How to use the free online timesheet calculator
Filling out a timesheet often means you have to deal with spreadsheet formulas and do double-checks on your math. This weekly timesheet calculator eliminates all that, walking you through your team’s week step by step (hours, breaks, pay, and overtime included), and giving you an accurate online time card in seconds.
Here’s how to use it.
Set up your timesheet
Before entering any hours, first you need to set up the basics. These settings apply to the entire timesheet and make sure your totals come out in the right week and time format:
• Start by picking the week you’re tracking. Choose between this week, last week, or a custom week. If you choose a custom date, the calculator automatically snaps to that week’s Monday, so your interactive timesheet always runs Monday through Sunday.
• Then, choose your time format. Hours and minutes displays totals like “8h 30 min”, while Decimal shows the same time as “8.50”. The decimal option is more useful if you plan to use numbers for payroll or invoicing.
• At last, you set up an overtime calculation. If overtime applies to your team, be sure to check the box before moving forward. If not, skip this section entirely; this step is optional.
When it comes to overtime calculation, you’ll need to fill in 3 fields:
1. Overtime basis. Choose Per day if hours above a daily threshold count as overtime. For example, if you set the threshold at 8 hours per day, any day when someone works 10 hours would result in 2 hours of overtime. Choose Per week if it’s the total weekly hours that matter; hours above a weekly threshold, commonly 40, count as overtime.
2. Overtime threshold. Set the number of hours per day or per week after which overtime kicks in. The most common thresholds are 8 hours per day or 40 hours per week.
3. Overtime pay multiplier. Set how much overtime hours are worth compared to regular hours; it’s typically 1.5x for time-and-a-half or 2x for double time. Be sure to set these to match your contract or local labor law.
Add your employees
In this step, you need to add each person for whom you’re tracking hours. You can add as many employees as you need, and each one gets their own name, hourly rate, and set of daily entries.
For each employee, enter their hourly rate in the currency you selected, choosing USD, EUR, GBP, CHF, CAD, or AUD, depending on what you use for payroll or invoicing. This is what the online timesheet generator uses to calculate gross and overtime pay, so make sure it reflects their actual rate. If you only want to track hours and don’t need pay calculations, you can leave this blank, and you won’t get the pay results.
You can also enable the optional notes column for each employee. This lets you jot down what was worked on each day. Notes are saved in your browser only and aren’t uploaded anywhere, so use the Clear all option if you’re on a shared device.
Enter daily hours
This is the main part of the timesheet. For each day of the week, Monday through Sunday, you should enter the start time, end time, and any break time in minutes. The calculator subtracts the break automatically and shows you the total working hours for that day.
You don’t need to fill in every day, of course. If someone didn’t work on a Saturday or Sunday, just leave it blank; the calculator only counts the days you’ve filled in.
If you’re tracking multiple employees, each person has their own set of daily rows, so you can enter different hours and schedules for each team member without any overlap.
Add billable share of work
Not all hours are billable, and that’s rarely the same for everyone on the team. Someone might spend more time on internal work or admin, while another person is almost fully client-facing. That’s why you can set the billable share for each employee individually, instead of applying a single percentage across the board.
Just adjust the slider under each person’s timesheet to reflect what share of their logged hours is actually billable. This gives you a more accurate picture of each team member’s billable output.
If all of someone’s hours are billable, just leave their slider at 100% and move on.
Calculate (and review) your results
Once you’ve filled in your hours and set your preferences, hit the Calculate pay button. The results panel will show you everything, clearly broken down.
Here’s what you’ll get.
Total hours worked
This is the sum of all weekly hours after breaks have been subtracted.
When you add multiple employees, the calculator shows 2 types of hour totals:
1. Employee total hours. This is the real working time for each team member for the week. The formula is: Employee total hours = Σ (End time − Start time − Break time) for each working day. For example, if Maria worked from 8 am to 4 pm with a 20-minute break on April 27th, and that’s all you’ve logged, her total hours are 7.67.
2. Team total hours. This number combines working time across your team for that week. The formula is: Team total hours = Sum of all employee total hours. So, for example, if Mike worked 38 hours and Maria worked 42 hours, your team’s total for the week is 80 hours.
Billable hours worked
Billable hours are the portion of total hours worked that can actually be charged to a client. As mentioned before, they’re determined by the billable share percentage you set for each employee. So, for example, if someone logged 40 hours per week but only 75% of their time was billable, the calculator counts 30 hours as billable.
When you add multiple employees, the calculator shows two billable totals:
1. Employee billable hours. This number is the billable portion of each team member’s total hours for the week. The formula is: Employee billable hours = Employee total hours × (Billable share % ÷ 100)
2. Team billable hours. This number shows the total billable hours for your entire team that week. The formula is: Team billable hours = Sum of all employee billable hours. So, if Maria has 38 total hours at 100% billable and Mike has 42 total hours at 50% billable, your team’s billable hours for the week are 38 + 21, or 59 hours.
Regular hours
Regular hours are the hours worked within your set overtime threshold. Basically, everything up to but not exceeding your daily or weekly limit, and they’re calculated per employee.
The formula is: Employee regular hours = Employee total hours − Employee overtime hours.
So, if Mike worked 45 hours this week and your overtime threshold is 40 hours per week, his regular hours are 45 − 5 = 40.
When you add multiple employees, the online timesheet generator also shows team-level totals:
1. Team regular hours. This number combines regular hours across your entire team for that week. The formula is: Team regular hours = Sum of all employee regular hours.
2. Team billable regular hours. This number shows the billable portion of your team’s regular hours, calculated based on each employee’s billable share. The formula is: Team billable regular hours = Sum of (Employee regular hours × (Billable share % ÷ 100)) for each employee. So, if Maria has 38 regular hours at 100% billable and Mike has 40 regular hours at 50% billable, your team’s billable regular hours are 38 + 20, or 58 hours.
Regular pay
Regular pay is the amount each employee earns for their regular hours, calculated at their hourly rate.
The formula is: Employee regular pay = Employee regular hours × Hourly rate.
So, if Mike’s regular hours are 40 and his hourly rate is $25, his regular pay for the week is 40 × $25 = $1,000.
If you add multiple employees to the calculator, you’ll also get Team regular pay, which is the total regular pay across your entire team for that week. The formula is: Team regular pay = Sum of all employee regular pay.
Overtime hours
Overtime hours are the hours worked above your set overtime threshold; everything exceeding your daily or weekly limit. They’re calculated per employee, and when you add multiple employees, the calculator also shows team-level totals.
The formula is: Employee overtime hours = Employee total hours − Employee regular hours.
So, if Mike worked 45 hours this week and your overtime threshold is 40 hours per week, his overtime hours are 45 − 40 = 5 hours.
When you add multiple employees, the work hours calculator also generates these insights:
1. Team overtime hours. This number combines overtime hours across your entire team for that week. The formula is: Team overtime hours = Sum of all employee overtime hours.
2. Team billable overtime hours. This is the billable portion of your team’s overtime hours, calculated based on each employee’s billable share. The formula is: Team billable overtime hours = Sum of (Employee overtime hours × (Billable share % ÷ 100)) for each employee.
So, if Maria has 2 overtime hours at 100% billable and Mike has 5 overtime hours at 50% billable, your team’s billable overtime hours are 2 + 2.5 = 4.5 hours.
Overtime pay
Overtime pay is the amount each employee earns for overtime hours, calculated using their hourly rate and your chosen overtime multiplier.
The formula is: Employee overtime pay = Employee overtime hours × Hourly rate × Overtime multiplier.
So, if Mike has 5 overtime hours, an hourly rate of $25, and a 1.5x multiplier, his overtime pay for the week is 5 × $25 × 1.5 = $187.50.
Similarly, there’s Team overtime pay, which is the total overtime pay across your entire team for that week. The formula is: Team overtime pay = Sum of all employee overtime pay.
Gross pay
Gross pay is the total amount owed for the week, calculated based on billable hours only, and the hourly rate you entered for each employee.
The formula is: Employee gross pay = (Employee billable regular hours × Hourly rate) + (Employee billable overtime hours × Hourly rate × Overtime multiplier).
So, if Mike has 40 billable regular hours at $25 and 5 billable overtime hours at 1.5×, his gross pay is (40 × $25) + (5 × $25 × 1.5) = $1,000 + $187.50 = $1,187.50.
When you add multiple employees, the calculator also shows Team gross pay, which is the total amount owed across your entire team for that week. The formula is: Team gross pay = Sum of all employee gross pay.
This is the number to take to payroll or use on an invoice.
Download (or share your) timesheet
Once you’re happy with the results, you have 2 options.
You can copy the totals to your clipboard for quick pasting into an email, invoice, or payroll system. Or you can download a printable timesheet to send to a client, attach to an invoice, or file for your records.
If you’re on a shared device and added notes, remember to hit Clear all before you leave.
