthly timesheet templates for Excel and Google Sheets

• Homebase’s free timesheets tool keeps all your labor data in one place and even provides you with a timesheet template to help you run payroll from anywhere in just a few steps. 
• Our timesheet software tracks work hours in real time, so you can say goodbye to spreadsheets and unreliable pen-and-paper tracking systems.
• Homebase highlights time card errors automatically and makes it easy for you to fix them, letting you keep accurate records and stay compliant with labor laws.

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What is a timesheet template?

A timesheet template is a document with a predefined page layout that allows businesses to record employee working hours, breaks, and time off more easily. A standard timesheet template includes elements like:

• Employee name 
• Number of hours worked
• Hourly pay rate
• Task or shift 
• Clock in and clock out times
• Paid and unpaid breaks 
• Paid or unpaid time off 
• Estimated wages per employee

Benefits of using a timesheet template

There are several advantages to using a timesheet template for your time tracking needs. Here are a few of the most important.

Major time saver

Timesheet templates give you the foundational systems you need to keep work on track and stay compliant with state and federal labor laws. They mean you don’t need to create your own timesheet documents from scratch but can dedicate your time to what matters most. 

Beginner-friendly and easy to use

Using a timesheet template is much easier than creating one yourself, especially if you have to figure out which elements to record in order to stay compliant and streamline your payroll process. With a pre-made timesheet, all the information is already there. All you need to do is enter the data. 

Free or very affordably priced

Unlike Homebase, some timesheet software isn’t affordable for small businesses that already have tighter profit margins. Timesheet templates, on the other hand, are often free or cost very little. And once you download the document, you can use it over and over again. 

A good stepping stone before you start using more advanced software

Getting started with new software, learning the ropes, and bringing your whole team on board can be a daunting task. Timesheet templates help ease the transition for you and your staff so you can get your feet wet before committing to a more advanced solution. 

Homebase’s free employee timesheet template

With a completed timesheet, you and your team members will know exactly how much they should get paid, how many hours they worked, and whether or not they accrued any overtime. Here’s what you need to know about our particular timesheet template: 

• To give you and your managerial team extra flexibility, it doesn’t include any wage rate information. This way, managers who don’t have access to wage rates can still fill out the timesheets.
• Employees sometimes work multiple roles with different wages for each. There are also holiday and other special pay rates to keep in mind. Our template takes these differences into account and lets you calculate various rates with ease.
• Paper timesheets are a great starting point, but they don’t free up nearly as much time. Homebase can save you five hours every week and eliminates the need for paper timesheets for free by calculating hours and wages automatically, tracking your labor costs in real time, and reducing errors when running payroll . Ready to give us a try?

Free timesheet template.

Sync your timesheet data directly to payroll with the following providers:

“Our payroll is getting more complicated now that we have 80 employees. What’s nice about Homebase is it alerts me if something is wrong with our timesheets. It feels like I have an extra person working on my team helping me to make sure everything around payroll is accurate.”

Owner Antique Taco

How do timesheets work?

There are lots of different kinds of timesheets, so here’s a little more information about how some of the main ones work.

Homebase’s hourly, daily, weekly, and monthly work timesheets

With Homebase, you can make a timesheet in just a few short steps.

First, set up your time clock and add your scheduled times. Then, every time an employee clocks into a scheduled shift, the activity will flow into your Homebase Timesheets view. 

And while our timesheet template is designed for a five-day workweek, you can always add more rows for additional days or weeks. Just be sure you add the right number of days for the pay period. 

A monthly timesheet template for a month of 30 days would, of course, need 30 rows. But a bi-weekly timesheet would need 14, 15, or 16 rows, depending on whether the month has 28, 30, or 31 days.

Excel timesheet template

Excel timesheet templates are helpful for business owners, agencies, freelancers, and project managers alike. That’s because the project timesheets are affordable, accessible, and compatible with all recent versions of Microsoft Excel . 

Once you download the template, all you need to do is double-click to open it, and you’re good to go. Some templates even have pre-made formulas that can handle the calculations for you. 

Google Sheets timesheet template

These templates are designed for Google Sheets, which is a free, web-based Excel alternative. After downloading the template file, just upload it to Google Sheets and you can start tracking time. 

The great thing about using a Google Sheets template is the fact that the software automatically saves all your work so you won’t lose your data.

Apple Numbers timesheet template

Numbers timesheet templates let you track employee working hours within Apple’s spreadsheet software, just like you would in Excel. You can set up formulas, calculate times, and even implement special functions that let you work out pay period durations.

Timesheet template limitations and their solution

W hile free timesheet templates are e asy to use , they’re not particularly comprehensive. There’s still a lot of work you need to do yourself. A complete time tracking solution is an even better option because it:

• Automatically calculates total hours, paid and unpaid breaks, and overtime
• Adds tips and computes wages 
• Connects to your time clock solution to manage labor leakage and time theft  
• Sets and tracks labor to sales targets 

By using timesheet software , you’ll be able to seamlessly identify employee time card errors, like missed clock outs or missed lunch breaks. You can also export timesheet data directly to your payroll provider in just a few clicks, so your employees always receive the correct total pay each pay period. 

Let’s take a look at the specific template limitations Homebase’s timesheet solution can solve.

Ensuring labor law compliance

One thing an employee timesheet template can’t help with is labor law compliance. According to the Fair Labor Standards Act (FLSA), you need to store employee time card history for at least two years, even if the employee no longer works at your business. Our timesheet software stores those online timesheets in the cloud for easy retrieval.

Tracking PTO and sick leave

A free monthly timesheet in Excel or another spreadsheet program can’t track paid or unpaid time off, sick leave, or vacation days. A template is only a simple calculato r that tracks the hours your employees have worked. T his can leave you with inaccurate records, complicated payroll, and even increased time theft and labor leakage.

Guaranteeing employee privacy

Security and privacy issues also come along with Excel timesheets. That’s because managers or employees recording the hours they worked in a given pay period probably shouldn’t be able to view other employees‘ hourly rates or see their total pay.  

Timesheet software like Homebase ensures employee privacy and only allows direct managers to access confidential information. 

Reducing human error

With any manual task, especially one involving various calculations, there’s always a risk of human error. When someone’s entering the hours they worked into a timesheet template or copying overtime data from a paper timesheet, there’s a high chance they’ll make a typo or add a zero that shouldn’t be there. 

However, since timesheet software automates data transfer and calculations, you won’t risk falling out of compliance, taking financial risks, or upsetting your employees.

It’s the better way to schedule your team. And did we mention it’s free?

Timesheet template faqs.

How do you create a timesheet in Word?

You can create a timesheet in Word by either downloading and using a premade template or inserting a table from scratch and populating it with the information you need to track, like dates, employee names, and hours worked. 

However, while you can keep track of the hours your employees work in Word manually, the software won’t do so automatically or calculate breaks and time off . Homebase timesheets will make sure you never miss an error, break, or overtime hours by keeping track of these things for you in our handy app.

How do you fill out a timesheet paper?

To fill out a timesheet paper, all you need to do is jot down the following information:

• Manager name 
• Date or date range 
• Clock in and clock out times 
• Paid or unpaid breaks 
• Total hours worked
• Shift or project type
• Potential overtime 

However, filling out a paper timesheet can be inaccurate and time-consuming. Using free timesheet software like Homebase helps you reduce unnecessary, manual tasks and keep accurate records easily.

How do I make an hourly work timesheet?

With Homebase, it’s very easy to make a timesheet. First, set up your time tracking solution and add your employee schedule . T hen, every time your employee clocks into a scheduled shift using our time clock solution, the activity will flow into your Homebase Timesheets view. 

In your Timesheets dashboard, you’ll also see summaries of your employees’ time card activity. You can access these cards on your mobile device or on the web.

How do you calculate hours worked on a timesheet?

To manually calculate your employees’ total hours worked on a timesheet, follow these four steps:

• Convert time to the 24-hour clock format
• Subtract the start time of each shift from the end time of each shift
• Subtract the time accrued for unpaid breaks 
• View the actual time worked for the shift

And if you want to calculate an employee’s total wages, just multiply the total hours they worked by their wages. Homebase can also take care of running payroll for you so you can save time and sidestep all those calculations.

Why do I need to worry about employee time tracking?

Employee time tracking is important for businesses because it helps you run payroll accurately, stay compliant with labor laws, prevent time theft, and keep an eye on labor costs.  

While it may seem cheaper and easier to use a free monthly timesheet template, a professional timesheet app will save you time and reduce the risk of human error, lowering the chance of potential problems in the future. You’ll also have a system of records stored securely — complete with time card edit history — that you can download whenever you need to.

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Timesheet templates: How to track team progress

Timesheets keep track of team member work hours and help companies hit their goals. But did you know that timesheets can also help you manage projects and monitor team performance? In this article, learn how to integrate online time tracking with your daily workflow to align your team and increase flexibility.

What if we told you a timesheet was more than a punch clock tool used in movies? In fact, modern timesheets can help you track team workload, reduce burnout, and evaluate overall team progress.

Online time tracking vs. manual

Traditionally, timesheets are printed out at the beginning of the day or week and used to track a team member’s working hours. And while there’s something satisfying about doing it on paper, paper timesheets have several disadvantages—they can get lost, they quickly become outdated when something changes, and there can only be one source of truth. 

That’s why modern teams are moving to online time tracking technology. Online timesheets increase flexibility and allow teams to report hours in real-time. Unlike printable timesheets, online time tracking allows you to: 

Share timesheets among team members

View changes in real-time

Edit timesheets when needed

Create timesheets for specific projects

Add multiple variables to timesheets

Integrating online time tracking with your team’s daily workflow can streamline the payroll process and help you monitor things like your team’s availability and expenses. It can also help you reduce overwork and burnout . Even if you use printable timesheets to keep track of hours, you can use Asana to coordinate your team’s workload.

Types of timesheet views

The timesheets you use for your team will likely depend on two things—how often your team members get paid and any local or federal laws. Aligning timesheets with company pay periods allows you to view time in well-defined blocks, align work hours with team member paychecks, and share timesheets with other departments as needed. 

Common timesheet types include:

Daily: Daily timesheets are useful if your team has complex work schedules . Team members who clock in and out at various times throughout the day will need to track their time closely. Daily timesheets can also track specific daily tasks like internal meetings, time spent on admin work, and time spent on client projects. 

Bi-weekly: A bi-weekly timesheet can help you visualize team performance in 80-hour time blocks. If your company pays team members every other week, then the bi-weekly timesheet may be fitting (depending on local or federal law). 

Monthly: Monthly timesheets can also correspond to company pay periods, but this timesheet often provides a more high-level view of team work hours. You can use monthly timesheets to analyze utilization rates and team work patterns. 

While teams often choose their timesheets based on a bi-weekly or monthly basis, you may also choose a specific timesheet type to gain operational insight or to make it easier for team members to keep track of their hours. Before implementing any changes to your team’s timesheet, make sure to check with your internal legal and HR teams to confirm there are no local or federal regulations you need to factor in.

How to use a timesheet template

Timesheets aren’t difficult to use, but if team members don’t fill them out correctly, it can result in inaccurate pay and be cumbersome to fix. Explaining this process to your team can prevent project risks or inaccuracies.  

1. Select a template

The first step of time tracking is to select a timesheet template—that way, you have a preset schedule to work from. Work with your internal legal and HR teams to choose a template that fits your team’s pay period. For example, you might align it so the total hours at the bottom of each timesheet align with team member paychecks. Whether you prefer to focus on team productivity or billing clients, you can customize a timesheet to fit your team’s needs.

For example, a project timesheet can track team member hours in relation to project tasks. Team members can also track time by how many hours they’ve spent on various client projects throughout the day.

Tip: If your team has a unique work schedule because of remote or freelance work, work with your internal legal and HR teams to create a custom timesheet template by making a data table with “hours” as your columns and “days” as your rows. Adjust the table to meet your team’s individual needs.

2. Add team member details

You’ll need a separate timesheet template for each team member, so it’s important to label them. On the top of each timesheet, create a section for things like:

Team member name

Manager name

Pay period dates

This information will keep your team organized and provide a standardized way to track timesheets over time. 

Tip: Online time tracking can make organizing timesheets simpler. With Asana’s workload management software , you can integrate a time tracking tool and refer to past timesheets whenever you need them, whether to share with other departments, prepare performance evaluations, or bill clients. 

3. Include custom categories

Adding custom categories to your timesheet templates can give you a more accurate picture of your team’s work hours. Some categories you could include are:

Overtime hours

Vacation hours

Sick time hours

Additional categories you can include, depending on the timesheet you’re using, are:

Hours per project

Billable hours

Total time in meetings

Travel time

Admin tasks (emails, task management, weekly reporting, etc.)

Without custom categories, your team members may not account for the hours they spent away from their desks. They may also lose track of their hours and forget to report time. 

Tip: Adding too many categories to your timesheet template can have a similar effect and may make it hard for team members to input hours accurately. To keep a good balance, don’t add categories that overlap (i.e., billable hours and hours per client), or your team may forget to report their hours in both places.

4. Train team members to use timesheets

Before using your new timesheets, ask your legal or HR teams to run a training session on how to fill them out correctly. During this session, they can also go over any other company restrictions that may apply such as:

When the timesheet is due

How to handle overtime

What happens if a timesheet is late.

A qualified team member should perform this training so they can speak to any local or federal laws about payment.

5. Track time worked

Once your team has been trained on how to use their timesheets effectively, it's their responsibility to fill them out accordingly. Tracking time is a step you should hand over to your team members because it would be difficult for you to know where every team member is and what they’re doing. While your team members track their time, you can be there to offer a helping hand when needed.

You can also give your team members useful tips to increase their time tracking efficiency. Some ideas include:

Use a running timer to track project time.

Report time as you start or mark progress on a project.

Clock in and out as soon as you start or end each day.

Try time management solutions, like timeboxing or time blocking .

Having a process for time tracking can keep team members from feeling disrupted throughout their day.

Tip: When you make time tracking a seamless part of the work process, it becomes second nature to your team. Instead of using a static timesheet template, consider putting your tasks in an online tool to make monitoring easier.

6. Calculate total time

Simple timesheet templates provide a clear visual of the total time worked, but you still need to calculate the total time by adding up the total hours from each workday. The benefit of using a timesheet that aligns with your company pay period is that your total time worked on your timesheet will show team members how much the company will pay them in that period. 

Calculating the total time on your timesheets can also help you assess team availability and plan future projects. If you notice areas of overwork, use that information to adjust team work schedules accordingly.

Tip: The simplest way to calculate the total time worked is with online software. Instead of sifting through timesheet templates, use automatic calculations and data tables to visualize work hours. That way, you can take notice of patterns you may not have seen otherwise. 

Timesheet templates and examples

Below, you’ll see an example of a bi-weekly timesheet. In this example, the team member has various options to fill in for each day of the week. These options include:

Lunch start time

Lunch end time

Vacation/sick leave

Regular hours

Total hours worked

This timesheet template includes many variables like lunch breaks, absences, and overtime hours. As long as your team members report their time correctly, this template should reveal an accurate account of hours worked. Before submitting the template to HR, make sure to review it for errors.

Download a free version of this bi-weekly timesheet below. You can also use this template as a guide when creating daily, weekly, or monthly timesheet templates for your team. Before using this template, run it by your internal legal and HR teams and modify it as necessary.

Manage workflows and track time in one platform

Printable timesheet templates can be a helpful starting point for organizing your team’s work schedules, but if you want the flexibility to fix errors, track hours in real-time, and monitor team performance, then online time tracking is ideal. With a work management platform like Asana , you can bring work to life and manage everything from workflows to time tracking in one platform. 

Related resources

AI at Work: Practical Ways to Start Using AI Today

Data-driven decision making: A step-by-step guide

How Asana streamlines strategic planning with work management

Write better AI prompts: A 4-sentence framework

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Time tracking introduction template, this free template can help you create a presentation that introduces time tracking to your team and gives them a head start at using harvest., about this template.

If you want your team to track time consistently, it’s important to give them a good introduction to time tracking—and to Harvest. One way to do that is to give them a quick presentation explaining why they need to track time and how to do it.

We’ve done some of the work for you by putting together a presentation template that you can use to create a custom presentation for your team. The template covers:

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TimeSheet App - PowerPoint PPT Presentation

TimeSheet App

Timesheets map gives a clear idea of how the timesheets app is integrated with other apps. – powerpoint ppt presentation.

• Timesheets icon found from the list of Apps which will be displayed.
• If you are not able to see the Timesheets icon, scroll and see the next set with the right orange scroll arrow.
• If the Timesheets App is not found, go to App store and you could add this free App.
• For further assistance in Video please check our YouTube video by clicking on the link-
• Timesheets Map gives a clear idea of how the Timesheets App is integrated with other Apps.
• It is connected to Employees and manager.
• Tasks and time are assigned to employees.
• Notes ,Activities Documents are integrated.
• Employees and their timesheet log could be invited into the Timesheets.
• Once the Timesheets is completed you would be able to send the Timesheet to the Manager involved for approval or disapproval.
• Once you click on the green Go to Timesheets App will take you into the App.
• Timesheet dashboard will show information about all Timesheets.
• Depending on the sheets it will be classified into 2 category.
• Your Timesheets- Timesheets which is created by you
• Others Timesheets- Timesheets which is sent by others for approval.
• Click on the green button Create Quick Timesheets to initiate Timesheets.
• We will be having a separate slide regards to Dashboard.
• Provide your Timesheets name.
• Customer field will suggest the customer names when you start typing in if the customer already exists in your contacts list. Incase if it is a new customer you have an to create a new customer using the New Button.
• Mention date for which you would like the Timesheet to be created.
• Input the Project related to this Timesheet and select the Task related to the project.
• You could add multiple projects by using the Add Task button.
• Clicking on save submit will create this timesheet and also will try to send it to the Manager.
• Once you create a Timesheet you get a submit timesheets.
• If you want to submit the Timesheet through email, you can select one of the option.
• Select either Customer project manager and provide mail ID.
• Or else select My manager for submission of timesheets.
• Click Submit.
• Clicking on the link found in the email sent will take the person in charge to this page.
• Can approve the timesheet information by clicking Approve.
• Can reject the timesheet information on clicking Reject.
• There is a section box below where the person in charge could put a note regards to the Timesheet.

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Timesheet Analysis

Mar 29, 2019

80 likes | 204 Views

Timesheet Analysis. Score My Team. Time Sheets. Time Sheets points are accrued by your billable minutes. The following are considered billable minutes Time Entries marked as Billable All Time Entries for a Project Project Time Entries are weighted 20% more All Travel Time Entries.

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• correct work type
• first business day
• timesheet analysis
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Presentation Transcript

Timesheet Analysis Score My Team

Time Sheets • Time Sheets points are accrued by your billable minutes. • The following are considered billable minutes • Time Entries marked as Billable • All Time Entries for a Project • Project Time Entries are weighted 20% more • All Travel Time Entries

Time Sheets • Vacation and holidays add no value to your Time Sheet score. • Any time an administrator modifies a Time Entry, either due to changing Work Type or by updating the text, you will be deducted points. • You will be deducted points for not submitting your Timesheet by 10:00AM of the first business day following your Timesheet deadline.

Time Sheet Tips • Don’t spend two hours on an issue and not track it to a ticket. • When creating a ticket to track your work, it is advantageous to perform the work against a Client vs. an “Internal” ticket against your own company • Select the correct work type: “Onsite”, “Remote”, “Communication”, “Admin”, “Emergency”, etc. • Write clear and well-written notes that will not need to be corrected. • Submit your Time Sheets on time.

Points Breakdown • One point is given for every billable minute recorded against a non-project ticket. • One point is given for every minute for travel, billable or nonbillable, against a non-project ticket. • All project work is given 1.2 points per minute, regardless if billable or nonbillable. • A timesheet not submitted for approval by 10AM of its deadline submission date will receive an automatic 25% deduction on all time entries for that week. • If a non-project time entry is changed by a Time Reviewer from billable to nonbillable, the tech no longer receives points for the time entry and also receives a 10 point deduction.

Points Breakdown • If a non-project time entry is changed by a Time Reviewer from nonbillable to billable, the tech has his/her score subtracted by a point for each minute of the time entry. • If the Work Type was changed by a Time Reviewer, the points for the time entry are reduced by 25%. • Any changes made to Internal Notes by a Time Reviewer is an automatic 25% deduction. • A billable and blank time entry, other than a Travel time entry, will have its points deducted by 50%. • Time entry notes updated by a Time Reviewer generates an automatic 10 point deduction. Further points can be removed based on the ratio of note changes made multiplied by the number of billable minutes on the time entry.

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