Free Service Timesheet Templates
Free service timesheet templates for field-service businesses: field service, service call, weekly, billable, HVAC, and cleaning. Excel with auto totals.
Service Timesheet Templates
Six free service timesheet templates for field-service and trade businesses: a field service sheet, a service call log, a weekly roll-up, a billable version, an HVAC and trades sheet, and a cleaning sheet. Download as Excel with travel, labor, and billable totals built in. No signup.
A service timesheet records the hours a field technician works on each job, so a service business can bill clients and run payroll from the same record. Unlike an office timesheet built around one workday, it is organized around jobs and service calls, capturing the customer, travel, labor, and billable hours as the technician moves between sites. For a small service business, getting this record right is what keeps invoices accurate and payroll correct.
These six templates cover the trades: a field service sheet, a service call log, a weekly roll-up for payroll, a billable version, an HVAC and trades sheet, and a cleaning sheet. Each downloads as an Excel file, free and without an email, with travel, labor, and billable totals built in as formulas. For a general per-day sheet, see the daily timesheet templates, and for standard pay-period tracking, the employee timesheet.
What a Service Timesheet Is
A service timesheet is a form for recording the hours a field technician or service provider works on each job, so a service business can bill clients and run payroll. It is organized around jobs rather than a single workday, capturing the customer, the service call or work order, travel time, labor hours, and often materials. Service timesheet and service time sheet describe the same document; the spacing varies, but the form is the same.
It is an employer-side record, filled in by the technician and approved before it drives an invoice or a paycheck. Home-service and trade businesses use it because their work moves between sites, so the day has to be reconstructed job by job. The Department of Labor recordkeeping rules require recording the hours worked each workday, and a service timesheet captures those hours in the form a service business actually needs them.
What to Include
A complete service timesheet covers four groups: job details, time entry, billing and pay, and a sign-off. The groups below are the consensus set that strong service timesheets share.
The two elements that set a service timesheet apart, and that plain templates skip, are the travel-versus-labor split and the billable flag, because those are what let you pay travel correctly and bill clients accurately from the same sheet.
Which Template Should You Use?
Match the template to how you work and bill. Field service for day-to-day technician tracking, the call log for work-order detail, weekly for payroll, billable for client invoicing, HVAC and trades for materials by job, and cleaning for crews across sites.
6 Free Service Timesheet Templates
Download all six as a single Excel set or grab individual templates. Each downloads as an Excel file with the fields and formulas already built, free and with no signup, and every one opens cleanly in Google Sheets. Enter the times and the totals calculate themselves.
Template 1: Field Service Timesheet
A per-job sheet with customer, service call number, and travel and labor split out separately, so you can bill labor and cost travel apart. The right start for field technicians.
| A | B | C | D | E | F | G | H | |
|---|---|---|---|---|---|---|---|---|
| 1 | Date | Customer / Job Site | Service Call # | Time In | Time Out | Travel (hrs) | Labor (hrs) | Total |
| 2 | Jul 6 | Acme Offices | SC-1042 | 8:00 AM | 10:30 AM | 0.5 | 2.0 | =F2+G2 |
| 3 | Jul 6 | Bright Cafe | SC-1043 | 11:00 AM | 1:00 PM | 0.5 | 1.5 | =F3+G3 |
| 4 | Jul 6 | Hill Residence | SC-1044 | 2:00 PM | 4:30 PM | 0.5 | 2.0 | =F4+G4 |
| 5 | ||||||||
| 6 | Daily total | =SUM(F2:F4) | =SUM(G2:G4) | =SUM(H2:H4) |
Template 2: Service Call Log
A call-by-call log tied to work orders, with start, end, hours, and a status like complete or parts needed. For tracking and following up on individual service calls.
| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
| 1 | Service Call # | Customer | Work Order | Start | End | Hours | Status |
| 2 | SC-1042 | Acme Offices | WO-556 | 8:00 AM | 10:00 AM | 2.0 | Complete |
| 3 | SC-1043 | Bright Cafe | WO-557 | 11:00 AM | 12:30 PM | 1.5 | Complete |
| 4 | SC-1044 | Hill Residence | WO-558 | 2:00 PM | 4:00 PM | 2.0 | Parts needed |
| 5 | |||||||
| 6 | Total hours | =SUM(F2:F4) |
Template 3: Weekly Service Timesheet
A weekly summary of calls, travel, and labor with separate regular and overtime columns and weekly totals. The version to run payroll from.
| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
| 1 | Day | Calls | Travel (hrs) | Labor (hrs) | Reg Hrs | OT Hrs | Total |
| 2 | Monday | 3 | 1.5 | 6.5 | 8.0 | 0 | =C2+D2 |
| 3 | Tuesday | 4 | 2.0 | 6.5 | 8.0 | 0.5 | =C3+D3 |
| 4 | Wednesday | 3 | 1.5 | 6.5 | 8.0 | 0 | =C4+D4 |
| 5 | Thursday | 4 | 2.0 | 6.5 | 8.0 | 0.5 | =C5+D5 |
| 6 | Friday | 3 | 1.5 | 6.5 | 8.0 | 0 | =C6+D6 |
| 7 | |||||||
| 8 | Weekly total | =SUM(B2:B6) | =SUM(C2:C6) | =SUM(D2:D6) | =SUM(E2:E6) | =SUM(F2:F6) | =SUM(G2:G6) |
Template 4: Billable Service Timesheet
A sheet with client, task, hours, rate, and a billable flag that sums the billable amount automatically. For billing clients accurately and separating billable from internal time.
| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
| 1 | Date | Client | Service / Task | Hours | Rate | Amount | Billable |
| 2 | Jul 6 | Acme Offices | HVAC maintenance | 2.0 | 95 | =D2*E2 | Y |
| 3 | Jul 6 | Bright Cafe | Repair call | 1.5 | 95 | =D3*E3 | Y |
| 4 | Jul 6 | Internal | Shop and stock | 1.0 | 0 | =D4*E4 | N |
| 5 | |||||||
| 6 | Total hours | =SUM(D2:D4) | |||||
| 7 | Billable amount | =SUMIF(G2:G4,"Y",F2:F4) |
Template 5: HVAC and Trades Timesheet
A trades sheet with job site, purchase order, task, labor hours, and a materials column for parts used on site. For HVAC, plumbing, and electrical work.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Date | Job Site | Job / PO # | Task | Labor (hrs) | Materials |
| 2 | Jul 6 | Acme Offices | PO-2201 | Install unit | 4.0 | Filter, coolant |
| 3 | Jul 6 | Hill Residence | PO-2202 | Repair | 2.5 | Capacitor |
| 4 | ||||||
| 5 | Daily labor total | =SUM(E2:E3) |
Template 6: Cleaning Service Timesheet
A cleaning sheet with arrive and depart times per site and a crew-size column for multi-cleaner jobs. For janitorial and home-cleaning businesses.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Date | Client / Site | Arrive | Depart | Hours | Crew Size |
| 2 | Jul 6 | Acme Offices | 6:00 PM | 8:00 PM | 2.0 | 2 |
| 3 | Jul 6 | Bright Cafe | 8:30 PM | 9:30 PM | 1.0 | 1 |
| 4 | Jul 7 | Hill Building | 6:00 AM | 9:00 AM | 3.0 | 2 |
| 5 | ||||||
| 6 | Total hours | =SUM(E2:E4) |
Travel Time and Billable Hours
Two things make a service timesheet different from a plain one, and both are places money is won or lost: how you handle travel time, and how you separate billable from non-billable hours.
Travel time between job sites during the workday is generally paid working time under federal rules, while the ordinary commute to the first job and home from the last is generally not. According to DOL Fact Sheet #22, travel from job site to job site as part of the principal activity is hours worked. Separating travel into its own column lets you pay it correctly and keep it off the client invoice, since clients are usually billed for on-site labor rather than drive time. Billable hours are the labor you charge a client for; non-billable hours, like shop time or stocking, you pay but do not bill. Tracking both shows your true labor cost against revenue.
| Time type | Paid to employee? | Billed to client? |
|---|---|---|
| On-site labor | Yes | Usually yes |
| Travel between jobs | Usually yes | Usually no |
| Home-to-first-job commute | Usually no | No |
| Shop, stocking, internal | Yes | No |
How to Fill Out a Service Timesheet
Filling out a service timesheet takes a minute per job. Here is the sequence the templates are built around.
Overtime and Recordkeeping
Two federal rules sit underneath every service timesheet: how overtime is calculated, including paid travel, and how long you keep the record. Both are simple, and both are common service-business mistakes.
Service technicians are typically non-exempt, so they are owed overtime at one and one-half times their regular rate for hours worked over 40 in a workweek, and paid travel time between jobs counts toward that 40. A technician who drives a lot between sites can reach overtime sooner than their on-site hours suggest, which is why the weekly sheet totals each week. The federal minimum wage is 7.25 dollars an hour, and many states set a higher one. The DOL overtime rules set the federal standard.
For service technicians, the timesheets also document the hours behind client invoices, so keeping them protects you in both a wage dispute and a billing dispute. For the classification that decides whether overtime is owed, the exempt vs. non-exempt guide covers the tests, and DOL Fact Sheet #17A sets the federal exempt-salary threshold.
Service Timesheets for a Small Business
A large service company runs technician time through field-service software that ties hours to jobs and invoices automatically. A small service business often has an owner collecting paper or spreadsheet sheets from the field and reconciling them against jobs by hand, losing billable hours and miscounting travel along the way. The spreadsheet is a legitimate system; it just needs to be consistent, split travel from labor, and be retained.
The single most valuable habit is capturing each job on the sheet as it happens and approving weekly. A per-job record, signed and retained, is what turns both a payroll question and a client billing dispute into a quick lookup instead of an argument.
From Spreadsheet to HR Software
A spreadsheet service timesheet is the right tool for a small crew, and these templates work on their own. The strain shows up when job sheets, approvals, and record retention live in scattered files, when chasing sheets from technicians in the field eats an owner's time, and when lost billable hours quietly cost real money.
When that point arrives, FirstHR centralizes the employee side of what the spreadsheets were doing: employee profiles hold the technician roster, rates, and trades, a self-service portal lets staff submit and supervisors approve, e-signature captures the sign-off with a timestamp, and document storage keeps timesheets and wage records in one retrievable place for the retention period, alongside the employee handbook and time-off policy. FirstHR is an onboarding and HR platform, not field-service or payroll software: it does not dispatch jobs, generate invoices, or run payroll, so pair it with your field-service and payroll tools and, for wage questions, a professional advisor. Applicant tracking is coming soon to FirstHR.
Frequently Asked Questions
What is a service timesheet?
A service timesheet is a form for recording the hours a field technician or service provider works on each job, so a service business can bill clients and run payroll. Unlike a plain office timesheet, it is organized around jobs and service calls rather than a single workday, capturing the customer or job site, the service call or work order number, travel time, labor hours, and often the parts used. Home-service and trade businesses, such as HVAC, plumbing, electrical, and cleaning, use service timesheets because their work moves between sites and the day has to be reconstructed from the jobs. A good service timesheet separates travel from labor and flags billable hours, so the same record drives both an accurate client invoice and a correct paycheck.
How is a service timesheet different from a regular timesheet?
A regular timesheet records a single clock-in and clock-out for a workday; a service timesheet records time job by job across a day spent at multiple sites. The service version adds fields a plain timesheet does not need: the customer or job site, the service call or work order number, a split between travel time and labor time, a billable flag, and sometimes materials used. This structure exists because service work is billed to clients and moves between locations, so the business needs to know not just how many hours someone worked but which client each hour belongs to and whether it is billable. If your team works at one location on a fixed schedule, a regular timesheet is simpler. If they run calls across sites, a service timesheet fits the work.
Should travel time be paid on a service timesheet?
Generally yes, travel time between job sites during the workday is paid work under federal rules, which is why the service templates separate it into its own column. Under the Fair Labor Standards Act, time an employee spends traveling as part of their principal work activity, such as driving from one job site to another during the day, is compensable working time. The ordinary commute from home to the first job and from the last job home is generally not paid. Separating travel from labor on the timesheet lets you pay travel correctly while billing clients only for on-site labor, which is usually how service businesses price work. The exact treatment of some travel situations can be nuanced, so confirm your setup. This is general information, not legal advice.
How do I track billable versus non-billable hours?
Use a billable flag or column on the timesheet so each entry is marked billable or not, then total only the billable rows for the client invoice. On the billable service template here, a simple Y or N column drives a formula that sums only the billable amount, so client-facing hours and internal hours stay separate. Billable time is the labor you charge a client for, such as the repair itself. Non-billable time includes things like shop time, stocking the truck, or internal meetings, which you still pay the employee for but do not bill to a client. Tracking both matters: billable hours drive revenue and non-billable hours drive your true labor cost, and seeing the ratio tells you how much of the paid day actually earns.
Which service timesheet should a small service business use?
Start with the field service timesheet for day-to-day technician tracking, and add the weekly version for payroll. The field service sheet captures each job with travel and labor split out, which is the core record. The weekly service timesheet rolls those up with regular and overtime columns for running payroll. Beyond those two, pick by need: the service call log if you track work orders closely, the billable version if client invoicing accuracy is the priority, the HVAC and trades sheet if you track materials by purchase order, and the cleaning sheet if you run crews across sites with arrive and depart times. Most small service businesses use two together: a daily field sheet for detail and the weekly sheet for pay. All of them download free as Excel.
Do overtime rules apply to service technicians?
Yes. Service technicians are typically non-exempt employees, which means they are owed overtime under the Fair Labor Standards Act at one and one-half times their regular rate for hours worked over 40 in a workweek. This includes paid travel time between jobs, which counts toward the 40-hour threshold, so a technician who spends significant time driving between sites can hit overtime sooner than their on-site labor hours alone would suggest. Overtime is figured per workweek, not per pay period or per job, so the weekly service timesheet totals each week for exactly this reason. The federal minimum wage is 7.25 dollars an hour, and many states set a higher one. Classify technicians deliberately, and treat hours over 40 as overtime unless you have confirmed an exemption applies. This is general information, not legal advice.
How long should a service business keep timesheets?
Under federal law, service timesheets are part of the wage record and must be kept for a set period. The Department of Labor recordkeeping rules require payroll records to be preserved for at least three years, and the underlying records used to compute wages, which include time cards and work and time schedules, for at least two years. Electronic records are permitted as long as they can be produced for inspection. For a service business, the timesheets also back up client invoices, so keeping them serves a second purpose beyond wage compliance: they are your evidence of the hours billed if a client disputes an invoice. Many advisors recommend keeping everything for three years to cover both the wage window and billing questions. Store the approved sheets somewhere retrievable rather than discarding them at the end of the job or pay period. This is general information, not legal advice.
Can a service timesheet double as an invoice?
It can serve as the basis for an invoice, but a timesheet and an invoice are different documents with different purposes. The billable service timesheet on this page calculates a billable amount from hours and rate, which gives you the labor line for a client invoice, but a full invoice usually adds materials, taxes, terms, and your business details in an invoice format. The practical workflow is to use the service timesheet as the source record of billable hours, then transfer the billable total into a proper invoice. Keeping them separate also keeps your payroll record and your client-facing document distinct, which matters because the timesheet includes non-billable and internal time that never appears on a client invoice. Use the timesheet to capture and total the hours, and an invoice to bill them.