Hourly invoice template
When you bill by the hour, the invoice is really a timesheet with a total. Each line here is a dated block of work with hours and a rate, so the client can match it to what they asked for.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Project
- Billing period
- Timesheet / PO ref
- Line items with hours, rate / hr and amount
- Tax, discounts, amount paid and balance due
Writing time entries clients approve
A good entry says the date, the task and the outcome, for example "Tue 4 Nov - wireframes, first pass". Vague lines such as "design work" are the ones that get queried. Hours accept decimals up to three places, so 1.25 is a quarter past.
Rounding your time
State your increment in the notes, such as 15 minutes or tenths of an hour, and round the same way every time. The invoice multiplies the hours exactly as typed and rounds only the money.
Questions
How do I convert minutes to decimal hours?
Divide the minutes by 60. Fifteen minutes is 0.25, thirty is 0.5, forty-five is 0.75 and twenty minutes is about 0.333. Enter the decimal in the hours box on each line.
Can I use different rates on one invoice?
Yes. Each line has its own rate, so meeting time, development and travel can be billed at different rates on the same invoice.
Do I need the client PO number?
Larger clients often cannot pay an invoice without one. Put it in the PO / reference field, where it prints next to the invoice number and dates.
Can I import hours from a time tracker?
Yes. Under the line items, choose Import hours from a timesheet and pick a CSV or Excel export from Toggl, Clockify, Harvest or your own sheet with date, task and hours columns. Each entry becomes a dated line, or entries for the same task can be combined.