Free Hourly Invoice Template for Excel & Google Sheets

What Does an Hourly Invoice Template Do?

An hourly invoice template is a ready-made billing document for businesses or individuals who charge customers according to the amount of time spent on a service or project.

Instead of creating every invoice from scratch, you can enter the work details and rate for each service. The template calculates the amount for each line using:

Hours Worked × Hourly Rate = Line Total

An hourly invoice can also include additional expenses, discounts, taxes, payment terms, and other information the client needs before making payment.

What Can You Record in This Invoice Spreadsheet?

The template includes several areas to help you organize the complete billing process.

Client and Business Details

Add the information needed to identify both parties, including:

• Business or freelancer name
• Business email
• Business address
• Client or company name
• Client email
• Client address
• Invoice number
• Invoice date
• Payment due date
• Billing period
• Currency

Hourly Services and Billable Work

The main invoice table lets you list the work performed during the billing period. You can add:

• Work date
• Project or service
• Description of the work
• Number of hours
• Hourly rate
• Calculated amount

Automatic Hourly Calculations

The spreadsheet calculates each service amount from the hours and hourly rate. For example, 8 hours × $50/hour = $400. This reduces repetitive calculations when an invoice contains multiple services or different hourly rates.

Expenses and Additional Charges

The template includes a separate expense log where you can record:

• Expense date
• Client
• Expense description
• Category
• Amount
• Whether the expense is reimbursable

You can then include the relevant expenses when preparing the final invoice.

Invoice Totals

The invoice includes a summary area for reviewing the amount due. It can account for:

• Total billable hours
• Service subtotal
• Expenses
• Discounts
• Tax
• Final amount due

Payment Information

You can also add payment terms and instructions so the client knows when and how to pay. This section can describe your preferred payment method, payment instructions, or other notes related to the invoice.

How to Fill Out the Hourly Invoice Template

You can prepare an invoice in a few simple steps.

Step 1: Enter Your Business Information

Start by adding your company or personal business details. Include your name, email address, and business address.

Step 2: Add the Client Information

Enter the client's name, email, and billing address. If you work with several clients, make sure you are using the correct information for the invoice.

Step 3: Assign the Invoice Number

Give every invoice a unique number. A consistent numbering system makes it easier to find invoices and keep your billing records organized.

Step 4: Set the Billing Period

Enter the start and end dates for the work included in the invoice. This is especially useful when you bill clients weekly, biweekly, or monthly.

Step 5: Add Your Billable Hours

Enter each service or project, the date the work was completed, the number of hours, and the applicable hourly rate. The template calculates the amount for each line based on the hours and rate.

Step 6: Include Reimbursable Expenses

If the client agreed to cover project-related expenses, add them to the expense section and include the applicable amount in the invoice.

Step 7: Review Discounts and Taxes

If you need to apply a discount or tax, enter the appropriate amount in the invoice summary. Tax requirements can vary depending on your location, business structure, and client, so verify the applicable requirements before sending an invoice.

Step 8: Add Payment Instructions

Include your payment terms and preferred payment method. You can also add any notes that the client should know before making payment.

Step 9: Check the Final Amount

Before sending the invoice, review the hours, rates, expenses, discounts, taxes, and total amount due.