Templates
Timesheet Excel – & workplace-ready free
Free timesheet template excel for Excel and Google Sheets. Daily rows, break checks, monthly totals, and DATEV-friendly export for payroll. Download now.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is a timesheet template and why Excel?
A timesheet template is a ready-made grid for daily or weekly working hours: you record start, end, breaks, and absences and get net hours from the formulas. Excel or Google Sheets work well because formulas add net times and you can hand monthly totals to payroll without double entry—typical in hospitality, retail, care, and trades.
Accurate time records matter for wage compliance and disputes. In the United States, the Fair Labor Standards Act (FLSA) requires employers to keep records of hours worked for non-exempt employees; many states add meal and rest break rules. In the United Kingdom, the Working Time Regulations 1998 and National Minimum Wage / National Living Wage rely on reliable hour documentation—keep records for the period your payroll provider or auditor recommends.
Is time tracking with Excel allowed?
Yes, in principle. There is usually no requirement for a specific brand of software. What matters is that times are documented fully and clearly, and that you control who can edit records after a period is closed. Excel files are editable; set processes (who can change what, when the month is frozen, where archives live). For larger teams or tamper-resistant records, digital time tracking complements the spreadsheet—the template remains a practical starting point.
Typical usage scenarios
The free Ordio timesheet template suits assistants, part-time staff, small teams, and trades. You record times per day on a monthly sheet—including status such as regular work, overtime, vacation, sick leave, or holiday. You get a clear monthly record for payroll or your accountant.
Record-keeping in view
Record-keeping in view: Work start, end, duration, and breaks should be documented precisely—not rounded away at month end. Our template supports plausibility checks (e.g. long days, break reminders). It does not replace audit-grade time systems but helps you document in a structured way.
Related templates
A timesheet serves as proof for internal audits and payroll. For broader time-tracking models, use the time tracking Excel template. For planning before capture, try the duty roster Excel template or weekly schedule template.
Timesheet PDF, Excel, or print?
Many teams search for a timesheet PDF or printable version for handwritten entry. That is possible, but has drawbacks: you calculate breaks and hours manually, and typos are more common. A timesheet Excel template (or Google Sheets) handles calculation and reduces errors in monthly review.
With the Ordio template you have both: work digitally in Excel or Google Sheets (copy via the download flow). If you need a printed timesheet, save the filled file or an empty template as PDF (Save as PDF)—you get a printable document without giving up formulas in daily use.
- PDF only: quick to sign, but without automatic sums.
- Excel / Sheets: formulas, overview sheets, export for payroll—recommended for recurring capture.
For shift planning without daily time entry, see the shift plan Excel template.
Is there a Word template?
In Microsoft Word you can build tables manually or insert a PDF—but there is no comparable standard timesheet with formulas like Excel. Teams that prefer Word often use a printed timesheet or import a table. More practical: capture in Excel or Google Sheets and export PDF when needed, so sums and breaks stay consistent.
In practice, many companies use Excel for ongoing capture and evaluation, and PDF for archive or staff without software access. Underlying times should be traceable—not only estimated at month end—regardless of file format.
Required fields and monthly timesheet for 2026
| Field | Why important |
|---|---|
| Date | Link to calendar week and pay period |
| Start and end of work | Basis for daily hours worked |
| Break (minutes) | FLSA and state break rules (US); rest breaks under UK Working Time Regulations |
| Net working time / hours | Basis for wages, overtime, and NMW/NLW checks |
| Status (e.g. work, holiday, sick) | Separate working and absence days |
| Employee name / ID | Assignment for multiple staff or payroll export |
| Site or department | Traceability across locations |
Retention: Keep timesheet or Excel files for the period your jurisdiction and payroll provider require—often several years for wage claims. Save a locked copy each month for later questions. The template supports 2026 and current months; enter dates as you go.
Monthly sheet vs. weekly overview
This timesheet template is designed as a monthly record: one sheet per person and month fits the pay period and payroll handoff. If you track overtime balances or target-vs-actual, use overview sums or internal notes without complicating daily rows.
If several people use the same file, agree who can edit and who approves the final version for payroll—avoid conflicting monthly totals. The template does not replace digital time tracking with user accounts but supports small teams in a uniform layout.
How to use the timesheet template: step-by-step
How to start with the free timesheet template: download the file, enter your contact details in the form, and open the template in Excel or as a Google Sheets copy. No subscription—start directly.
- Log daily entries: Enter date, start time, end time, and break (minutes) per day. Working time is calculated automatically. For unusual days, cross-check totals against your shift plan if you use one.
- Select status: Regular, overtime, vacation, sick leave, or holiday. On holiday or sick days, start and end may stay empty.
- Overview: On the Overview tab, see sums and key figures for the month—values update via formulas.
- Compliance: On the Compliance tab, get hints about long days and breaks—as orientation, not legal advice.
- Monthly close: Review the overview for plausibility (overtime, target hours). Save a version or archive as PDF—the record for auditors and payroll stays clear.
Common stumbling blocks: Wrong time format (text instead of time), forgotten breaks on long days, or duplicate rows after copying lines. If cells show "##", widen columns; if sums fail, confirm start and end are formatted as time.
The file stays local (or in your cloud storage). If many people log in parallel or you need automation, consider Ordio time tracking—including app and payroll integrations.
Benefits of the free template: FLSA records, payroll export, and break rules
The three cards below summarise what the free template delivers in daily use: legal orientation on hours and breaks, structured data for payroll, and consistent break logging instead of month-end estimates.
FLSA and UK hours oriented
The template supports documentation aligned with usual US and UK requirements: long days and breaks appear on the Compliance tab. FLSA record-keeping and UK Working Time Regulations both depend on reliable hour data.
- Precise minutes instead of flat estimates
- Notes for high daily hours
- Monthly archive recommended for retention
Payroll-ready export
Structured columns simplify export (e.g. CSV) and transfer to payroll—less double work between timesheets and accounting. US pay stub rules and UK itemised payslip requirements both start with accurate hours.
- Clear column logic for post-processing
- Status fields for absences and overtime
- CSV guidance in the template
Break logging
US state laws and UK rest-break rules apply when shifts are long enough. The template uses a break dropdown and plausibility checks so breaks are recorded consistently—not guessed at month end.
- Dropdown for break minutes
- Net time from start, end, and break
- Notes on the Compliance tab
Tips: formulas, minimum wage, and clean documentation
Log times daily or at least weekly—not only at month end. Documentation stays understandable. Use time format throughout as hh:mm (e.g. 08:00 and 17:30).
Formula for working time in Excel
The usual formula is: =(End time − Start time)*24 − Break/60 (start and end as time, break in minutes). The result is net working time in hours. Over midnight you need advanced logic (e.g. end time < start time → +1 day); many teams avoid clear overnight shifts without a day change. In this timesheet Excel template, standard calculation is already installed—you do not need to write the formula yourself.
Minimum wage in 2026
In the United States, pay at least the federal minimum wage and any higher state or local rate; tipped employees have separate rules. In the United Kingdom, apply the correct National Minimum Wage or National Living Wage band for each worker—rates update annually. A clean timesheet shows hours worked—the basis for minimum wage, premiums, and overtime on the pay run. The template does not replace payroll but helps avoid disputes over estimated times.
Documentation best practice
- Save a version of the file each month—easier audits.
- For part-time staff: the template shows hours worked; verify rates against NMW/NLW (UK) or federal/state minimum wage (US) before payroll.
- Employee sign-off or digital capture with an audit trail—depending on your process.
When Excel reaches limits (many employees, remote work, tamper resistance), Ordio complements the template with central, mobile time tracking.
Operating in Germany? German time-recording rules differ—confirm local requirements with your adviser if you run a German site.
Timesheet vs. time-tracking Excel template vs. software
| Timesheet template (this page) | Time tracking Excel template | Ordio time tracking (software) |
|---|---|---|
| Monthly timesheet, payroll-oriented export, compliance tab | Broader time capture in Excel/Sheets | App, roles, reports, payroll integrations, scaling |
| Ideal for small teams and | Ideal if you need more flexibility in a spreadsheet | From growing headcount and multiple locations |
For individuals or small teams, the Excel template is often enough. From about five employees, software is often worth it—less manual control, fewer file versions. Ordio time tracking complements the template; you can keep the spreadsheet for contractors or small groups in parallel.
Free apps vs. Excel template
Many free time-tracking apps exist—with trade-offs: subscriptions, feature limits, data handling, and payroll export vary. A timesheet template in Excel or Google Sheets stays in your storage, without vendor lock-in; you decide when to move to software with clock-in, locations, and roles. Choose by team size, audit needs, and tamper-resistance requirements.
For shift planning before time capture: duty roster Excel template, weekly schedule template, and Ordio employee scheduling.
Digitize time tracking with Ordio
Automated payroll exports save hours every week
Automated payroll export
Hours flow into payroll without manual re-entry
Mobile clock-in
Staff clock in/out on mobile — works offline too
Workplace-ready time capture
Checks for breaks, rest periods, and working-time rules (Germany: ArbZG)
Real-time reporting
See hours and overtime as they happen
With Ordio:
See how Ordio automates your scheduling
Watch automatic checks save planning time · No obligation · 15 minutes
More free templates
Discover more Excel templates for planning, time tracking and HR.
Frequently asked questions about Timesheet Excel – free & workplace-ready
Is working time recording allowed with Excel?
Yes. Excel is a practical tool if you record start, end, breaks, and net hours accurately. US employers covered by the FLSA must keep reliable time records for non-exempt workers; UK employers should meet Working Time Regulations expectations on hours and rest. The free Ordio timesheet Excel template includes columns, formulas, and guidance—it does not replace certified time systems but works well for small teams.
What formula for time recording in Excel?
Typically =(end-start)*24-break_minutes/60 with start and end as time (h:mm). The Ordio template includes this logic—you enter times and see daily and monthly totals on the overview sheet. Check overtime against FLSA rules in the US and weekly limits under UK Working Time Regulations.
Is working time recording permitted with Excel?
Yes, if you track actual start, end, breaks, and net hours—not flat estimates. Store monthly files securely and label versions. The Ordio template structures inputs and includes a compliance overview sheet. Confirm retention periods with your adviser; UK and US rules differ by sector.
How can I calculate my working time in Excel?
Enter start and end per day and subtract break minutes, or use the Ordio timesheet template for automatic net hours. Use hh:mm formatting throughout. Compare monthly totals with payroll and with federal minimum wage and overtime rules in the US, and National Minimum Wage in the UK where they apply.
How to create an Excel table for working time recording?
Download the free Ordio timesheet template: it includes columns, formulas, overview, and compliance notes. You avoid building from scratch. Ideal for small US and UK teams moving from paper to spreadsheets before adopting app-based clocking.
Is the Ordio Newsletter template really free?
Yes. Download the timesheet template without a subscription for the file itself. Contact details may be requested on download. There are no hidden fees for the spreadsheet. Growing teams can add Ordio time tracking; the Excel template remains a free standalone option.
Is there a free template for a ticket?
Yes. Ordio provides a free timesheet Excel file, with an optional Google Sheets copy. It includes instructions, a daily log, overview, and compliance notes. Save or print to PDF for signatures and archiving alongside digital records for FLSA or UK inspections.
How long do I have to keep hour sheets?
Keep timesheets long enough to support pay and any audit. US FLSA recordkeeping often expects several years for payroll-related data; UK employers typically retain working time records in line with HMRC and employment tribunal practice. Store monthly files securely and seek professional advice for your sector.
Does Excel have a built-in template for time recording?
Microsoft offers generic online templates; scope varies. The Ordio timesheet is built for workforce hour logging with break logic and monthly totals—suited to US and UK small businesses regardless of Microsoft's defaults.
Is there a template in Word for a notebook?
Word tables work for simple logs but lack comfortable time maths. For calculated hours and monthly sums, Excel or Google Sheets is better. Ordio delivers the timesheet as Excel; export to PDF when you need a fixed copy.
Timesheet template as PDF or Excel - what better fits?
PDF or paper suit signatures and archives but need manual maths. Excel calculates totals and exports for payroll. With the Ordio template you work in Excel or Sheets and can print or save PDF when needed, while keeping editable records for US and UK compliance reviews.
What is the difference to Ordio's working time recording Excel template?
The timesheet template focuses on a classic monthly grid with daily lines and totals. The working time recording Excel template suits more variable patterns such as flex time. Pick the file that matches your process; both are free to download for US and UK teams.