Weekly Timesheet and Time Card PDF Maker

A timesheet records the hours someone worked, day by day, and gives the person who pays for them something to approve. It supports invoices from contractors, wage calculations for employees and the billing of projects to clients. On paper it is a table with a signature at the bottom, and it is easy to get wrong when you add the hours in your head. This page builds the table, does the sums and produces a form ready to sign.

The week

Choose the first day of the week and the page fills in seven rows with the day name and date. By default it uses the Monday of the current week. For each day, enter the start time, the end time and the unpaid break in minutes, and an optional note. Employee, manager and department go at the top. The result is a landscape PDF, with room for the notes.

How hours are counted

Hours worked are the end time minus the start time, less the break. If the end is earlier than the start, the shift is taken to cross midnight and a day is added. The page shows the hours of each day, in the form 8:00, and totals them, using whole minutes so that no rounding creeps in. A break longer than the shift gives zero hours rather than a negative number.

Overtime and pay

Optionally enter an hourly rate, an overtime limit in hours a week and a multiplier. The page splits the total into regular hours, up to the limit, and overtime hours beyond it, and works out the pay as regular hours at the rate plus overtime hours at the rate times the multiplier. If you set the limit to 0, there is no overtime and all hours are paid at the plain rate.

A worked example

Press Sample for a support agent: Monday to Friday from 09:00 to 17:30 with a 30-minute break, except Thursday, which runs to 19:30 with the note “Stayed late for release”. Each normal day counts 8:00 and Thursday 10:00, so the total for the week is 42:00. With an overtime limit of 40 hours, regular hours are 40:00 and overtime is 2:00. At a rate of 18 and a multiplier of 1.5 the pay is 40 × 18 + 2 × 18 × 1.5 = 774.00. The week runs from a Monday to the following Sunday, and Saturday and Sunday are left empty. The PDF finishes with signature lines for the employee and the manager.

Paper or screen

Many workplaces prefer paper because it is simple and can be signed. For them, print the blank form and have staff fill it in. Others type the hours here and print the result for signature. Either way, the signature lines are at the foot of the page, and the summary of hours and pay sits above them, so the person approving can see the totals without adding anything.

Edge cases

Times that cannot be read are counted as zero hours. A start and end that are the same count as 24 hours, which is an unlikely entry but is what the arithmetic gives, so check shifts that look odd. The week can start on any day, not only Monday. Notes of any length wrap in their column. The hourly rate and overtime settings are remembered in this browser, but the hours you type are not.

Limits

The page counts hours as you enter them and does not know your working-time rules. It does not apply daily limits, rest breaks that the law requires, premiums for weekends or nights, rounding conventions used by an employer or the way a particular payroll treats part hours. It also makes only a weekly sheet. For a month, make four or five and add the totals.

Related tools

• Hours Calculator adds and subtracts times when you need a single figure.
• Overtime and Double-Time Pay Calculator prices a week of long hours with a double-time tier.
• Payslip Generator records the pay that follows from the hours.
• Freelance Hourly Rate Calculator sets the rate that a contractor puts on the timesheet.