Logging your work hours can be a tedious process. With so many things to keep track of — from when your team worked to how much was spent — teams end up consuming too much time on preparing their timesheets.
We’ve created daily, weekly, bi-weekly and monthly timesheet templates in PDF, Excel, Word and online Google formats that you can easily fill out as you work.
There is also a bonus project timesheet template.
Weekly timesheets are ideal for teams who are paid every week. This template is for when you are paying by the hour or require your team to meet a specific number of hours per week.
Use this template for team members who are working full-time. Monthly timesheets can give you a more detailed view of how your team uses their time over the course of a month. You can use these to understand their habits better and delegate tasks more effectively.
Bi-weekly timesheets are used if you’re paying your team on a specific day of the week every other week. This is different from bi-monthly pay periods, which are typically on the 15th and 30th of every month. If you’re paying bi-weekly, there are 26 pay periods in a year.
Daily hourly timesheet templates give you a more detailed look into your team’s workflow. Use this template if you want to track how your team spends their time on different tasks as well as recurring items on their schedule that consume the most time.
Project timesheet templates should be used in line with your project management method for maximum effect. These timesheets can serve as a project dashboard where you can see the projects your team is working on, clients, and bill rates.
Using timesheet templates saves you time but they aren’t perfect. Here are some of the limitations you might have to accept if you go with this route.
Timesheets involve a lot of estimating and rounding in terms of hours worked, which means that there’s always a possibility of discrepancies. Minutes that aren’t recorded properly on a daily basis can accumulate into hundreds of wasted hours (and lost revenue) every year.
It’s hard to determine your team’s productivity based on the number of hours alone. You will need to cross-reference their timesheets with the status of each task they worked on to get an idea of how efficient they were. This is a waste of time in itself.
Keeping your team’s timesheets organized is easy at first, but they can quickly pile up. If you ever need to revisit a timesheet, you will either need to do a lot of digging through computer files or a sea of papers.
Reporting time isn’t the only purpose of timesheets. They also determine how much to pay your hourly team. Once your team has submitted their timesheets, you still have to manually check if the hours and calculations are correct. Then there’s the matter of processing the payments, which takes up additional time.
Writing down hours after the fact will always involve inaccuracies to a degree, whether or not they are intentional. With that said, it’s better to automate the process using a timesheet software with time and productivity tracking capabilities.
When it comes down to it, there’s no easier and more accurate way to track your hours than using Hubstaff”s timesheet app.
This app helps you automate the timesheet process in a number of ways:
Once time is tracked, detailed timesheets are created and easy to review. You can dig into a detailed time report that looks at time and activity, time off requests, budgets, payroll, and more. Reports can be starred for easy access, and emailed to you on a regular basis so you’re always in the loop.
As you’re generating reports, you can save filters so the data you need the most is readily available.
However, Hubstaff is about more than just accurate, detailed timesheets. You can also automate payroll and send invoices to clients all from one easy-to-use app.
Simply add bill and pay rates for each team member, and amounts will be automatically generated based on time tracked.
Yes, timesheets are considered legal documents so accuracy is crucial. A business is required to keep them on hand for inspection if ever necessary by the Department of Labor.
This is why time theft or forging timesheets is a serious offense. This is one of a number of time clock rules that businesses should know about.
Yes, when used properly. Timesheets influence a number of other business processes, including invoicing, budgeting, estimating future projects, tracking vacation and paid time off, and paying team members. Timesheets, when accurate and easy to submit, can help streamline all of these steps.
The most accurate timesheets are prepared as you work. Using a timer or time tracking app that allows you to switch between tasks as you go and start and stop as needed will give you the best timesheets.
Many people choose to complete them at the end of the day, or worse, at the end of the week. However, this increases the risk of inaccuracy because you’re relying on memory and best guesses
When manually recording timesheets, it’s common to convert minutes into a tenth of an hour. This is used when rounding timesheets, as well. For example, working on a task for 30 minutes would be tracked as .5 hours on your timesheet. Working for 15 minutes? That’s .25 hours.
At the most basic level, you can multiply the total timesheet hours by an employee’s set hourly rate. For example:
38.2 hours X $20 = $764
However, that’s only one approach. There are many more ways to calculate employee payroll hours.
This depends on your team and culture, and how familiar your team is with timesheets. The one thing you can do is to make sure timesheets are as easy as they can be. Remove any roadblocks or hurdles that make timesheets difficult to fill out and submit.
Employee time theft can be a major concern, especially if you use timesheets to invoice clients and pay team members. Adding a step to review timesheets before sending on for payroll or invoicing can help ensure accuracy. You can also ask your team to verify their hours right before submitting their timesheet.