How to fill out this invoice template for hours worked
- Download the invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your name or business and contact details, then your client’s name and billing contact. Give the invoice a unique number and note the period it covers, such as one week.
- Add one line per day or task: the date, what you did, the hours and your hourly rate. Round the same way every time, such as to the nearest 15 minutes (0.25 hours).
- Put the total hours for the period in the notes, as in the sample, and attach your timesheet or time-tracker report if the client asks for one. Set the due date, such as 15 days.
- Send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this timesheet invoice template
- Sample dated lines for four days of work, from a design review to testing and handover, at $60 an hour
- Bill to, From and Payment sections for you, your client and how to pay you
- Invoice number, issue date and due date
- Notes with the total hours for the period and 15-day payment terms you can change
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits freelancers and contractors who bill by the hour, from consulting to part-time work billed weekly or every two weeks
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (PRO)
Invoice checklist
An hourly invoice is the bill a freelancer or contractor sends a client for time worked, listing the dates, the tasks and the hours at an agreed hourly rate. Because the client pays for time, dated lines and a clear total of hours let them check it against their own records and approve it faster.
- Your details. Your name or business name, address and email, and your EIN if a business client asks for a taxpayer ID.
- Your client. The client’s company name, billing contact and the person who approves your hours, if that’s someone else.
- Number and period. A unique invoice number, the issue date, the due date and the dates the invoice covers, such as Nov 2–5.
- Dated hours. One line per day or task: the date, what you did, the hours in decimals and your hourly rate.
- Expenses. Costs you agreed to pass on, such as software or mileage at the IRS standard mileage rate, on their own lines, not mixed into your hours.
- Hours and terms. The total hours for the period, when the invoice is due and how to pay you: bank transfer, Zelle, PayPal or a card payment link.
- Late fee. Your late fee policy, if your agreement includes one.
Getting paid
Agree on your rate, rounding and billing schedule before you start, then use them on every invoice.
- Weekly
Billing schedule
Hourly work is usually billed weekly, every two weeks or monthly, so each invoice stays small and easy to check. Pick one cycle per client and send the invoice on the same day each period. If a client books a fixed number of hours each period, recurring invoices on Onigiri PRO can email the same invoice on schedule.
- 15 min
Rounding
Many freelancers round to the nearest 15 minutes, or 0.25 hours, and some bill in 6-minute (0.1 hour) steps. Agree on it with the client and round the same way every time. The billable hours calculator helps you total the period.
Minimums and extra rates
A minimum charge, such as one or two hours for any call or visit, makes short jobs worth taking. Overtime, rush or weekend rates belong on the invoice only if the client agreed to them in advance; bill those hours on separate lines at the higher rate.
Late payments
Send a reminder a few days before the due date and again the day after. If you bill weekly and an invoice is well overdue, pause new work so unpaid hours don’t pile up. Add a late fee only if your agreement includes one.
Taxes
If you’re paid as a contractor, no one withholds tax, so set aside part of every payment; the self-employment tax calculator estimates what you’ll owe. Business clients often ask for a Form W-9 before the first payment. This is general information, not tax advice.
Formats
Hourly invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxHourly invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF hourly invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | PRO | |
| Client pays by card, 0% platform fee on Stripe | PRO | |
| Income tracking | ||
| Works in Word, Excel and Google Docs |
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Ready to get paid faster?
Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
