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How To Use a Timesheet Template in Your Business

How To Use a Timesheet Template in Your Business

As I was updating my timesheet templates this week, I got curious to know how people are using them in their businesses. I don’t mean how they actually edit the spreadsheets, but rather how they integrate them into their payroll and time management systems.

I think it would be very helpful to others to know some tips or tricks about how YOU use the timesheet templates. I’m going to delete any comments that say “I don’t actually use a spreadsheet, I just use a web-based time sheet service”. That’s not the purpose of this post. Instead, I’d like to know how people are using the timesheet templates that they download from Vertex42.com.

  • Do you just print paper copies?
  • Do you have your employees email you the completed timesheet?
  • Do you actually require signatures?
  • What do you use to keep track of the hours?
  • Does using the timesheet template really work for you, or are you only using it to avoid paying for some other service?
  • What would make it easier or more useful?

How Does Vertex42 Do It?

I recently added some information to the basic Timesheet Template page explaining “How to turn the timesheet template into an online timesheet solution“. In a nutshell, I’ve uploaded the timesheet to Google Docs and shared it with an employee so that they can update it online. Then, I can process the payroll without ever having to deal with paper or getting sent copies of timesheets via email.

After I’ve recorded the hours in my payroll spreadsheet, I clear the timesheet and update the date. [edit: meaning that i delete the times/hours that the user entered into the timesheet, so that the user can start with a new blank time sheet]. That is the signal that lets the employee know that they can start updating the hours for the following pay period. I’ve been doing this since I became an employer, and haven’t had any problems yet.

I’m using a slightly modified version of the Biweekly Timecard so that I can see the hours worked based on specific projects. I don’t bother with the signatures.

How Do You Do It?

Now it’s your turn … how are YOU using the timesheet templates?

Looking forward to your responses,
Jon W.

22 comments… add one
  • Hey this is actually what i need. I use spreedsheet for timesheet template. Wow! the way you explained the tips and tricks are absolutely brilliant. i have one doubt, i could not follow after this step,(After I’ve recorded the hours in my payroll spreadsheet, I clear the timesheet and update the date). If you can please explain it again. But one thing the visitors must follow is maintaining the timesheet template in spreedsheet is easy,reliable,cost-effective and workable rather compare to web-based time sheet service.

    Reply
  • I just found you’re website and like it alot! I’ve tested this type of time-reporting with own-build simple timesheets with somewhat different results. Some employees get this right away and some are not that computer familiar and tend to delete lines and formulas. Perhaps there’s a way to lock cells, haven’t tried that. What I would really want is some way to connect different google docs. And to be able to choose project from a drop-down list or something like that.

    Reply
    • @Daniel … I haven’t tried this myself, but the importRange() function in Google Spreadsheets might be a way to link individual employee timesheets to a master time sheet. See this article. For drop down lists in Google Docs see this article. I don’t think Google Docs has the ability to lock specific cells (yet).

      Reply
  • Jon you just made my day! Thank you! Your website really made me give Google Docs some considerance as a timetracker. And with this new functions in their spreadsheets I actually think I’ve found it. I’m the all in one Finance Manager/Administrator/Organizer at our small company and we don’t use a software for time-tracking. I’ve searched a lot for a good cheap software to use but they are all a bit too expensive, especially the ones that match my requirements. I’ve always liked excel and how you can put together simple sheets that fit your needs without too much effort.

    Today I will begin to build my own system with Gdocs :) I think I will try to put in a quote-order-invoice experiment as well. The biggest issue will then be the safety-aspect I guess. I don’t run Google Apps at the time, which I figure would be more reliable.

    Long post. Thought I just give you some feedback the help you’ve been. Thanks again!

    Reply
  • Thanks for the free downloads provided. It has greatly helped me in formulating faster and efficient methods of executing my tasks. In fact I have utilized most of the downloads, and dicovered that most stress are now eliminated.

    Reply
  • how do i get the biwekly time sheet to pull up… i simply dont see separate tabs to pull anything except weekly… But I really really really like the concept

    Reply
    • Hi Kim, The biweekly worksheet should be there, though if you’re using Excel 2007 sometimes the inner window isn’t maximized, so you don’t see the tabs at the bottom of the screen. If that’s not the problem, please email me a screenshot of what you’re seeing and let me know the exact filename of the file you downloaded.

      Reply
  • Thanks so much for this template. It is easy to use and functional. The issue I am coming across is printing. When I print, it comes out small and only on one side of the paper. Please advise.

    Reply
    • @Sheena … Sounds like you might need to adjust the print settings (page layout). See the support page for info about printing.

      Reply
  • What does your software cost?
    Do you have monthly charges?
    Or is there a one time up front fee to purchaes your software?
    Are you compatible with Quick Books?
    Can we import you time sheets and invoices directly into Quick Books?

    Reply
    • @Brice…The timesheet templates do not cost anything. They are not compatible with Quick Books.

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  • Will you update the time sheets for 2014? We use the bi-weekly with breaks. Thanks.

    Reply
    • @Chuck, Nothing needs to be done to update them for 2014, the dates can be changed at will.

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      • How do you change the year on the reference calendar?

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        • @Rose … you can enter the year in the field that is above the reference calendar.

  • I am having an issue with how to use the time sheet. it seems if i leave the hours blank but input [8] holiday hours…it registers it as none. Is there a you tube video i could watch. Yes, i am an excel newbie

    Reply
    • @Leslie, I’m assuming you are talking about this timesheet (employee-timesheet.xlsx). The only thing I can think at the moment, assuming you haven’t made any other changes, is that you need to enter just “8” and not “[8]” because “[8]” will be treated as text.

      Reply
  • Is there a way to make this a bi monthly time sheet?

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    • @Rosita, The monthly time sheet on this page could be turned into a bimonthly timesheet by adding more rows.

      Reply
  • Hi,

    I am currently using your bi weekly timesheet and it seems that H:18 and H:19 in sheet biweekly_hmm does not work. Over time is same as total hours

    Reply
    • @Dan, Can you please email an example (send me your copy of the spreadsheet), because I have not been able to produce any errors in the time-card-calculator_biweekly.xlsx file, though this might not be the file you are referring to.

      Reply

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