An accountant timesheet template is a reusable form for recording the date, client or project, work performed, and time spent. Use the blank template below to track hours consistently, distinguish billable from nonbillable work, and prepare a clear record for review or invoicing.
What an Accountant Timesheet Is For
A timesheet is a record of work time, organized so that another person can understand what was done and when. For accountants, the record may support several different processes: reviewing workload, preparing a client invoice, allocating time to an engagement, checking project budgets, or submitting hours for payroll. Which purpose matters most depends on the accountant’s role and the organization’s procedures.
For example, an accountant in a firm might record time against a client engagement and a task such as bank reconciliation or financial statement preparation. An accountant working inside an organization might instead assign hours to departments, internal projects, month-end close tasks, or routine administrative work. A useful template makes those categories visible without forcing every person to use the same labels for unlike work.
A timesheet is not the same thing as an invoice. The timesheet records time and work details; an invoice may use approved time entries alongside rates, expenses, taxes, and other billing information. Similarly, a timesheet is not automatically a complete payroll record. Employers may have separate procedures and requirements for payroll and attendance.
Accountant Timesheet Template
Use one sheet for the period your workplace requests. Add rows as needed, and leave a field blank only when it does not apply.
| Employee | Role | Week or period beginning | Week or period ending | Reviewer |
|---|---|---|---|---|
| Date | Client or department | Project or engagement | Task performed | Start time | End time | Unpaid break | Total hours | Billable status | Notes or work reference |
|---|---|---|---|---|---|---|---|---|---|
Employee total hours: __________ Billable hours: __________ Nonbillable hours: __________
Employee confirmation: ______________________________ Date: __________
Reviewer confirmation: ______________________________ Date: __________
Sample — fictional details: Alex Example records 14 May for Fictional Client A, project Annual Close, task Bank reconciliation, 9:00 a.m. to 10:30 a.m., no unpaid break, 1.5 total hours, billable status Yes, and note Reconciled operating account statements.
Fields That Make the Record Useful
The right columns depend on how time will be used, but a few fields are broadly useful. Date and employee identify the entry. Client, department, or project tells a reviewer where the work belongs. A short task description explains the activity rather than merely naming a broad category. Start and end times, or a directly entered duration, show how the total was calculated.
- Time period: Record the beginning and ending dates for the sheet. This helps reviewers recognize whether an entry belongs to the correct week or reporting cycle.
- Client or internal unit: Use the approved client name, code, or department label. Consistent naming makes later sorting and review easier.
- Engagement and task: Separate the overall assignment from the specific work. For example, an engagement might be a monthly close, while the task is preparing an account reconciliation.
- Duration and break: State the time worked in a consistent format. If the form captures start and end times, make clear how breaks are treated.
- Billable status: Mark whether the entry is billable, nonbillable, or awaiting review if that distinction applies in your workplace.
- Notes or reference: Add just enough context to explain an unusual entry or connect it to an internal work reference. Avoid copying sensitive client information into a general timesheet.
Some teams also need an approval field, project code, location, or overtime category. Add a field only when someone will use it. A form with many unnecessary columns can slow entry and encourage vague or incomplete answers.
How to Complete a Timesheet
Recording time close to when work happens usually makes descriptions more specific than trying to reconstruct an entire week from memory. Follow the organization’s normal submission schedule and use its agreed time units, task labels, and client or project codes. If a task spans multiple assignments, separate the time into entries rather than assigning the whole block to whichever project is easiest to select.
- Enter the correct employee and reporting period.
- For each work block, record the date, client or department, engagement, and task.
- Enter start and end times or the duration, following the form’s instructions for breaks and rounding.
- Choose the billable classification when applicable, and add a concise note if the entry needs explanation.
- Review the arithmetic and check that the entries cover the intended period without accidental duplication.
- Submit the sheet to the designated reviewer and make requested corrections through the normal process.
For a concrete example, suppose an accountant spends 45 minutes preparing a reconciliation for one client and then 30 minutes on internal training. Those are two entries because they have different purposes and likely different billing treatment. Combining them as 1.25 hours under the client would make the record less clear, even if the total time were mathematically correct.
Billable and Nonbillable Time
In some accounting practices, time is categorized as billable when it can be charged to a client under the engagement’s arrangements. Nonbillable time may include internal administration, training, team meetings, business development, or work that the organization does not charge to a client. The exact classification is a workplace decision, not something a blank form can determine on its own.
Keeping the categories separate helps reviewers understand how work time was allocated. It can also prevent a common misunderstanding: billable time does not necessarily mean that a client will be invoiced for that amount. Entries may need review, may be covered by a fixed-fee arrangement, or may be excluded under the organization’s billing process. The timesheet should record the work and classification accurately; the responsible reviewer determines how approved time is used.
For internal accounting work, “billable” may not apply at all. In that case, replace the column with a useful choice such as project, cost center, or work category. Do not retain billing labels simply because they appear on a generic template if they do not match how your team operates.
Choosing a Paper, Spreadsheet, or Digital Format
A printable table works well when a team needs a simple form that can be completed by hand, reviewed, and filed. It is easy to distribute, but totals may need to be calculated manually, and handwriting or later transcription can make entries harder to read. Keep the printed sheet legible and use a consistent time format.
A spreadsheet can calculate totals and make it easier to sort entries by date, client, or task. Its usefulness depends on careful setup: formulas should be checked, cells should be clearly labelled, and users should know whether they may edit the structure. A spreadsheet can also be duplicated or saved incorrectly, so the team should decide where the current version belongs and how updates are handled.
A digital timekeeping system may provide shared access, approval steps, and searchable records, but its available fields and workflow may be set by the organization. A template remains useful when a team needs a lightweight record or when a printable copy is requested. Choose the simplest format that captures the information reviewers actually need and fits the organization’s established process.
Common Timesheet Problems to Prevent
Most timesheet problems come from unclear categories, delayed entry, or inconsistent conventions rather than complicated calculations. Before using a template, explain what counts as a complete description, how to record breaks, and whether people should enter decimal hours or hours and minutes. For instance, 1.5 hours and 1 hour 30 minutes represent the same duration, but mixing formats can confuse readers and spreadsheet formulas.
- Vague descriptions: “Accounting” does not tell a reviewer what happened. “Prepared payroll journal entry” or “Reviewed expense account reconciliation” is more informative, provided it does not reveal confidential details.
- Mixed assignments: A single row for work on several clients conceals how time was divided. Split it into separate rows.
- Duplicate entries: Copying a prior week’s sheet can leave old dates or tasks in place. Check each row before submitting.
- Unclear rounding: Do not guess at a rounding rule. Use the organization’s stated convention, if one applies, and ask the supervisor when instructions are missing.
- Missing review: A total that looks plausible may still be assigned to the wrong client or task. Check both the arithmetic and the labels.
A timesheet should be an accurate record, not a target to fill with estimated activity. If an entry is uncertain or a correction is needed, follow the workplace’s process for explaining or amending it rather than silently changing unrelated information.
Privacy, Review, and Recordkeeping
Timesheets can contain client names, project details, employee information, and internal work references. Share them only through the channels and with the people authorized by the organization. Use a short, work-focused description rather than placing account numbers, personal data, transaction details, or other sensitive material in a general notes field. If a reviewer needs supporting documentation, use the approved system for that material.
Organizations may have different retention, approval, payroll, and recordkeeping procedures. The template itself does not establish what must legally be recorded or how long a record should be kept. Follow the applicable workplace instructions, and ask a qualified professional if your circumstances require legal, tax, medical, or financial-planning advice.
Frequently Asked Questions
What should an accountant put on a timesheet?
Record the date, client or department, project or engagement, task performed, time or duration, and any required billable classification. Include a brief note or work reference when it helps a reviewer understand the entry.
How do accountants track billable hours?
They record time against the appropriate client or engagement and use the organization’s billing categories and time-entry rules. Entries should describe the work clearly; the timesheet alone does not determine what will ultimately be invoiced.
Should a timesheet include lunch breaks?
That depends on the form and the organization’s timekeeping instructions. The template includes an unpaid-break field so the method can be clear, but employees should follow their workplace’s rules for recording breaks.
How detailed should a timesheet description be?
Give enough detail for a reviewer to identify the work and its purpose, such as “prepared cash reconciliation” rather than “client work.” Keep the description concise and avoid sensitive client information.
Can I use this template for payroll?
It can help record hours, but it may not include every field or process required by an employer’s payroll system. Confirm with the person responsible for payroll before treating a general timesheet as a complete payroll record.