Excel Timesheet Calculator Template [FREE DOWNLOAD]

Since I have started this blog, Excel timesheet calculator template has been one of the most requested ones.

I often get queries on how to calculate regular hours and overtime hours of employees based on the ‘In time’ and ‘Out time’.

I also couldn’t find a good Excel timesheet template online, so I decided to make one.

Click here to download the Excel Timesheet Calculator.

This is a dynamic timesheet template in Excel where you can change the start date and the weekends. You can also specify hourly rates (regular/overtime).

There is a weekly, bi-weekly, and monthly timesheet template in the download file (as separate tabs).

Also, when you print this timesheet template, it will fit perfectly on a single page.

Excel Timesheet Calculator Template

Here is a snapshot of the Weekly Excel Timesheet Template:

Weekly Excel Timesheet Calculator Template

As soon as you enter the ‘In time’ and the ‘Out time’, the template automatically calculates the regular and overtime hours.

If there are any breaks (such as lunch break) that are not paid, you can also enter that. Based on it, it also calculates the total pay (considering there are hourly rates).

This Excel template is available in three formats – Weekly Timesheet, Bi-weekly Timesheet, and Monthly Timesheet (provided as different tabs in the download file).

How to Use this Excel Timesheet Calculator Template

Here are the steps to use this Excel Timesheet Template:

  • Select the Week Start Date.

weekly timesheet template excel free download - Select starting date

  • Specify the weekend. You can select from various options in the drop-down. The options include – No Weekend, 1-day weekend (Mon, Tue…) or 2-days Weekend (Fri & Sat, Sat & Sun..). As soon as you select the weekend, those days get shaded in red in the timesheet.

Excel Timesheet Calculator Template - Select Weekends

  • Specify the Start Time, # of Regular Hours, and Hourly Rate (Regular and Overtime). The start time should be in the hh:mm format (24-hour format). For example, 6 AM would be 06:00 and 6 PM would be 18:00.

Excel Timesheet Template with formulas - Start Time and Rates

  • If all the Weekend hours are to be treated as overtime, select the checkbox. If unchecked, weekend hours would also be split into regular and overtime hours.

Excel Timesheet Calculator Template - Weekend Rate Checkbox

  • Enter the In and Out time for a date, and break hours (if any). This Excel time sheet has formulas that will automatically calculate the total number of Regular hours and Overtime (OT) hours.
    • Note that break hours are deducted automatically from regular hours.

Guidelines to enter data in the Excel timesheet template

A couple of points to keep in mind while using this Excel Timesheet template:

  • There is an inbuilt check to make sure ‘In time’ is not later than the ‘Out time’. The template would not let the user enter the time in such a case. [This has been made possible using the data validation rules].
  • If the work shift of an employee or team member spans to the next day (for example, starts at 6 PM and ends at 6 AM the other day), then make sure Day 1 time is 18:00 to 24:00 and Day 2 time is 0:00 to 6:00.
  • Do not change any formulas in the timesheet. Only make the entries in ‘In time’ and ‘Out time’ columns. While deleting entries, delete it only from the ‘In time’, ‘Out Time’ and ‘Break Hours’ columns.
  • I have changed the page margins to make it fit on a single sheet when printed.

Here is what went into making this Excel Timesheet Calculator template:

Download the Excel Timesheet Calculator Template
Download File

If there is an Excel template you wish existed, let me know in the comments section.

If you use a template that you would like to share with our readers, let me know in the comments section or shoot me an email. I would love to hear from you.

You May Also find the following Excel Templates useful:

If you are looking for an online timesheet calculator, check this.

  • Mani

    This is nice. I often do this manually but I can tweak this to suit my work. Thanks for sharing

    • Thanks for commenting Mani.. Glad you liked it 🙂

      • Monika Hughen

        Can you pleeeeeeease help me with a excell template for my boss. He owns his own paint shop/Spray Booth. He need a template that he can jot down Paint Formulas on and retain them for future reference on future jobs. Ive asked him to help me create it and hes not interested so Im left with imagining what kind of table template i should make. I can have him fill in the blanks just need a table i guess.

  • Silaki

    Finally – a good template. I would like to see more.

    • Thanks for commenting.. Glad you liked it 🙂

  • Angie

    Oh wow! This is very helpful. Thank you.

    • Thanks for commenting.. Glad you found it useful 🙂

  • William Fariss

    Employees don’t usually get paid for lunch.A field for “lunch” or other break would be nice thar would subtract from the total worked for that day.

    • Thanks for the input William.. makes sense.. I will add this column and update the template soon

    • William Fariss

      You might need two, One for clock out and one for clock in.

  • Prisacariu Cristian

    hello , congrats on the project. it is really helpfull , and very nicely done .

    if i can make a proposition: this is perfect for an individual employee , but what if you have more employees and you want to have everything in one file ? it would have been nice to have one , but i imagine i can do a sheet of the weekly or mothly calculator for each employee and make a summary sheet using indirect formula.

    nevertheless super job

  • Truong cong thanh

    Hi all!
    I saw some limited in this timesheet cal. If we worked some different shift in the same week in a month
    How could we calculate in this template.
    Best Regards

  • Steve Chase

    is there a way to show 3 shifts? example; 7am-4pm (normal hrs), 4pm-11pm (overtime), 11pm-7am (night shift)

  • prafull

    where to add employee name?

    • Hello Prafull.. You can add employee name at the top of the worksheet (cell D3)

  • Adrian Raymundo

    this helped me a lot. but I’m having a problem on the highlighting cause my days are on the upper part. could help me with it? thanks by the way..

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  • Akane

    Hello there. Our regular hours is only 8 hours and the shift starts from 8:00 and ends at 5:00 pm. That’s eight (8) hours in total. But, whenever I try to change the start time from 9:00 AM to 8:AM and the regular hours to 8 hours, it can seem to calculate correctly. Say, an employee started working at 8:00 and ended at 19:00. That should be 8 regular hours and 2 overtime hours. But the template’s result shows 7 regular hours and 3 overtime hours. Can you help me with this?

  • Jim-bo

    monthly timesheet appears to only allow 29 days.

  • Naveed Chaudhri

    The monthly timesheet only shows 29 days. The drop down menu shows the correct number of days per month, but to add the data it shows only 29. If you choose a different start date other than the first of the month the 30th shows but the time data shifts.

  • Imran Sheikh

    hi sumit bansal i have seen your earlier tutorial you are amazing bansal if i put month year name in drop down list and want all input for each employee for monthly wise in a same sheet by just drop down month and select employee … How can we do that please suggest

  • Anees Haider

    Brother, i downloaded this software. Drop down menu of Year, Month and Weekend not working

    • Helllo Anees.. It’s working for me. Sometimes Excel shows a warning for files downloaded from the web. If that comes up, you need to click on the yellow button for this to work properly.

      • Audi Mo

        Hello, I want to know how can I add (in 15:27) (out 24:15 ) every time I got error ?? help please

  • Özgür BircaN
  • Brenny Cakes

    thanks for sharing! i have a question about the unpaid breaks column which is not taking off the time from the paid amount?

  • Sivasubashini Vijayan

    Hi Sumit Bansal

    Thank you so much, finally i found very good template. I’m shuba from Malaysia.
    i need some changes on the template, can help me on it.

    Start Time Regular Hours Regular Pay (hourly) Overtime Pay (hourly) Overtime(Sun) Overtime(PH)
    7.00 8 9.50 14.25 19.00 28.50

    This is my workers rate. If the day change to SUN it must automatically change to SUN OT Pay.

    • Sivasubashini Vijayan

      Start Time – 7.00
      Regular Hours – 8
      Regular Pay (hourly) – 9.50
      Overtime Pay (hourly) – 14.25
      Overtime(Sun) – 19.00
      Overtime(PH) – 28.50

  • arun V

    Hi Sumit, that was a great effort you put. but a quick question why every month end dates (lets say for some months 30 & 31st )appearing in next month’s starting?

  • CJ

    Hi I have questions about utilizing this for my company–I need to be able to change the start time and do not need the actual pay calculation. Solely for timesheet purposes. However, I am unable to get the formulas to cooperate where I need them to …

  • Nadine

    I’ve just found this on line and it almost works for my purposes but wondering how I could add in the following parameters

    normal hours 07:00 – 24:00 Daily, outside these hours are double time.
    Daily OT breaks down as 8 x normal, 2 x 1.5 and anything over at double time
    After 38 normal hours worked in a week the next 2 are 1.5 and anything over is at double time.

    Any asssistance would be greatly appreciated
    Cheers

  • ali ikhlaq

    Its awesome save lot of my time to calculate OT. Thank you 🙂

  • Michelle Naeder

    What about a bi-weekly timesheet?

    • It’s in a different tab in the same workbook

  • Cabbar Stein

    Hi. Thank you for the great template.
    Is it possible to have overtime hours calculated including minutes? Currently it seems hours are rounded up/down. I tried to edit the formula but couldn’t get the results I wanted.

    • The OT hours are not rounding up. You can multiple the OT value with 60 to get it in minutes.

  • Richard Winthrop

    Loving your work. It doesn’t quite work when you enter half hours into the regular hour box. I.E regular hours 9.5 starting at 8:15 – 17:45 with a 30 mins lunch. It keeps adding 0.5hours as overtime. Can you fix this please? Thanks

    • Thanks for letting me know Richard.. I have fixed the template.

  • karan0077

    this time calculation is superb but i want month calculation not weekly. thank you

  • Karan Patel

    this great but i want of monthly not weekly

    • Monthly timesheet is also there is the template (3rd tab)

      • Karan Patel

        ty

  • Chris

    We run a retail chain and the ovrtimes are difficult to calculate, especially for the weekends when the guys are working one weekend on and one off, to add to this we work the saturday as normal time due to closing off early on Friday, would it be too complicated to modify this for my purpose so its automated?

  • Reid Givens

    Very handy. We made a collection of free excel timesheets templates specifically for construction and field service companies (where work happens at many sites) using a lot of the same info you show here. The biggest difference with ours is including job and task info because these types of companies switch that up throughout the day and need the info for job costing as well as payroll. You can check them out here if you want: https://www.clockshark.com/Blog/timesheet-templates-collection/

  • Brenda Pienaar Blom

    Good Day can you please help me I love your template for the Time sheet, but what must i do if the person does not have a fixed starting time, I see that this is messing with the figures?

    Please help Urgently

  • jay

    HELLO …thank you very much for your excellent templates…………do you have a yearly template so we can log employees total hours worked for the weeks and 12 months and then totals at the bottom for the financial year ………….. their holidays taken…. unpaid leave taken….. public holidays high lighted …sick leave balance of same …and a separate section for the total gross wages tax ….net wages …superannuation again weeks/month and then total for year at the bottom ..etc so one template per year contains all necessary information to comply with all rules and regulations

  • Shubham Syal

    can you tell me . i have multiple employees .there is space for only one employee name . is there any drop down option where i can add my employee names and choose according to there

    • Hello Shubham.. The template is made for one employee, however, you can create multiple sheets for different employees.

  • Angela Gauci

    Do you have a version of this with two types of overtime for example time and half and double time?
    I’m looking for a formulated Excel spreadsheet that calculates anything over 8hrs but less than 10hrs is time-and a half and anything over 10hrs is double time

    • Hello Angela.. The template can only accommodate one level of overtime pricing. I don’t have one for tiered overtime pricing.

  • Michelle

    I love this format so much … is that possible to do the cost price list using this format ?

  • Q

    How would you accommodate if you came in late and staying late to make up for hrs (assuming 8hr/day with 30min no paid lunch)

    For ex, my start time is 8:30am and end time is 5:00pm with 30min no paid lunch. That would be 8.5hr/day in office so I get paid 8hrs of regular pay working hours. Spreadsheet works great calculating OT if I stayed late as long as I start on 8:30am sharp.

    But if you came in 30 mins late at 9:00am and stayed late til 5:30pm to make up for the missed hours then the timesheet doesn’t calculate the hours correctly. It would say regular hrs are 7.5 and OT hours are .5 but it would be really just 8hrs of regular pay because you came in 30 mins late. I think the fomula calculates any hours worked outside the normal shift window is always overtime but not in this case…

  • Garry

    Great work, I really liked it. Very helpful.

    • Thanks for commenting Garry.. Glad you found it useful!

  • Du Plooy Tessa-Rendel

    This is very helpful. In Our country we use two different overtime calculations:
    Normal overtime at a rate of x1.5 and
    Sundays and Public Holidays at a rate of x2.0

    Can you add it to your timesheet for me to download Please.

  • Marchel Sea

    Appreciate if you could assist in adding additional 2 more in time and out time formulas. Would you mind to share the formulas please ? Thank you.