How To Make Timesheet In Excel

To make a timesheet in Excel, set up a table with columns for date, start time, end time, and total hours, then use formulas to calculate hours worked each day. 

Excel’s grid and formulas make it straightforward to create a functional timesheet that totals hours and even calculates overtime. Best of all, you can customize it for your needs.

Step 1: Layout Your Columns 

Create column headers like Date, Start Time, End Time, Breaks, and Total Hours. 

For weekly timesheets, you might also have a column for Project/Job if tracking different jobs. This structure resembles many free timesheet electrical templates or HVAC templates that include these basic fields.

Step 2: Enter Time in Excel’s Time Format 

Input times as hh:mm AM/PM. For example, enter 8:00 AM as your start and 5:00 PM as the end. If there’s a break, enter break duration or break start/end times in separate columns. Excel can handle time math when formatted correctly.

Step 3: Use Formulas for Total Hours 

In the Total Hours column, subtract start time from end time and then subtract break time. For instance, if Start Time is in column B and End Time in C, and a break duration in D, your formula in Total Hours (column E) might be = (C2 – B2) – D2. 

Format this cell to show hours in a decimal format (e.g., 8.50 for 8 hours 30 minutes). Ensure it accounts for crossing midnight if you have overnight shifts (Excel may require an IF formula to handle times that go past 12:00 AM).

Step 4: Sum Up the Hours 

At the bottom of the Total Hours column, use a SUM formula to add up all hours worked for the week. This gives you the total hours to transfer to payroll. You can also include a separate calculation for overtime by subtracting 40 if weekly hours exceed 40, for example.

Excel’s flexibility allows extra features: you could highlight overtime hours in a different color, or use data validation to ensure start times are before end times. 

Some users integrate QuickBooks simple start by exporting the Excel data to their accounting system. Other useful integrations include Paychex, Gusto, Sage, and more.

While specialized time tracking software or crew scheduling software might offer more automation, an Excel timesheet is free and customizable, making it ideal for small teams or as a starting point.

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