Hourly Employee Invoice Template

Hourly Employee Invoice Template is a valuable billing tool as the first piece of correspondence that seeks payment from your Client. This will already be constructed with several sections that can be utilized as a staging area for the information you with presented to the Client. You may include more information then this paperwork requires for completion however, keep in mind, that all the invoice sections contained within this document represent the minimum information many Clients will anticipate seeing on an invoice. Thus, make sure to fill out the entirety of this document before including any additional material. Generally, it is recommended that you set aside some time to give a proper review before submitting it to the Payer or Employer of the invoice amount you list.

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How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – Download The Hourly Employee Invoice

You can bill your Clients and Customers on an hourly basis with “Adobe PDF” or “Microsoft Word (.docx)” files available on this page above this section. You may save either or both at your discretion by clicking on the links or by using the buttons near the image to make your selection.

2 – Supply The Employee Identity And Contact Info

Your contact information should be considered a mandatory and crucial part of this invoice. It should be mounted at the top of this page beginning with the entity name you operate under entered in the field “Company Name.” If you do not operate under an entity name, then you may supply your name to this field. Now you will give the Employer the means to contact you when desired regarding this paperwork. Place your “Name,” “Street Address,” “City, State, Country,” and your “Zip Code” on the first blank lines bearing these labels. This should be an address where you receive your mail regularly. Your “Phone” number is also a traditional method of contact and should be displayed on the blank space under the address you supplied. Finally, if you have access and maintain and “E-Mail” account then record your e-mail address on the final empty line.


3 – Deliver The Invoice Information To The Appropriate Sections

You must place this paperwork’s identification under your own. Record the alphanumeric “Invoice #” you have developed to keep track of this document on the first line of the slightly shaded horizontal bar under your information. The invoice “Date” is also a standard piece of information that most Employers or Customers expect to see. Record this as either the current “Date” or one that is more appropriate on the next space. The Employer or the Client you are addressing must be sure that he or she is the Recipient and thus responsible for this invoice. Notice the phrase in bold font “Bill To.” The segment of labeled spaces “Name” through “Zip Code” are placed here for this exact purpose. Document your Employer’s legal name and official mailing address to this portion of the invoice to obligate him or her to satisfy the amount that is owed. The table below your Employer’s identity information will make a display of the time that he or she must compensate you for working. Several facts will need presentation. First, under “Description,” transcribe the log entry for the shift you worked. Ideally this will be documented as a calendar date, a clock-in time, and a clock-out time. The time you spent will need some documentation. In fact, your Employer or Client will expect to see the total number of “Hours” that you spent working in each shift recorded next to the job you described. The second column will allow you to make this record in a logical and easily noticeable place. The dollar amount that you expect for every hour you work is another anticipated item in this type of paperwork thus, name this amount in the third column (“Hourly Rate”). The “Amount” column has been reserved for the presentation of how much money the Employer or Client must pay. Arrive at this value by multiplying the “Hours” spent on a shift by your “Hourly Rate.” This value then be produced for the Employer in this final column.


4 – Submit Any Additional Content The Employer Or Client Requires

Now that we have submitted the time being billed and presented the requested information, we should name a specific grace period (in days) that will be given to the Employer as a consideration. Enter the number of days you from the date of this invoice that will constitute an on-time payment. Make sure to allow for the delivery of this document to the Payer. The next invoice section, “Comments Or Special Instructions,” has been placed at the end of this document so that you will have a convenient place to display additional material. 


How to Write in Excel

Download: Microsoft Excel (.xlsx)

1 – Save The Hourly Employee Invoice As A Spreadsheet

The file needed to invoice your Employer with a spreadsheet is linked to this page with the “MS Excel” button near the image or the link labels above this section. After you have saved this file, open it with your reference information in a readily accessible place.

2 – Your Professional Information Should Introduce This Paperwork

The first column of this invoice (“A”) carries the burden of identifying both parties. The first cell in the “A” column of this sheet will have a basic image in it. You may replace this with your business logo.

Then, in the cell under it (A2), provide this document with your professional identity. This could be the “Company Name” you operate with or even your own name. It will have a slightly different font that will make this cell noticeable so make sure to supply this identity accurately. Cell A3 will begin the process of giving your Employer the ability to address a letter or payment to you by mail. It will require your full name. Your building number, street address, and suite number should be entered as your professional “Street Address” in cell A4. Complete your address information by documenting your “City, State, Country,” (cell A5) and your “Zip Code” (cell A6). If you use an “E-Mail” address for your business correspondence and have one available for the Client, then input it to cell A7. Your professional telephone number is a standard piece of information that your Clients should have readily available through this document as well. Input it to cell A8


3 – Prominently Display The Employer’s Identity With His Or Her Address

We will follow the basic format of any correspondence with this invoice. Now that you have self-reported, locate cell A11. You will find it directly underneath the term “Bill To” and it should be populated with the full name of your Employer or the expected Payer of this bill. Naturally, some additional identification will aid in solidifying who the Recipient is. This can be nicely handled by fulfilling cells A12. A13, and A14 with the lines making up the Payer’s billing address.


4 – Make Use Of The Tables Provided To Invoice The Payer

Turn your attention to cell F4. This field must be assigned an alphanumeric identity that will be used to track this invoice in your books and those of the Payer. The official invoice “Date” will be the current calendar day, but this can be changed if desired. Your next obligation will be the full documentation of the time spent working for the Paying Employer and the cost of this time. We will need the table included in this spreadsheet to accomplish this goal neatly. The first action required is to input the date/time and/or project you are billing for in the “A” column, using cell A7, then the number of “Hours” that were worked during this period in column F (“Hours”). You should now, inform or remind your Employer of the “Hourly Rate” he or she will be charged for the time spent on the project or during your shift. Document how much money you expect for one hour of work on this project or date in the “G” column. The “Amount” section of this invoice will automatically display the dollar amount due from the Employer. Take a moment to verify this.

Customarily, your invoiced Employers and Clients will expect to be given a time frame, starting with the invoice date that defines an on-time payment. This length of time should be entered in place of the brackets in cell A18.

Cell A19 will accept material that has not been addressed thus far and can be utilized at your discretion