What a timesheet should show
- Who did the work, and the client or project the time belongs to
- The period covered and the date of each entry
- A short description of the task — not just “work”
- Hours per entry and the total for the period
- The rate applied, or a note that the rate is on the invoice
- A total the client can approve, and a way to query a line
- Client sign-off, if your contract asks for approval before invoicing
Round once, and say how
Round in a way you can explain. Many freelancers bill in 15-minute blocks and round each entry, not the weekly total, because it keeps the arithmetic visible. Write the policy on the sheet: “Hours rounded to the nearest 15 minutes” is enough. A client who can see the rule rarely argues with it.
Two habits prevent most disputes. Do not bill a break you were not working through, and do not bill travel time unless it was agreed in writing. If you charge a minimum block for short calls or site visits, put that on the sheet too, before the work starts.
Timesheet vs invoice
A timesheet records time; an invoice asks for money. Keep both. The timesheet is the evidence behind the invoice line items, and it is the document you send when a client asks why the amount is what it is. For the invoice itself, see how to write a US invoice.
BillCanvas links the two: fill in the timesheet, choose Create invoice, and the line items, hours and rates carry over to the invoice generator. The invoice references the timesheet number, so the paper trail stays in order.
Retainers and deposits
On a retainer, the timesheet usually shows how the included hours were used rather than producing a separate charge. Log the time the same way — it is how you prove the retainer is working and when it is time to renegotiate. If you bill a deposit against future hours, the deposits and retainers guide covers how to show it without double-billing.
Keep it with the invoice
Store the signed timesheet next to the invoice it supports. If a payment is disputed six months later, a sheet with dates, hours and the client's approval is far more useful than a line item that says “consulting”.