If you bill by the hour, every untracked hour is money lost. A simple timesheet logged as you go is more accurate than reconstructing your week on Friday afternoon.
Tracking billable hours well
- Log as you go. Add a row when you switch tasks; memory undercounts short tasks and calls.
- Track non-billable time too. Admin, sales and learning are real costs, and your utilization shows how much of your week pays.
- Round consistently. Many freelancers bill in 6-minute (0.1 hour) or 15-minute blocks. Agree on it with the client.
- Invoice from the log. Download the CSV and attach it, or copy the totals by client into your invoice.
Example: A day with two clients
Client A: 6.5 hours at $75 = $487.50. Admin: 1 hour, not billable.
Utilization: 6.5 ÷ 7.5 = 87%. Earned per hour worked: $65.
If utilization is lower than you planned, raise your rate to cover the gap. The freelance hourly rate calculator shows how.
How to use this calculator
- Add a row for each block of work: date, client, task, hours and rate.
- Untick 'Bill' for admin, sales or other work you can't charge for.
- Check the totals by client, then download a CSV or print it for your invoice.
FAQs
What counts as billable hours?
Time spent on work a client has agreed to pay for, such as design, development, meetings and revisions. Admin, invoicing and finding new clients usually aren't billable.
What's a good utilization rate?
70–85% is common for consultants and agencies. Freelancers often bill 60–75% of their working hours.
Is my data private?
Yes. The timesheet is saved in your browser only and never sent to Gleexa. Clearing your browser data deletes it, so download a CSV to keep a copy.
Results are estimates and aren't financial advice. For decisions about your own money, check with a qualified adviser. Spotted a mistake? Tell us.