Hourly invoice template (hours worked)

If you're paid by the hour, your invoice has one job: show the client how many hours you worked, at what rate, and what they owe. A clear hourly invoice makes the numbers easy to check, which is the fastest way to get it approved and paid.

This free template works for freelancers, consultants, tutors, contractors, bookkeepers and anyone else who bills for time. Fill it in online and download a PDF. No account needed.

How to bill hours on this template

Each line item has a Qty and a Rate. For hourly work:

1. Put the hours worked in Qty, for example 6.5.
2. Put your hourly rate in Rate, for example $75.00.
3. Use one line per day or per task, with a short description of the work.

The template multiplies hours by rate on each line and adds up the subtotal, tax and total, so you don't have to do the math yourself.

What to include on an hourly invoice

• Your name or business name, address and email.
• Client's name and billing address, plus a contact or PO number if they use one.
• Invoice number, issue date and due date.
• Billing period, such as "Hours for September 1–15, 2026".
• One line per day or task, with hours in Qty and your rate in Rate.
• Different rates on separate lines, such as standard, overtime or weekend rates.
• Expenses you're allowed to pass on, each on its own line.
• Payment details: how and where to pay.

Example line items

Here's a two-week invoice for a freelance bookkeeper:

Description	Qty	Rate
Sep 2: reconcile bank and card accounts	3.5 hrs	$65.00
Sep 4: payroll setup and first run	2.25 hrs	$65.00
Sep 9: accounts payable cleanup	4 hrs	$65.00
Sep 11: month-end close and reports	5 hrs	$65.00
Sep 12: urgent sales tax filing (rush rate)	1.5 hrs	$97.50
Accounting software subscription (pass-through)	1	$35.00

The rush hours use a higher rate, so they get their own line. The subscription is a flat expense, so its quantity is 1.

Rates, minimums and payment terms

Agree the details before you start, then repeat them on the invoice:

• Your hourly rate and whether it changes for overtime, weekends or rush work.
• Billing increment: quarter-hours, tenths of an hour, or whole hours.
• Minimum charge, if you have one. A two-hour minimum for on-site visits is a common example. Show it as a line such as "Minimum charge, 2 hrs".
• Travel time: whether you bill it, and at what rate.
• Billing cycle: weekly, every two weeks or monthly. Long-running work is easier to collect when you invoice regularly instead of at the end.

For payment terms, Due on receipt or Net 15 suit smaller clients, while larger companies often expect Net 30. See Net 30 explained for how that works and how to follow up. Add a payment QR code for Venmo, Cash App or a payment link so clients can pay from their phone.

Sales tax on hourly work

Whether your hours are taxable depends on what you do and where you do it. Many states don't tax most professional services, such as consulting, writing or bookkeeping, but rules vary by state. Some states tax specific services. Texas, for example, taxes certain real property services such as janitorial and landscaping work, as well as data processing (see our Texas guide). Anything you sell as a physical product is usually taxable.

If you do charge tax, tick Tax only on the taxable lines. For trades where you bill hours alongside parts, see the handyman template.

A worked example

A tutor bills a family for the month:

Description	Qty	Rate	Amount
Algebra tutoring, weekly sessions	6 hrs	$60.00	$360.00
SAT math prep	3 hrs	$70.00	$210.00
Total			$570.00

Two services with different rates, two lines. The family can check the hours against their calendar in seconds.

Common mistakes on hourly invoices

• One line for the whole month, such as "Consulting, 42 hrs", with no dates or detail.
• Mixing rates on one line, so the total doesn't match hours times rate.
• Hours that don't match the timesheet the client already approved.
• Forgetting the billing period, so the client can't tell which weeks are covered.
• Waiting too long to invoice. The longer the gap, the harder it is for the client to remember the work.

Keeping good records

Track your time as you work, not from memory at the end of the week. Save a PDF of every invoice and keep invoice numbers in order with no gaps or duplicates. Signing in with Google or Apple keeps your invoices, customers and payment tracking together in one place, so you can see what's been paid and what's still open.

Checklist

• ✅ Hours in Qty and hourly rate in Rate
• ✅ One line per day or task, with dates
• ✅ Different rates on separate lines
• ✅ Billing period and due date shown
• ✅ Hours match your timesheet