Free Timesheet Template
Record start, finish, break and worked hours for one person for one month, and total it at the bottom. It is free, it is on this page in full, and it is yours in one click.
No email address, no sign-up, no watermark. Free to use, change and share.
Monthly timesheet
Template previewOne sheet per person per month. Worked hours are the shift span minus the unpaid break.
- Employee name
- Month
- Approved by
| Date | Shift start | Shift end | Break (mins) | Worked hours | Notes |
|---|---|---|---|---|---|
| Mon 01 | 08:00 | 16:30 | 30 | 8.0 | - |
| Tue 02 | 08:00 | 16:00 | 30 | 7.5 | - |
| Wed 03 | 12:00 | 20:30 | 30 | 8.0 | Covered a late for Priya |
| Thu 04 | 08:00 | 18:00 | 45 | 9.25 | 1.25 hrs overtime, approved |
| Fri 05 | - | - | - | - | Annual leave |
| Total hours | 32.75 | ||||
| Of which overtime | 1.25 | ||||
| Signed (employee) | Signed (manager) |
Showing 4 of the 14 blank rows that are in the download.
Notes, and they are in the file too
- Worked hours = (finish - start) - unpaid break. 08:00 to 16:30 with a 30 minute break is 8.0.
- Record the break that was actually taken, not the one the rota said.
- Fill it in on the day. A week reconstructed on Friday afternoon is a week of rounded guesses.
- An overnight shift is fine: 22:00 to 06:00 is 8 hours.
- Both signatures at the bottom are what makes this a record rather than a note.
What is on this page is exactly what is in the file: both are generated from one source, so they cannot drift apart. Last reviewed 7 August 2026.
A clean monthly timesheet: date, start, finish, break minutes and worked hours per row, with the totals and the two signatures at the bottom. The whole thing is above, filled in, so you can see the shape before you take it.
How to use it
- Each worked day gets a row: shift start, shift finish and the unpaid break actually taken, in minutes.
- Worked hours = (finish - start) - break. The example rows show the format; in a spreadsheet a formula does this for you.
- At month end the person signs it, their manager approves it, and the totals go to payroll.
Where paper and spreadsheet timesheets go wrong
- They are filled in at the end of the week from memory, which is how 8:12 becomes 8:00 and five-minute finishes become half-hours.
- Breaks get recorded as what the rota said, not what happened.
- Someone retypes every line into payroll, and every retype is a chance to be wrong.
- There is no record of where the person was when they "clocked in".
The fix the industry settled on is a time clock app: staff punch in and out on their phone or a shared kiosk, the timesheet builds itself, and payroll gets an export instead of a retype. OtisIO includes exactly that. Clocking in and out is on every plan, the free one included; GPS stamps and the payroll export come with the paid plans, and geofencing and kiosk mode from Pro. The time clock page explains how the pieces fit and the pricing page shows which plan has which.
A note on UK breaks
Workers are entitled to a 20-minute rest break when the working day exceeds six hours. Recording breaks honestly on the timesheet is the simplest evidence that breaks are actually happening.
Nobody should be filling this in
The honest version of this template is one nobody has to write
Every problem with a paper timesheet comes from the same place. It is written from memory, after the fact, by the person it pays. Hours from a clock-in are recorded at the moment they happen, by the person who was there, with the time and the place attached.
- Staff clock in from a phone, a shared kiosk, a desktop or an NFC tag, and the timesheet builds itself as they go.
- Breaks are deducted automatically, so 8:12 stays 8:12 rather than becoming 8:00 by the end of the week.
- A manager reviews and approves rather than transcribes, and the approved figures export to payroll without a retype.
No card needed. Free forever for up to 10 people at one location, so the template may be the last spreadsheet you need.
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