Hourly Invoice Template

An hourly invoice template should make it easy for a client to verify time and approve payment.

Time period and scope

• Service period (week, month, or date range)
• Work summary (what was completed)
• Role/position (optional)

Hourly billing line items

• Standard hourly work
• On-site hours (if applicable)
• After-hours/weekend hours (if applicable)
• Coordination/admin/documentation time
• Travel time (if billable)

Supporting references

• Timesheet or time-entry reference (optional)

Totals

• Subtotal, tax (if applicable), total due
• Payment terms and instructions

Hourly invoices get delayed when clients can’t quickly validate what they’re paying for. Use these best practices:

Best practices for faster approval

• Use a clear service period instead of listing every date in line items
• Group hours by rate category (standard vs on-site vs after-hours)
• Add a short work summary focused on outcomes and deliverables
• Include a timesheet reference when a client requires detailed time logs

This keeps your invoice readable while still supporting strict approval processes.

Many businesses use different hourly rates depending on the type of work.

Typical hourly categories

• Standard hourly rate
• On-site rate (often higher)
• After-hours/weekend rate (premium)
• Travel time rate (often lower)
• Admin/documentation rate

Using separate line items for each category makes your hourly invoice clearer and reduces payment disputes.

Time-and-materials work often requires consistent, repeatable invoicing.

Best practices

• Keep labor grouped by hourly rate category
• Use the work summary to describe what changed or progressed this period
• If you also bill materials, itemize them as separate line items alongside hours
• Keep the structure consistent across invoices so clients can compare periods easily

A clean invoice template hourly format helps recurring clients approve invoices quickly.