Turning a timesheet into an invoice
An hourly invoice has one job: let the client see what each hour bought. That means dates, a short description of the task, the hours in decimal form and the rate. The sample above is set up exactly like that. Overwrite the lines with your own entries; the amount column and the total update as you type.
Time trackers usually export minutes. Convert them before you paste:
- 15 min = 0.25 h
- 20 min = 0.33 h (or 0.4 h if you round up in 6-minute steps)
- 30 min = 0.5 h
- 45 min = 0.75 h
Rounding increments, with real numbers
Rounding is where trust is won or lost. Pick an increment, tell the client and apply it every time. Here is a two-week invoice at an example rate of $90 per hour, rounded up to the next 6 minutes (0.1 h):
| Date · task | Time tracked | Billed hours | Rate | Amount |
|---|---|---|---|---|
| Oct 6 · bug fixes, checkout page | 1 h 20 min | 1.4 | $90.00 | $126.00 |
| Oct 8 · client call, scope review | 35 min | 0.6 | $90.00 | $54.00 |
| Oct 13 · build export feature | 3 h 05 min | 3.1 | $90.00 | $279.00 |
| Oct 15 · deploy and test | 2 h 00 min | 2.0 | $90.00 | $180.00 |
| Total | 7 h 00 min | 7.1 | $639.00 |
The raw time was exactly 7 hours, or $630.00. Six-minute rounding added $9.00 over four entries, which most clients accept. Fifteen-minute rounding would bill 1.5 + 0.75 + 3.25 + 2.0 = 7.5 hours, or $675.00. That is a bigger jump, and the reason some clients ask for 6-minute increments in the contract.
Rates, caps and overtime
If you quoted a not-to-exceed budget, show it in the notes: “Estimate: 20 hours. Hours to date: 14.6.” Clients relax when they can see where the budget stands, and it gives you a natural moment to ask before going over. If the client approved more hours, say so on the next invoice.
Different kinds of work can carry different rates on one invoice. Give rush, weekend or after-hours work its own line so the higher price is visible and explained, not hidden in a blended rate.
Before you send
- Use your next invoice number; the editor suggests it and warns about duplicates. The numbering guide has formats that sort well.
- Add the billing period, for example “Services Oct 1–15, 2026”, in the notes or the first line.
- Set payment terms and the due date. Net 30 and other terms explained.
- Check the Review step: it lists anything missing and links straight to it.
Download the PDF, share it, and mark it sent. When the payment lands, mark it paid and create a receipt if the client wants one. My documents keeps the list, the status and a CSV export for your accountant.
Hourly billing is common across trades. Consultants often mix hours with a retainer, freelancers mix hours with fixed-price items, and cleaning services bill per visit or per hour. If you prefer to keep a timesheet in a spreadsheet, the Excel invoice template has the hours-times-rate formulas built in.