Templates · Time tracking
Time Tracking Excel Template: Free Downloads for Every Use Case
Excel remains the universal business tool, and for many consultants, freelancers, and small teams, it's the right choice for time tracking. We've created three Excel templates for different needs: simple time logs, project-based tracking, and employee time sheets.
Choose Your Template
Simple Time Tracker
Basic time logging for solo consultants and freelancers. Date, client, hours, description, automatic totals.
Download .xlsx · Best for: Freelancers, solo consultants
Project Time Tracker
Track time against projects with budget monitoring. Includes budget vs. actual comparison and phase tracking.
Download .xlsx · Best for: Project managers, agencies
Employee Time Sheet
Weekly time sheets for teams. Multiple employees, overtime calculations, manager approval workflow.
Download .xlsx · Best for: Small businesses, team leads
Template 1: Simple Time Tracker
This template is intentionally minimal: just what you need to track billable hours and nothing more.
Columns Included
- Date: When the work was performed
- Client: Dropdown selection from Settings tab
- Description: What you worked on
- Hours: Time spent (decimal format: 1.5 = 1h 30m)
- Rate: Auto-populated from client settings
- Amount: Calculated (Hours × Rate)
Key Formulas
// Auto-populate rate from client
=VLOOKUP(B2,Settings!$A$2:$B$20,2,FALSE)// Weekly total (assuming week starts Monday)
=SUMIFS(D:D,A:A,">="&(TODAY()-WEEKDAY(TODAY(),2)+1),A:A,"<="&TODAY())Template 2: Project Time Tracker
This template adds project management features: budgets, phases, and burn rate monitoring.
Additional Features
- Project selection: Cascading dropdown (Client → Project)
- Phase tracking: Discovery, Design, Development, etc.
- Budget monitoring: Estimated hours vs. actual
- Burn rate alerts: Conditional formatting when over budget
- Project dashboard: Summary by project and phase
Budget vs. Actual Formula
// Remaining budget calculation
=BudgetHours - SUMIF(ProjectColumn, ProjectName, HoursColumn)// Burn rate (% of budget consumed)
=SUMIF(ProjectColumn, ProjectName, HoursColumn) / BudgetHoursTemplate 3: Employee Time Sheet
Weekly time sheets for teams with overtime calculations and approval tracking.
Sheet Structure
- Weekly view: Mon-Sun with daily totals
- Employee info: Name, department, manager
- Time categories: Regular, overtime, PTO
- Overtime calculation: Auto-calculates hours over 40/week
- Approval section: Manager signature and date
Overtime Formula
// Overtime hours (assuming 40-hour threshold)
=MAX(0, TotalHours - 40)// Regular hours (capped at 40)
=MIN(TotalHours, 40)Tips for Excel Time Tracking
Use Data Validation
Create dropdown lists for clients, projects, and categories. This prevents typos and ensures consistent data for reporting. In Excel: Data → Data Validation → List.
Protect Formulas
Lock cells with formulas to prevent accidental changes. Unlock only the input cells (dates, hours, descriptions). Use Review → Protect Sheet.
Regular Backups
Excel files can corrupt. Save versions periodically (TimeSheet_2026-01.xlsx, TimeSheet_2026-02.xlsx) or use OneDrive/SharePoint for automatic versioning.
Excel vs. Google Sheets
| Feature | Excel | Google Sheets |
|---|---|---|
| Offline access | Full | Limited |
| Real-time collaboration | Via OneDrive | Native |
| Advanced formulas | More powerful | Good |
| Mobile apps | Good | Good |
| Cost | Paid (or M365) | Free |
Related Articles
Ready to move beyond spreadsheets?
Malleable keeps a one-tap timer right next to the calendar you already run your day on. No spreadsheets to update by hand: start a timer, assign it to a client or bucket, and your tracked time stays organized alongside your schedule.