SimpleTimesheet

Billable vs Non-Billable Time: How to Separate It

This guide explains billable vs non-billable time: how to separate it using clear steps and a practical checklist. The goal is simple: accurate records that match expectations and reduce approval delays.

Disclaimer: Educational information only. Always confirm your client’s requirements and any applicable laws, policies, or contracts.
Workflow By: SimpleTimesheet Team Last updated: 2025-12-08
On this page

Why this matters

Timesheets are proof of work and a blueprint for billing. A small inconsistency (missing notes, unclear breaks, or totals that don’t match) can slow approvals, trigger disputes, or create invoice back-and-forth.

  • Clarity: approvers quickly see what happened and when.
  • Consistency: totals match daily entries and invoices.
  • Traceability: your notes still make sense months later.

Step-by-step approach

  1. Start with the rules. Confirm the required format (weekly vs monthly), rounding, breaks, and any project codes.
  2. Log daily. Reconstructing time from memory is where errors happen.
  3. Capture breaks. If breaks are unpaid, record them so net hours are explainable.
  4. Add short notes. One line per day prevents confusion (“On-site install”, “Bug fixes”, “Client meeting”).
  5. Check totals. Verify net hours and make sure they match your invoice hours.
  6. Export and archive. Save a PDF/CSV copy for your records.

Use the Weekly Calculator for approvals or the Monthly Totalizer for month-end reporting. For sharing, export CSV.

Checklist

  • Date range is correct
  • Daily hours entered (no missing days unless expected)
  • Breaks recorded (minutes) where applicable
  • Project codes / job numbers included (if required)
  • Billable vs non-billable time separated
  • Overtime flagged (if applicable) with notes/approvals
  • Totals match your invoice
  • Backup saved (PDF/CSV)

Common pitfalls

  • Rounding drift: rounding each day differently can create mismatched totals.
  • Vague entries: “Worked on project” with no detail often gets questioned.
  • Break confusion: “I was on site 9 hours” ≠ “I worked 9 billable hours” when breaks apply.
  • Invoice mismatch: invoicing for 57.7 hours when the approved timesheet shows a different number.

Practical example

Example month: you worked about 57.7 hours at 300/hour and usually took 45 minutes of breaks on workdays.

  • Enter only the days you worked (leave others blank).
  • Enter break minutes so net totals are defensible.
  • Use the net total for billing.

Try it now: Monthly Timesheet Totalizer.

Related reading: Weekly vs Monthly Timesheets and Proof and Documentation.

FAQ

Should I use weekly or monthly timesheets?

Use the format your client prefers. Weekly approvals are often faster; monthly reporting is common for retainers and internal tracking.

Do I need timesheet notes?

Short notes reduce disputes. Keep them factual and consistent.

Should I store copies?

Yes—save a PDF or CSV copy for your records.

Affiliate note: This page may contain affiliate links in the future. We will always disclose when a link is affiliate.