Hourly Invoice Template (Timesheet)
Anyone billing by the hour: a timesheet and an invoice in one.
- Billing period
- Date, task, person, hours and rate per line
- Total hours calculated automatically
- Rounding and time-log note
Time billing · Excel, Word & PDF
Hourly Invoice Template with Timesheet
Bill for your time with an invoice that doubles as a timesheet: every date, task and hour listed, total hours and amount due calculated for you.
4.8/5 on G2 · Our invoice generator is used by 50,000+ people · Updated September 2026What is an hourly invoice?
An hourly invoice template is an invoice that lists the hours worked on each task and date, multiplies them by your hourly rate, and totals both the hours and the amount due.
Clients who pay by the hour want to see where the time went. An hourly invoice, sometimes called a timesheet invoice, answers that on the invoice itself: each line shows the date, the task, who did it, the hours and the rate. That transparency is what gets hourly invoices approved without back-and-forth.
- Used by consultants, developers, designers, lawyers, tutors and agencies
- Lists date, task, hours and rate per line
- Totals hours and amount automatically in Excel
- Covers a billing period, often weekly or monthly
- Detailed time logs can be attached on request
Download the Hourly Invoice Template
Service & Consulting Invoice Template
Consultants, agencies and service providers billing for sessions, retainers or projects.
- Engagement name and service period
- Service date per line
- Less deposit received
- Balance due and contact for queries
How to Create an Hourly Invoice
1
Set the billing period
Weekly, fortnightly or monthly. Put the start and end dates at the top.
2
Log each block of time
One line per task per day: date, what you did, who did it and the hours.
3
Apply the right rate
Use different rates for different people or types of work if your agreement allows.
4
Check the totals
The Excel template sums total hours and the amount. Compare against your own time records.
5
Add tax and terms
Add tax if you are registered, your payment terms and how to pay.
6
Send with the time log
Send as a PDF, and attach a detailed time report if the client asked for one.
Rounding Time: Common Billing Increments
Agree your increment with the client upfront and state it on the invoice.
| Increment | How it works | Common in |
|---|---|---|
| 1 minute | Bill exact time | Tracked software work |
| 6 minutes (0.1 hour) | Round up to the next tenth of an hour | Law firms and accountants |
| 15 minutes (0.25 hour) | Round to the nearest quarter hour | Consultants, agencies, freelancers |
| 30 minutes or 1 hour | Minimum charge per task or call | Repairs, IT support, call-outs |
How to Set and Show Your Hourly Rate
- Work out your target income plus business costs, then divide by the hours you can realistically bill (not every working hour is billable).
- Try the freelance rate calculator and the billable hours calculator to check your numbers.
- Show the rate on every line so the client can check the math.
- If you have different rates (senior vs junior, standard vs rush), label each line clearly.
- Review your rate once a year and give clients notice before it changes.
Hourly vs Fixed Fee vs Retainer: Which to Invoice
| Model | How you invoice | Best when |
|---|---|---|
| Hourly | Hours worked x rate, with a time log | Scope is unclear or keeps changing |
| Hourly with a cap | Hours x rate, never above an agreed maximum | The client needs budget certainty |
| Prepaid block of hours | Invoice a block upfront, draw it down | Ongoing support or small requests |
| Fixed fee | One price for a defined scope | The scope is clear and repeatable |
| Monthly retainer | Same amount each month in advance | Long-term relationships with steady work |
Write Time Entries Clients Approve
Vague entries get queried. Specific ones get paid.
| Vague | Clear |
|---|---|
| Design work, 4h | Homepage wireframes, desktop and mobile, 2 revisions, 4.0h |
| Meeting, 1h | Sprint planning call with Sarah and Tom, 1.0h |
| Fixes, 2.5h | Fixed checkout tax bug and deployed to staging, 2.5h |
| Emails, 0.5h | Supplier quotes compared and summary sent to client, 0.5h |
Common Hourly Billing Situations
- Minimum charge: state a minimum per task or call-out, for example 1 hour, in your terms.
- Travel time: bill it at a reduced rate or a flat fee, or not at all, but agree it upfront.
- Rush and out-of-hours work: use a clear multiplier, such as 1.5x the standard rate, and show it as its own line.
- Non-billable time: keep internal admin and your own learning off the invoice.
- Caps: if you agreed a "not to exceed" amount, show hours used and the remaining budget on every invoice.
- Prepaid hours: show the opening balance, hours used this period and the hours left.
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Hourly Invoice Template FAQs
How do I write an invoice for hours worked?
List each block of time with the date, task and hours, multiply by your hourly rate, total the hours and amount, add tax if applicable, and include payment terms and details. The hourly invoice template does the math in Excel.
Should I attach a timesheet to my invoice?
If the client asks, yes. The hourly invoice template already lists each task and date, which is enough for most clients.
How often should I send hourly invoices?
Weekly or monthly is common. Shorter periods keep cash flowing and make each invoice easier to review.
Can I bill different rates on one invoice?
Yes. Put each rate on its own line, for example senior consultant hours and junior hours, and label them clearly.
Can I create an hourly invoice online?
Yes. In the free invoice generator, enter the hours as the quantity and your hourly rate as the price on each line.
Should I bill clients for travel time?
Only if you agreed it. Many consultants bill travel at half rate or a flat fee, and state it on the quote and invoice.
What is a not-to-exceed cap on an hourly invoice?
An agreed maximum the client will pay for the work. You still bill hourly, but never above the cap, and show hours used and budget remaining on each invoice.
Should I charge for emails and calls?
If they are part of the work and your agreement is hourly, yes. Log them with a clear description so the client sees the value.