WorkbamiHR & attendance
Free timesheet template with a filled weekly example
A timesheet records when each employee started and finished work, how long their breaks were, and how many hours count as overtime, usually for one week or one pay period. It is the record payroll relies on, the evidence you need if hours are ever disputed, and the basis for billing clients or allocating labour cost to projects.
This page gives you a free Excel timesheet, explains every field, shows a filled example for a typical week, and lists the mistakes that cause underpaid overtime and payroll corrections.
What is a timesheet?
A timesheet is a table with one row per working day: date, start time, end time, unpaid break, hours worked and overtime, with weekly or monthly totals at the bottom. Unlike an attendance sheet, which only shows who was present, a timesheet captures how many hours were worked. Unlike a daily work log, it is not about what you did, but about how long you worked.
Small teams often start with a spreadsheet. As the team grows, the approval step matters as much as the numbers: the employee records the hours, a manager approves them each week, and payroll uses only approved timesheets. Agree on that flow early and you avoid most disputes.
When do you need a timesheet?
- To pay hourly and non-exempt employees correctly, including overtime
- When people work flexible hours, shifts or remotely and start times differ
- To bill clients by the hour or allocate labour cost to projects
- To check that nobody is consistently working excessive hours
- To keep the working-time records many labour laws require
How to fill in the timesheet template
The Excel download contains these fields. Enter real clock times, keep breaks in minutes, and let the formulas calculate the totals.
Employee and period
| Field | What to write | Example |
|---|---|---|
| Employee name and ID | Full name plus employee number so payroll can match the record. | Jordan Lee (E-1042) |
| Department / role | Team, job title and, if relevant, client or project. | Customer Success, Support Specialist |
| Pay period | The week or pay period the sheet covers. | Oct 26 – Nov 1, 2026 |
| Scheduled hours | Contracted hours per day and per week. | 8 h/day, 40 h/week |
| Approver | Manager who checks and approves the hours. | Priya Shah, Support Lead |
Daily rows (table)
| Field | What to write | Example |
|---|---|---|
| Date | Day and date. Keep a row for holidays and leave days too. | Tue, Oct 27 |
| Start / end time | Actual clock-in and clock-out times in 24-hour format. | 09:00 / 20:00 |
| Break (min) | Unpaid break time in minutes. | 60 |
| Hours worked | End minus start minus break. | 10 |
| Overtime | Hours above your overtime threshold, with approval noted. | 2 (approved) |
| Notes / project | Night or holiday work, project codes, reasons for overtime. | Client migration cut-over |
Totals and sign-off
| Field | What to write | Example |
|---|---|---|
| Weekly totals | Sum of hours worked, regular hours and overtime. | 43.5 h total, 3.5 h overtime |
| Signatures and date | Employee confirmation and manager approval date. | J. Lee / P. Shah, approved Nov 2 |
Timesheet example
A support specialist's week. Tuesday and Thursday ran late because of a client migration; both extensions were approved in advance.
| Employee | Jordan Lee, Customer Success |
|---|---|
| Period | Mon Oct 27 – Fri Oct 31, 2026 |
| Scheduled hours | 8 h/day, 40 h/week |
| Totals | 43.5 h worked: 40 regular + 3.5 overtime |
| Approved by | Priya Shah on Nov 2 |
Hours this week
| Date | Start | End | Break (min) | Hours worked | Overtime |
|---|---|---|---|---|---|
| Mon Oct 27 | 09:00 | 18:00 | 60 | 8 | 0 |
| Tue Oct 28 | 09:00 | 20:00 | 60 | 10 | 2 |
| Wed Oct 29 | 08:30 | 17:30 | 60 | 8 | 0 |
| Thu Oct 30 | 09:00 | 19:30 | 60 | 9.5 | 1.5 |
| Fri Oct 31 | 09:00 | 18:00 | 60 | 8 | 0 |
Hours worked = end − start − break; overtime here = hours above 8 per day. Weekly total 43.5 h, of which 3.5 h overtime (also 3.5 h above 40 h for the week).
Free download
Free, no sign-up. Opens in Excel, Google Sheets, Numbers, Word, Google Docs and LibreOffice.
Open the downloaded file in Nobami, our web office, to edit it right away.
How to keep a timesheet in 10 minutes a week
- Write the scheduled hours and break rules at the top. Daily and weekly contracted hours tell everyone where overtime starts.
- Record real times every day. Filling in a whole week from memory on Friday leads to errors. Log start and end times before you leave.
- Subtract unpaid breaks. Let the spreadsheet calculate end − start − break instead of typing totals by hand.
- Separate overtime, night and holiday hours. They are often paid at different rates, so keep them in their own column or note, together with who approved them.
- Check the weekly total. If someone is heading for excessive hours, adjust next week's schedule now rather than at month end.
- Approve, lock and send to payroll. Payroll uses approved sheets only. Corrections get a reason and a date, never a silent overwrite.
Working-time rules to keep in mind
United States: under the Fair Labor Standards Act, non-exempt employees must be paid at least one and a half times their regular rate for hours worked over 40 in a workweek, and employers must keep accurate records of hours worked each day and each week. Several states, such as California, add daily overtime rules.
United Kingdom: the Working Time Regulations limit average weekly working time to 48 hours (normally averaged over 17 weeks) unless the worker opts out in writing, and set minimum rest breaks. Employers must keep records that show the limits are respected.
Elsewhere, check your national law: many countries require a daily record of working time and keep it open to inspection for several years.
Sources
- U.S. Department of Labor: Overtime pay (FLSA) (checked November 3, 2026)
- GOV.UK: Maximum weekly working hours (checked November 3, 2026)
General information, not legal advice. Overtime and record-keeping rules depend on your country, state and contract; check with an employment adviser.
Common timesheet mistakes
- Writing the same 09:00–17:00 every day instead of real times
- Counting the whole day as work without subtracting unpaid breaks
- Mixing overtime, night and holiday hours in one column
- Sending unapproved timesheets to payroll, or editing them after approval without a note
- Deleting rows for leave days so totals no longer match the leave record
Timesheet FAQ
What is the difference between a timesheet, an attendance sheet and a work log?
An attendance sheet shows whether someone was present, a work log describes what they did, and a timesheet records how many hours they worked, including breaks and overtime, for payroll.
How do I calculate hours on a timesheet?
Subtract the start time from the end time, then subtract unpaid breaks. 09:00 to 18:00 with a 60-minute break is 8 hours. The template does this with a formula.
Should breaks be recorded?
Yes. Unpaid breaks are not working time, so without them you cannot calculate hours worked correctly.
Weekly or monthly timesheets?
Weekly sheets catch errors and excessive hours early; monthly sheets are easier for payroll. Many teams approve weekly and total monthly.
Can I use the template in Google Sheets?
Yes. The .xlsx file opens in Google Sheets, Numbers and LibreOffice, and the total formulas keep working.