Hourly Invoice Template

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The hourly invoice template is for any type of service-related job where it is billed on a per hour ($/hour) basis. Before the invoice is submitted, there is usually a discussion with the client about the hourly rate. After being agreed on, the service is performed, and after its completion or a set time period, the invoice is calculated and submitted to the client. The invoice is not common for everyday employees but widely used for companies or independent contractors that bill their clients based on their hourly performance.

Examples of Hourly Service Jobs – Attorneys, physicians, architects, accountants, tech support, consultants, and any other independent contractors paid on an hourly basis.

How to Write in Adobe PDF & Microsoft Word

DownloadAdobe PDF or Microsoft Word

1 – The Hourly Invoice Needed To Report Billable Hours Must Be Accessed And Downloaded

To access a copy of the Hourly Invoice Template, select the “Adobe PDF” button near the image featured on this page. You may also click on the download link above. Make sure to save a copy of this file to a readily accessible folder in your system.

2 – Display The Company Name And Its Contact Information At The Top Of This Page

The field at the top of the page, with the words “Company Name,” will need to have the official Name of the Company or Contractor seeking payment input. Delete the current phrase and supply the Legal Name of the Company or Contract here.  The Name of the Contractor or Employee connected with the work done or correspondence concerning this document must be placed on the blank line after the label “Name.” We must follow up this Name with a valid Address where the billing entity may be reached. This process begins with the line designated as “Street Address” where you must enter the Building Number, Street Name, and Unit Number of the Contractor or Company’s Address.The next two spaces (“City, State, Country” and “ZIP Code”) will serve as an area to complete this Address. Now we will consider the Client by supplying a way to contact the Contractor or the Company with quicker results. The fields labeled “Phone” and “E-Mail” will require a Daytime Business Telephone Number where the Contractor/Company may be reached, and the E-mail Address the Contractor/Company maintains and monitors.

3 – The Invoice And Its Recipient Should Be Clearly Presented

Focus your attention to the first darkened bar on this page. This area is populated with two fields “Invoice #” and “Date.” Produce the Invoice Number used to track this document in the Contractor/Company’s filing system on the first blank line and the current Date on the second blank line.  The section below the Invoice Number you reported, “Bill To,” will serve to clearly identify the next party involved: the Client. This will require the Client Name and the complete Mailing Address. Thus, record the Name on the first line in this section and continue with the Building Number, Street, Unit or Suite Name, City, State, Country, and Zip Code. Make sure you record this information in this order in the appropriately labeled fields.

4 – All Billable Hours Must Be Shown, Explained, And Totaled

It should be considered imperative to fully explain the dollar amount the Client must pay. In order to present this information, we will tend to a table. You may report the Billable Hours by the Day or by the Project. Once it has been determined in which of these ways the time worked should be recorded, enter the Number of “Hours” the Contractor worked in the first column. Then enter either the Calendar Date when the Contractor worked these Hours or the Project they are attached to in the “Description” column. Finally supply how much money per hour the Client must pay for these “Hours” in the “$/Hour” column. Now that we have detailed the Time and Project/Shifts the Contractor is billing for we must tally up how much the Client must pay. This task will be the “Amount” columns concern. To calculate how much the Client must pay, use each row in “Amount” to report the result of the “Hours” entry of that row multiplied by the “$/Hour” entry of that row. Once you have produced a result for every row containing data in the “Hours” column, add each result of this calculation then, present the sum in “Subtotal.” Often, the Client will have some taxes to pay for the Billable Hours in addition to the “Subtotal.” Record how much in Taxes the Client must pay in the “Tax” field. The field labeled “Total” is reserved for the sum of the “Tax” entry plus the “Subtotal” entry. Add these two numbers and produce this sum in the last field.

5 – Any Additional Information The Client Must Be Given Should Be Adequately Documented

The last part of this Invoice will feature two statements that require attention. The first of these statements “Payment Is Due within #…” refers to the grace period the Client is allotted to make an on-time payment. Measure this out in Days with the first day of the grace period beginning with the Calendar Day of the Client’s receipt of this Invoice. Supply this number by replacing the number sign and blank line of this statement with it. The final statement will lead into two blank lines. Use this area to document any additional text that will help define this Invoice or the job done to the Client. 

How to Write in Microsoft Excel (.xlsx)

DownloadMicrosoft Excel (.xlsx)

1 – Download The Excel Version Of This Invoice Template

The Hourly Invoice on this page can be downloaded as an Excel Sheet. Simply locate the link or button with the label “MS Excel” to view and obtain this file. You may preview it with the image featured here.

2 – Use The First Column To Report On The Company And Client

The first column will begin with two groups of cells that you must use to document both parties involved with this paperwork. First, we will handle the billing Contractor or Company’s details. Naturally we will want to make sure the information defining the party sending this Invoice is prominently displayed at the top of the page. Begin with the field currently displaying the generic logo supplied. Use this cell as a place to display the Company Logo. Find cell 2 which contains the bracketed phrase “Company Name.” Replace this text with the Name of the Entity billing the Client.  Place the Name of the individual who will act as the Company Contact or the Name of the Contractor in cell A3 then his or her Address in cells A4 through A6. The Contractor or Company’s “E-Mail” Address and Business “Phone” number should be entered and shown in cell A7 and A8. Below the billing entity’s Logo and Contact information, a group of cells (A11- A14) in the “Bill To” section have been reserved exclusively for the Client’s Billing Address. Supply this address by naming the Recipient in cell A11 and replacing cells A12 -A14 with the information making up the Invoiced entity’s Billing Address.

3 – The Column On The Right Requires Filing Information

The filing information for this paperwork will have to be supplied in Cells F4 and H4. Here we will need enter the Invoice Number ( cell F4) this document carries along with the Invoice Date (cell H4).

4 – Furnish A Ledger Of The Hours And The Invoice Amount

The group of cells formatted as tables is where we will give the Client a detailed account of the Hours worked on each project or each shift, the Hourly Rate charged to the Client, and the Dollar Value the Client is responsible for.

Enter a “Description” of the work done in the first colum. This can be the Client Project/Reference Number or Calendar Date the Contractor worked.  The next step will be to record the number of “Hours” that will be billed to the Client in the second column as  well as the “Hourly Rate” that will be charged in the third row.  The “Amount” the Client must pay for every “Hour’s” entry will be calculated and presented in Column H. This calculation will continue as a cumulative total in the “Subtotal” cell. Before we are finished, we must place the amount in Taxes the Client is responsible for in Cell H28. This entry will be added to “Subtotal” and the result will populate in “Total.”

5 – Produce Instructions On Payment And Additional Relevant Comments

The text in Cell A30 is meant to give the Client a definitive time-period of when a payment would be considered late. Provide the grace period as a number of days by deleting “[#]” and typing this number in its place.  Generally, the Start Period of such a grace period is the day the Client receives the Invoice.The last statement does not require attention unless relevant. If the Client should be given any instructions or anymore information must be passed on then, produce such items to the space provided after the words “Comments Or Special Instructions.”

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