Timesheet example: turn a working week into an accurate invoice
Follow a five-day timesheet, exclude breaks and internal work, convert minutes correctly and reconcile billable hours with the invoice.
An accurate timesheet records the work before it calculates the charge. Use the five-day example below to keep elapsed time, breaks, nonbillable work and billable hours separate. All entries and rates are invented.
Reconcile a five-day week
In this exercise the agreed hourly rate is USD 60. Breaks and internal administration are not billable. A different agreement may treat activities differently, so decide the categories before recording the work.
| Day | Elapsed hours | Breaks | Nonbillable work | Billable hours |
|---|---|---|---|---|
| Monday | 8.00 | 0.50 | 1.00 | 6.50 |
| Tuesday | 7.50 | 0.50 | 0.50 | 6.50 |
| Wednesday | 8.00 | 1.00 | 0.50 | 6.50 |
| Thursday | 6.00 | 0.50 | 1.50 | 4.00 |
| Friday | 7.00 | 0.50 | 1.00 | 5.50 |
| Total | 36.50 | 3.00 | 4.50 | 29.00 |
Convert minutes into decimal hours
Thirty minutes is 30 ÷ 60 = 0.50 hours. A two-hour, thirty-minute task is 2.50 hours, not 2.30. Entering 2.30 at USD 60 charges USD 138 instead of USD 150, a USD 12 difference.
For 45 minutes, use 0.75. For 15 minutes, use 0.25. Do not confuse a clock display with a decimal quantity. If your agreement rounds time to a billing increment, record the underlying time and apply that rule consistently rather than rounding each entry opportunistically.
Enter tasks and check the weekly charge
In Docuivo, add a line for each billable task or day, put its decimal hours in Hours and enter 60 in Rate. This example totals 29 × USD 60 = USD 1,740 before any agreed adjustments. Put the week and project reference in Reference or Notes.
The editor does not calculate clock-in/clock-out differences or subtract breaks for you. Complete the time calculation first. Do not enter 36.50 elapsed hours as though all of them were approved billable work.
Move the approved hours into the invoice
Use the agreed level of detail: either the approved task lines or one line stating “29 approved hours, week ending September 25, 2026, at USD 60.” Link to the timesheet reference so the customer can reconcile it. The invoice total should be USD 1,740 when the same quantities and rates are used.
Keep the original record and any customer approval. Correct a mistaken entry visibly rather than deleting history from an already shared timesheet.
- Check 36.50 − 3.00 − 4.50 = 29.00 hours.
- Check 29.00 × 60.00 = USD 1,740.00.
- Keep breaks and internal tasks out of billable lines for this agreement.
- Use Print for a styled output and inspect every page.
This guide provides general educational information and is not legal, accounting, tax or financial advice. Requirements vary by country, industry and transaction. See how Docuivo tests its tools and calculations.