This free Timesheet Invoice template is a ready-to-use document you can fill in, export and send today. Hour-by-hour timesheet billing invoice for contractors, virtual assistants, and staff billing by logged time. Use it to bill a client clearly enough that finance can pay it without asking you a single question. Every field is editable, the preview updates as you type, and the finished file downloads as PDF or Word with no watermark and no sign-up.
Turning a verified timesheet into a payable invoice
A timesheet invoice is only as strong as its verification, so include a short statement affirming the hours are accurate, such as "I certify that the hours recorded above reflect work actually performed on the dates shown." A signed or clearly attributed certification turns a list of numbers into a document the client's accounts-payable team can approve without a back-and-forth.
Attach evidence when the engagement warrants it. Exports from project-management or time-tracking tools (Jira, Asana, Toggl, Harvest) that show tasks, timestamps, and totals corroborate your figures and make approval faster. Reference the attachment on the invoice so the reviewer knows the backup exists and where to find it.
Set a dispute window so approvals do not drift indefinitely. Wording such as "Please raise any questions about recorded hours within 7 days of receipt; otherwise the timesheet is deemed accepted" gives the client a fair chance to review while protecting you from a challenge months later. Pair it with your payment terms so the clock on both review and payment starts on the same date.
Who this Timesheet Invoice template is for
- Freelancers and consultants billing clients directly
- Small businesses that invoice a handful of customers each month
- Anyone who needs a compliant record for their accountant
What's included in this Timesheet Invoice template
- Company name
- Client name
- Invoice number
- Billing period start
- Billing period end
- Hourly rate
- Total hours
- Subtotal
- Tax
- Total
- Amount due
How to use this Timesheet Invoice template
- 1Replace the sender block with your own name, address and tax number.
- 2Add the client's legal name and billing address exactly as they gave it.
- 3Set a sequential invoice number and an explicit due date, not just "Net 30".
- 4Enter each line item with a description, quantity and rate — the totals compute themselves.
- 5Export to PDF and attach it to a short email naming the invoice number.
Timesheet Invoice: mistakes to avoid
- Never reuse an invoice number. Cancel and issue a credit note instead.
- Write the due date as a real date. "Net 30" invites an argument about day one.
- Include the purchase order number if your client uses one — some finance systems will not pay without it.
- Send PDF, not Word, so the layout cannot shift on the client's machine.
Frequently asked questions
Is this Timesheet Invoice template really free?
Yes. You can fill it in, export it to PDF or Word, and send it to a client without creating an account, and the exported file carries no watermark or branding of ours.
What must a Timesheet Invoice include to be valid?
A unique sequential number, the issue date, an explicit due date, both parties' names and addresses, an itemised breakdown of what you delivered, the subtotal, any tax shown separately, the total due, and how to pay you. Most tax authorities also require your registration number where you have one.
Can I edit the line items and tax rate?
Yes. Add or remove rows, change descriptions and rates, and set your own tax percentage. The subtotal, tax and total recalculate from the rows, so the arithmetic on the page always adds up.
PDF or Word — which should I send?
Send the PDF. It renders identically everywhere and cannot be altered by accident. Keep the Word file for the occasional client whose finance system asks for an editable copy.