Weekly timesheet invoice template

Why a timesheet-style invoice?

Agencies and contractors check invoices against timesheets. If your invoice uses the same days, hours and order as the timesheet, they can approve it at a glance. A single line saying "Week ending 11/10 – £1,000" makes them dig for the detail, which slows payment.

The template

Header

• INVOICE · Invoice no. 00058 · Issue date 12/10/2026 · Due date 16/10/2026
• From: your name, address, phone, email
• Bill to: client company name and address
• Week: Mon 05/10/2026 – Sun 11/10/2026 · Day rate: £165.00 (8h)

Lines

Overtime in the example is at ×1.25 of the hourly rate (£165 ÷ 8 = £20.625, so £25.78125 an hour), with each line rounded to the nearest penny. Monday is £165 + £25.78 = £190.78. Wednesday is £165 + 2 × £25.78125 = £216.5625, which rounds to £216.56. Saturday is 4 × £25.78125 = £103.125, which rounds half up to £103.13. Our overtime guide explains how to avoid rounding drift.

Footer

• Payment terms (e.g. "Payment due by Friday 16/10/2026")
• Bank details: account name, sort code, account number
• Optional: agency reference, timesheet number, your UTR

Tips for using it

• Keep the day dates. "Mon 05/10" is much easier to check than "Day 1".
• Show the week range in the header so there's no doubt which week it covers.
• Hide or zero empty days, whichever your client prefers, but be consistent.
• Number sequentially. See our numbering guide.
• Send it the same day each week, so the client comes to expect it.
• Keep a copy. GOV.UK says sole traders must keep records for at least 5 years after the 31 January submission deadline for the tax year.

Spreadsheet, Word or an app?

A spreadsheet works well if you're confident with formulas. Keep the rates in one cell and point every row at it. Word templates look fine but make it easy to get sums wrong. An invoicing app does the arithmetic and numbering for you and keeps your history in one place. Whatever you use, export to PDF before sending so the layout can't be changed.

Monthly version

If a client pays monthly, use the same layout with a row for each worked day in the month, and a "Period" range instead of "Week". Hiding non-working days keeps it to one page in most cases.

Worked example: an hourly-rate week

Not everyone has a day rate. Here's the same layout for someone on £17.80 an hour, with anything over 8 hours in a day paid at ×1.25 (£17.80 × 1.25 = £22.25 an hour). They work 9 hours Monday to Thursday and 6 hours on Friday.

On the real invoice, give Monday to Thursday a row each rather than grouping them, so each line matches a line on the timesheet. Notice that Friday's short day doesn't cancel out the overtime earlier in the week. That only happens if your agreement says overtime starts after a weekly total (say 40 hours) rather than a daily one. Check which basis you agreed: on a weekly basis this same week is 42 hours, so 40 × £17.80 = £712.00 plus 2 × £22.25 = £44.50, giving £756.50. That's £8.90 less than the daily basis.

Check it before you send

A two-minute check catches most queries before they happen:

1. Hours match the signed timesheet, day by day, including breaks you've agreed are unpaid.
2. The rate is the one in your agreement, especially after a rate change part-way through a contract.
3. Row amounts add up to the total. Add the column yourself once, or check a spreadsheet's SUM covers every row.
4. Dates are right: week range, issue date and due date. Copying last week's invoice is the usual way the wrong week ends up on it.
5. The invoice number is new and follows on from the last one.

If the client's figures differ from yours

If an agency approves 38 hours and you billed 40, don't just send a second invoice for the difference. Ask which days they've queried and compare against your own notes of start and finish times. If you agree with their figure, issue a corrected invoice in the way your client prefers (see our numbering guide for the tidy options). If you don't agree, put your reasons in writing and keep your records. A daily note of hours and locations is the best evidence you can have.