What is Timesheet Invoice?
A timesheet invoice documents hours worked so clients can see exactly where time was spent. Learn how to create timesheet invoices for hourly work, what to include, and how they differ from standard project invoices.
What Is a Timesheet Invoice?
A timesheet invoice (also called a time-based invoice or hourly invoice) is an invoice that documents the specific hours worked — broken down by day, task, or project — so the client can see exactly where their money is going. It's used for hourly billing under T&M contracts, retainer overages, or any situation where you're paid by the hour. Where a fixed-price invoice might simply say "$8,000 for the logo design," a timesheet invoice shows: - Research: 6 hours × $125 = $750 - Initial concepts: 8 hours × $125 = $1,000 - Revisions (3 rounds): 12 hours × $125 = $1,500 - Client meeting: 2 hours × $125 = $250 - Total: $3,500 The transparency builds trust — the client sees exactly what they're paying for.
When to Use Timesheet Invoices
| Contract Type | Invoice Type | |---|---| | Time and Materials (T&M) | Timesheet invoice | | Hourly retainer (overtime hours) | Timesheet invoice | | Consulting (hourly rate) | Timesheet invoice | | Fixed-price project | Standard project invoice | | Milestone-based project | Milestone invoice |
What to Include on a Timesheet Invoice
Basic Information - Your name/company and client name - Invoice number and date - Billing period (e.g., March 1-31, 2026) - Client/project name Time Entries For each day or week: | Date | Description | Hours | Rate | Amount | |---|---|---|---|---| | Mar 1 | Research: competitive analysis | 3.5 | $125 | $437.50 | | Mar 2 | Writing: first draft | 6.0 | $125 | $750.00 | | Mar 3 | Writing: second draft + client call | 5.5 | $125 | $687.50 | | Mar 4 | Revisions based on feedback | 4.0 | $125 | $500.00 | | Mar 5 | Final edits + delivery | 2.0 | $125 | $250.00 | | Total | | 21.0 | | $2,625.00 | If Using Multiple Rates | Role | Rate | Hours | Amount | |---|---|---|---| | Senior consultant | $175/hr | 10 | $1,750 | | Junior consultant | $95/hr | 8 | $760 | | Administrative | $50/hr | 3 | $150 | | Total | | 21 | $2,660 |
Example: Timesheet Invoice for a T&M Contract
Scenario: A web developer on a T&M contract bills their monthly hours. Contract terms: - Development: $145/hour - Design: $125/hour - Project management: $75/hour - Not-to-exceed: $25,000/year March Invoice (G702-style timesheet): | Date | Description | Hours | Rate | Amount | |---|---|---|---|---| | Mar 3 | Homepage development: backend API | 8 | $145 | $1,160 | | Mar 4 | Homepage development: frontend | 6 | $145 | $870 | | Mar 5 | User authentication module | 7 | $145 | $1,015 | | Mar 8 | Design: user dashboard wireframes | 6 | $125 | $750 | | Mar 9 | Design: final mockups | 4 | $125 | $500 | | Mar 10 | Client meeting | 1.5 | $75 | $112.50 | | Mar 11 | Development: user dashboard | 8 | $145 | $1,160 | | Mar 12 | Testing and QA | 4 | $145 | $580 | | | Weekly subtotal | 44.5 | | $6,147.50 | Monthly summary attached: - Total hours: 44.5 - Total amount: $6,147.50 - Remaining NTE budget: $18,852.50
Attaching Detailed Timesheets
Always attach your raw timesheet data as supporting documentation. Clients paying hourly want to see: - What you actually did each day - That hours are legitimate and verifiable - How the time relates to the project scope This protects both of you: - You can prove where time was spent - Client can verify billing accuracy - Disputes are resolved with data, not memory
Timesheet Invoice vs. Standard Invoice
| | Timesheet Invoice | Standard Invoice | |---|---|---| | Basis | Hours worked × rate | Fixed amount or milestone | | Detail level | High — daily/task breakdown | Lower — lump sum or phase | | Documentation | Raw timesheet attached | Contract or scope reference | | Client scrutiny | Higher — they see every hour | Lower — just the total | | Best for | T&M, hourly, overages | Fixed-price, milestones |
Getting Paid Faster with Timesheet Invoices
Timesheet invoices sometimes face more scrutiny than fixed-price invoices because clients can see every hour. To speed approval: 1. Send weekly, not monthly — Smaller invoices are less intimidating and easier to approve quickly 2. Match to contract scope — Each timesheet entry should clearly connect to agreed deliverables 3. Be specific in descriptions — "Email thread with client about logo direction" is better than "Client communication" 4. Flag scope issues early — If hours are climbing beyond estimates, alert the client before you exceed the cap 5. Follow up proactively — Don't wait 30 days to address timesheet questions
The Bottom Line
Timesheet invoices bring transparency to hourly billing — showing clients exactly where their money goes. Use them whenever you're billing by the hour, always attach detailed timesheet backup, and send them regularly (weekly beats monthly) to keep cash flowing. (Bill time accurately →) (Track time automatically →) (Create proper invoices →) Key Takeaways: 1. Timesheet invoices break down hours by day/task, showing exactly where time was spent 2. Use them for T&M contracts, hourly retainers, and overage billing 3. Always attach raw timesheet data as supporting documentation 4. Be specific in descriptions — "Logo research" is better than "Work" 5. Send timesheet invoices weekly rather than monthly for faster approval and payment Create professional timesheet invoices — Try Eonebill Free Eonebill's time tracking and timesheet invoicing features make hourly billing effortless — track time, generate invoices, and get paid faster. View Pricing → | Glossary Home → | Home →