Free timesheet templates

Download our free timesheet templates for weekly and monthly reporting!

Do you need to track time employees/contractors spend at work? Download these free timesheet templates to track their time. These free timesheet templates are available in Excel, Word, and PDF.

A timesheet is a tool to record how many hours your employees work each day. A typical timesheet has day/date, start and end time, regular hours and overtime hours. With our free timesheet templates, you can record regular time, overtime, and amount earned by the employee.

These are easy to use timesheet templates for recording and reporting both regular and overtime hours worked by your employees or contractors. These templates are perfect for small businesses, agencies, consulting companies, software developers, law firms and freelancers.

Both the weekly and monthly timesheet templates have two version – one with client and project tracking and one without. Download the client/project version if you need to track time for client and project work.

These timesheet templates are semi-automated to calculate daily, weekly and monthly hours and amount automatically. Do not fill the cells in grey, as these have formulas.  While there are multiple fields in the templates, the timesheets will work even if you enter just the regular hours worked each day.

These free timesheet templates are an excellent way to track time, measure your team’s productivity, project cost and profitability. Using these timesheet templates helps you improve your time and cost tracking. You can even measure billable time and amount for each client and project with the data collected through these templates.

We have created four templates – two each for weekly and monthly timesheets. You can download them in Microsoft Excel, Word, or PDF formats.  Excel is best for filling out the timesheets online, while Word and PDF versions are better for printing and filling manually.

Weekly employee timesheet template

This is an easy to use timesheet template if you record time every week. There are a few fields to fill:

Header section: Employee name, week start and end date, manager name. Hourly rate for the employee
Timesheet section: Date, start and end time, regular hours, overtime hours
Calculated fields: Total time for each day and week, amount earned each day for the week
Signature section: Employee and manager signatures

This is ideal if you pay your employees/contractors weekly.

Weekly employee timesheet template with client and project

This is similar to the weekly timesheet template with the addition of client and project details. There are a few fields to fill:

Header section: Employee name, week start and end date, manager name. Hourly rate for the employee
Timesheet section: Date, client name, project name, start and end time, regular hours, overtime hours
Calculated fields: Total time for each client/project, day, and week, amount by client/project, day, and week
Signature section: Employee and manager signatures

This is ideal if you do project-based work for clients and need to bill them every week. The data collected in this timesheet can be used to calculate client and project cost and profitability.

Monthly employee timesheet template

This is an easy to use timesheet template if you want to record time by month. There are a few fields to fill:

Header section: Month, employee name, manager name. hourly rate for the employee
Timesheet section: Date, start and end time, regular hours, overtime hours
Calculated fields: Total time for each day and month, amount earned each day for the month
Signature section: Employee and manager signatures

This is ideal if you pay your employees/contractors monthly.

Monthly employee timesheet template with client and project

This is just like the monthly timesheet template with the addition of client and project details. There are a few fields to fill:

Header section: Month, employee name, manager name. hourly rate for the employee
Timesheet section: Date, start and end time, client/project name, regular hours, overtime hours
Calculated fields: Total time for each day and month, amount earned each day for the month
Signature section: Employee and manager signatures

This is ideal if you need to track time to bill your client on a monthly basis.

Using these timesheet templates for online time tracking

To use these templates for online time tracking, save the timesheet template in a shared folder your employees and managers can access. This could be Google Drive, OneDrive, Dropbox or a shared server on your network. Make sure that only authorized people can access the folder.

You can do one of the two things to streamline this process:

  1. Create one workbook for each reporting period (week or month) with one worksheet in it for each employee who needs to fill out the timesheet. This will keep all data for a given week or month in one workbook. You can easily calculate total hours and cost for all employees by creating a summary sheet in the workbook that adds up hours and cost for each employee.
  2. Create one folder for each reporting period. Ask employees to copy the template, fill in their data, and save in the correct folder for the time period. It will be best if employees name the file after themselves to make it easy to track submissions.

Make sure you backup the timesheet data in another place. You may want to keep a printed and physically signed copy of the timesheet if your local laws require. It’s also a good way to protect yourselves from accidental loss of data.

Modifying and sharing these timesheet templates

You can modify these templates to suit your needs. You may share the original or modified version with your employees and contractor for use in your business. However, you may not share or distribute a modified version for use by people outside your business.

Problems in using manual or paper timesheets

These Excel and PDF timesheet templates will save you time and improve your time tracking process. But manual time tracking is not ideal and creates a lot of challenges for you. Paper and manual timesheets have several issues you should know:

  1. Inaccurate time tracking
    Most employees will fill up timesheet at the end of the reporting period. If you require them to report time weekly, they will fill out the timesheets on Friday or the following Monday. With everything going around at work, it’s impossible for them to remember accurately how they spent their time during the week. So the time they report will be at best an approximation, not accurate.
    In fact, it’s not uncommon for employees to under or over-estimate time by 10-15% between different tasks and projects. If you bill clients by the hour, this could create problems you don’t want.
    You could end up over billing or under billing the client by up to 10%. In one case, you lose trust with the client while in the other you lose money. Not a good place to be in.
  2. Loss of productivity
    Manually filling up timesheets takes time. Some studies suggest that employees spend up to 10% of their time in filling up timesheets. This means an average employee will spend 4 hours every week reporting what he or she did during the week. That’s a lot of time wasted on an unproductive work.
  3. It’s difficult to measure productivity
    Manual timesheets capture the time someone was working, not what that person accomplished in that time. So it’s difficult to measure the person’s productivity and identify your best performing employees. You will need to use a tool that’s designed to track not just time, but also the output of the person.
  4. Organizing and reporting can be messy
    Manual systems and process work well if you have a small team and you need to capture and report a small amount of data. As your team size and volume of work increases, it becomes difficult to collate, organize and report using manual timesheets. Once you have a 3-4 person team, just collating, reporting and processing the timesheet data will consume several hours of your time each week.

A more efficient, accurate and less expensive way to track your team’s timesheets

If you want to recover dozens of hours wasted on manual timesheets, want accurate time tracking and do not want to lose billable hours, try HiveDesk time tracking app.

HiveDesk is the easiest and most affordable software for tracking employee time, managing tasks and measuring project costs. It also saves you a lot of money.

Use this ROI calculator to see how much money you can save each week by using HiveDesk.

It’s super easy to get started:

  1. Invite employees to use HiveDesk
  2. Employees download the desktop HiveDesk app
  3. App automatically records and reports time for each employee by project

You can assign projects and tasks to employees. The employee selects project and tasks he is working on and marks tasks complete as he finishes them. All this information is captured by HiveDesk desktop app and saved on the server.

You can generate timesheet reports, see which tasks are completed and which ones are behind schedule. If you assign an hourly rate to the employee, HiveDesk will also calculate project cost for you.

If you want to see what an employee is working on, you can turn on automatic screenshots features. The HiveDesk desktop app will take screenshots of employee’s computer at regular intervals. You can then verify that the employee was doing what he claimed to be doing.

Try HiveDesk free for 14 days now and see for yourself how it can transform your business.