Free Weekly Timesheet Calculator

This tool allows you to log your hours, calculate totals, add a project, add a description, the employee name, the manager, and export your data to PDF or CSV formats.

Generate your weekly timesheet

Start dateStart timeEnd dateEnd timeProjectDescriptionTotal
Total0

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Features

  • Option to add the employee and manager name
  • Option to add the employee signature
  • Option to add the manager signature
  • Option to display time in decimal
  • Add multiple entries with start and end times
  • Add a project and a description for each entry
  • Calculate total hours for each entry and overall
  • Export your timesheet to PDF or CSV

How to Use the Weekly Timesheet Calculator

  1. Add an employee and manager name
  2. Add a placeholder for the employee and/or manager signature
  3. Decide if you want the time displayed in decimal format
  4. Add your time entries with start and end dates/times, project, and descriptions
  5. View the calculated totals at the end of each entry and overall
  6. Export your timesheet to PDF or CSV for easy sharing and record-keeping

What is the use of a timesheet?

While working as a freelancer, contractor, consultant, or possibly employee, there are various methods to invoice your customers. One common approach is to invoice based on a quote, where you agree on a fixed amount for a specific project according to predefined criteria. However, this method isn't always feasible for complex projects that defy precise estimation.

In such cases, an alternative approach is to create an estimate and track your hours. Unlike a quote, an estimate provides a ballpark figure for the time and cost required for a project, serving as an indication rather than a definitive agreement. The final invoice is then based on the actual hours worked.

Another method is to invoice purely based on the time worked. Efficient time management becomes crucial here, and a weekly timesheet calculator can significantly aid in keeping track of your hours, simplifying the creation of timesheets and invoices.

Understanding that filling out a timesheet is beneficial not only for invoicing customers but also for future project planning is essential. Even if you invoice based on a quote, knowing the time spent on a project can be invaluable for future estimates and identifying areas where time can be saved.

How to fill out a weekly timesheet?

As mentioned earlier, the purpose of filling out a timesheet is to track the time spent on a project to invoice your customer accurately. When dealing with invoices and money, it's essential for the timesheet to meet specific criteria to prevent disputes or requests for justification from the customer.

A comprehensive timesheet should include the following details:

  • Start date and time
  • End date and time
  • Project name
  • A concise description
  • The time spent, which is the interval between the start and end times
  • Total hours spent at the end
  • In some companies, signatures from the employee and/or the manager may be required

Including a description is often necessary, and even if it’s not mandatory, it's advisable to add one to avoid conflicts. Maintaining a minimum level of transparency helps sustain a good relationship with your customers. However, it's important not to provide too much detail, as this can create unnecessary noise. A good description should highlight the key aspects of the work done.

For example, if you're a web developer working on a new site for a customer, and the customer has multiple projects, you should specify the project name. Typically, a project is divided into smaller parts (sprints), so your description should include the sprint, a separator, and a brief description of the work. For instance, "Authentication: Started to work on the username and password method."

Regarding the hours spent, different methods exist. Some freelancers track their time down to the minute using a time tracking tool, while others track their time with a margin of 15 to 30 minutes. For example, if you spend 1 hour and 5 minutes on a task, you might invoice 1 hour and 15 minutes if you use a 15 minutes margin.

As a freelancer or consultant, you have various tasks such as responding to emails, opening projects, and reviewing discussions, which can be time-consuming. If you don't account for these activities, you might end up invoicing less than the actual time spent, as some customers may take advantage of your time by asking questions or requesting calls. Remember, working in an office environment also involves time lost due to interruptions from colleagues, replying to emails, and social interactions. Customers will account for this time in their invoices, so you should do the same.

A word of caution: it might be tempting to fill out your timesheet at the end of the week. If you only have one or two customers with one or two projects, and you allocate specific times during your week, this might work. However, more often than not, you’ll have multiple customers and projects in a single day, making it difficult to remember and estimate your time accurately.

Therefore, it's recommended to use a time tracking software like TimeSavvy to keep track of your time spent per project each day. This will make it easier to fill out your timesheet accurately.

Free CSV templates

To help you get started with your time tracking and invoicing, we have prepared a selection of CSV templates that you can download and customize to suit your needs.

These templates can serve as an alternative to the TimeSavvy free tool or app.

However, for the best experience and maximum efficiency, we highly recommend using TimeSavvy. Our tool offers advanced features and seamless integration that can significantly simplify your time management and invoicing processes.

Simply download the template that best fits your workflow, fill in the necessary details, and you're ready to go.

You can also generate an empty CSV file by adding as much lines as needed with the Weekly TimeSheet Calculator, and press the "Export to CSV" button.

Free PDF templates

We also offer a PDF templates that you can download. These templates provide an alternative for those who prefer working with PDFs over CSVs.

Like for the CSV files, you can also generate an empty PDF by adding as much lines as needed with the Weekly TimeSheet Calculator, and press the "Export to PDF" button.

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