A timesheet supports billing by recording dates, tasks and time. To invoice from it, confirm which entries are billable, apply the agreed rate and check the customer’s billing terms.
A timesheet-to-invoice workflow turns approved or otherwise billable time records into invoice line items. The timesheet documents when and what work was recorded; the invoice requests payment under the agreed client terms.
From time entry to invoice
- Record each work entry. Capture the date, task or project, time worked and any agreed break or billable/non-billable distinction.
- Check the client’s billing rules. Confirm rounding increments, minimums, caps, approval steps, expense treatment and rate before billing.
- Calculate billable hours. Sum the entries that the agreement allows you to bill. Keep the source timesheet with the invoice record.
- Apply the agreed rate. Multiply billable hours by the hourly rate and check the arithmetic.
- Build readable invoice lines. Group work by date range, project or task where useful; include enough detail to make the charge understandable.
- Review and send the invoice. Check the client, currency, due date, any applicable tax and total.
Example calculation
A consultant records 7.5 billable hours at an agreed $85 per hour. The time-based charge is 7.5 × $85 = $637.50 before any agreed discount or applicable tax. The timesheet supports the calculation; it does not by itself replace client approval if the contract requires approval.
Keep the records connected
Use the same project code or service period on the timesheet and invoice. If an entry is disputed, retain the original record and document any agreed correction rather than silently changing a previously shared invoice.
Create a timesheet, estimate a billable price with the hourly-rate calculator and add the agreed charges to your invoice.
Frequently asked questions
Can every timesheet hour go on an invoice?
Only billable entries that match the client’s rules for rounding, rates, approvals and caps. Non-billable time should stay off the invoice.
How should timesheet lines appear on an invoice?
Group or itemize approved hours with clear dates, tasks and rates so the client can match the invoice to the timesheet.
General information only—not legal, tax or accounting advice. Requirements can vary by jurisdiction, transaction and agreement. Confirm what applies to your situation.