Should You Attach Timesheets to an Invoice?

What is a timesheet?

A timesheet is a document used to record the amount of time spent completing work. It typically includes the dates worked, the tasks completed, the number of hours worked, and sometimes the hourly rate charged.

Timesheets are commonly used by freelancers, consultants, contractors, agencies, tradespeople, IT professionals, and other businesses that bill customers based on the time spent completing a project.

Should you attach a timesheet to an invoice?

Attaching a timesheet is not always necessary, but it can be helpful when invoicing for hourly work. A timesheet provides additional detail showing how the invoice total was calculated.

Customers can compare the recorded hours with the agreed work, making it easier to understand the charges shown on the invoice.

When should a timesheet be attached?

Businesses are more likely to attach timesheets when customers are paying for labour rather than physical products.

Examples include:

• consulting services
• freelance work
• IT support
• software development
• legal services
• engineering projects
• construction labour
• maintenance work

What information should a timesheet include?

A clear timesheet should provide enough information for the customer to understand how the recorded hours relate to the completed work.

• employee or contractor name
• customer or project name
• dates worked
• tasks completed
• hours worked
• total billable hours
• hourly rate if appropriate
• project reference or job number

Why businesses attach timesheets

Providing a timesheet alongside an invoice helps improve transparency. Customers can clearly see the work completed before making payment.

This can reduce payment delays because fewer questions need to be answered after the invoice has been received.

• supports hourly billing
• explains invoice calculations
• improves customer confidence
• reduces payment disputes
• creates better business records

Timesheet vs invoice

Although they are often used together, a timesheet and an invoice serve different purposes.

A timesheet records the time spent completing work. An invoice requests payment for that work.

The invoice should still contain clear line items, payment terms, taxes where applicable, and the total amount due. The timesheet simply provides additional supporting information.

• A timesheet records hours worked
• An invoice requests payment
• Timesheets support hourly billing
• Invoices include payment terms and totals
• A timesheet does not replace an invoice

Can customers request a timesheet?

Yes. Some customers, particularly larger businesses and organisations, require timesheets before approving payment. They may compare the recorded hours against contracts, purchase orders, or project agreements before processing the invoice.

Providing the requested timesheet promptly can help prevent unnecessary payment delays.

Should timesheets be signed?

Some businesses ask customers or project managers to sign timesheets before an invoice is issued. A signed timesheet confirms that the recorded hours have been reviewed and accepted.

Although signatures are not always required, they can provide additional evidence if questions arise later about the amount of work completed.

Keeping timesheets organised

Businesses should keep timesheets together with the related invoice and any supporting documents such as contracts or purchase orders. Organising records by invoice number, customer, or project makes it much easier to locate documents when needed.

Digital copies can also simplify bookkeeping and help businesses prepare financial records more efficiently.

Create professional invoices for hourly work

Whether or not a timesheet is attached, the invoice itself should clearly explain the work completed. Professional invoices should include customer details, invoice numbers, payment terms, descriptions of the services provided, quantities or hours where appropriate, taxes if applicable, and the total balance due.

InvoiceAtlas allows businesses, freelancers, and contractors to create professional invoice PDFs that can easily be sent together with supporting documents such as timesheets.