Template · Time tracking
Google Sheets Time Tracking Template: Free Download + Tutorial
Sometimes you don't need specialized software, you need a spreadsheet that works. This Google Sheets time tracking template gives you a simple, flexible system for tracking billable hours. Copy it, customize it, and start tracking in minutes.
What This Template Does
This template provides a simple but complete time tracking system:
- Daily time entry: Date, client, project, hours, description
- Automatic calculations: Total hours per client, per week, per month
- Billable amount: Hours × rate = revenue (customizable per client)
- Summary dashboard: Quick view of hours and revenue by period
- Invoice-ready export: Filter by client and date range for billing
How to Use the Template
Step 1: Make a Copy
Click the template link below and select File → Make a copy. This creates your own editable version in your Google Drive. The original template stays unchanged.
Step 2: Set Up Clients and Rates
Go to the Settings tab and add your clients with their hourly rates. These will populate the dropdown menus in the main time entry sheet and enable automatic billing calculations.
Step 3: Enter Time Daily
Each row represents a work session. Enter the date, select the client, add project details, and log hours. The description field helps reconstruct work for invoicing. Billable amounts calculate automatically.
Step 4: Review the Dashboard
The Dashboard tab shows totals by client, by week, and by month. Use this for quick profitability checks and to identify which clients consume the most time.
Step 5: Export for Invoicing
Filter the main sheet by client and date range, then copy the relevant rows into your invoice. The Hours and Amount columns give you everything needed for billing.
Customization Tips
Add Project Phases
If you track time by project phase, add a Phase column after Project. Create a data validation dropdown for phases (Discovery, Design, Development, etc.) to keep entries consistent.
Track Billable vs. Internal
Add a "Billable" column with Yes/No dropdown. Update the dashboard formulas to filter by this field, showing both total time and billable time separately.
Multiple Team Members
Add a "Team Member" column with staff names. Duplicate the dashboard to create per-person summaries, or use pivot tables for team-wide reporting.
Template Formulas Explained
Total Hours per Client:
=SUMIF(Clients, A2, Hours)Billable Amount:
=Hours * VLOOKUP(Client, Rates, 2, FALSE)Weekly Total (using SUMIFS):
=SUMIFS(Hours, Date, ">="&WeekStart, Date, "<="&WeekEnd)Limitations of Spreadsheet Tracking
Spreadsheets work until they don't. Be aware of these limitations:
- No timers: You can't start/stop tracking, only log after the fact
- Manual entry: Every time entry requires opening the sheet and typing
- No mobile convenience: Google Sheets mobile works but isn't optimized for quick entry
- No integrations: Can't sync with calendar, invoicing, or project management tools
- Data validation limits: Dropdowns can't prevent all entry errors
When to Upgrade to Dedicated Software
Consider moving beyond spreadsheets when:
- You're tracking more than 20-30 entries per week
- Multiple team members need to track time
- You need timer functionality for accurate capture
- Invoicing integration would save significant time
- You want reports more sophisticated than pivot tables
The spreadsheet habit is worth developing first: it builds the muscle of tracking time regularly. When you outgrow it, you'll know exactly what features you need from dedicated software.
Get the Template
Click below to open the template in Google Sheets. Select File → Make a copy to save your own editable version.
[Template link will be added here - create Google Sheets template and add public link]
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Ready to upgrade from spreadsheets?
Malleable keeps a one-tap timer right next to the calendar you already run your day on. Start it when you begin a task, assign it to a bucket, and your tracked time stays organized without a spreadsheet to update. When you outgrow the template, we're here.