Create the Perfect Invoice Template for Hours Worked for Personnel

Invoice template for hours worked for Personnel

In this video, I'm going to show you how to  create an employee timesheet template in Excel   from scratch. We're going to create a bi-weekly  timesheet that you can use to either print or have   users electronically fill in. Be sure and watch my  other video on how to automate timesheet templates   where we'll use a bi-weekly, semi-monthly,  and weekly timesheet, and you'll see how to   auto-populate dates and autocalculate the pay. If  you want to save time and jumpstart your project,   you can purchase the templates that we use today.  Just expand the description below the video,   and you'll see a link. I hope you  like this video. Let's get started. Here's the bi-weekly timesheet template that  we're going to build from scratch in Excel.   This is our bi-weekly timesheet. It includes  days for the two weeks' worth of the pay period   as well as the total hours. Then there's a  section at the bottom for the employee and   manager signature. So I'm going to just minimize  this, and we're going to start with a blank Excel   spreadsheet. So I'm going to come up and go to  the View tab, and I'm going to uncheck the box   for gridlines so now we can draw whatever  borders that we want to on our template.   I'm also going to adjust some of the columns,  so I'm going to go ahead and adjust column A.   I'm going to change the width and decrease that  a bit. We're going to increase columns B and C,   and then columns D through H we want to increase  the size and have those even. So we'll select all   of those and then increase that to about 16,  and that should be good. So now all of those   are the same width. Now we're going to go ahead  and increase some of our rows up here at the top   so that we can insert our header. So I'm going to  increase the height of row one and row two first. So in the first row, we're going to put  our header for the bi-weekly timesheet. I'm   just going to select cells B through H. We're  going to come up and click on Merge and Center   and type "bi-weekly timesheet." Now let's  select that cell, let's align to the right,   increase the font size, and we can change the  color and make it bold. Now, on the next row,   we're just going to put a placeholder for your  company name, and we'll just increase the font   size on that and make it bold as well. Now,  in the next couple of lines for our header,   we just want to include some information at the  top. So we're going to expand rows three and four,   we'll leave five as a spacer row, and then we'll  expand rows six and seven just a little bit. Here   we can type our information for our payroll  contact information and payroll phone number. Now let's come over to column F, and this is where  we're going to type our pay period start date.   I'm going to put a colon and hit Enter, and then  on the next row down, we're going to have the   pay period end date. Now I'm going to select  these two cells. I want to make them bold,   and let's go ahead and right-align those. In  the last two columns, we're going to merge and   center those cells and underline. So we're going  to select the top one, go over to our borders,   and select the bottom border. Same thing with the  next cell down. That's automatically defaulted for   the bottom border selection, so I can just click  on that. So now that's underlined, so when you   print this out or if users fill it in, it'll be  underlined for them to fill in that information. Alright, let's go down to rows  six and seven, and this is where   we're going to put the employee's name and  information. We'll put the manager's name   and the employee's phone number and email.  We'll do the same thing: right-align these,   merge and center, and underline. I'm  going to go ahead and adjust column B,   and we'll select these three columns, merge and  center those, and underline those for the employee   name and manager name. Now we can select all of  these cells by hitting control and selecting,   then we're going to make that bold. We're  going to use row eight for a spacer,   and then we're going to start our headers for  our timesheet in row nine. So I'm going to go   ahead and start typing out the headers for each  row. We're going to have a column for day, date,   regular hours, overtime hours, paid time  off hours, type of PTO, and total hours. Alright, so now I'm going to select all of these,  make them bold and centered. Let's go ahead   and make the fill color the same color as our  timesheet text up at the top, and then we'll make   the text white so you can see it. We'll increase  the font size a little bit and just adjust the   height. We can actually center-align in the cell  by coming up to the alignment area and clicking on   that top-middle align button. Some of our columns  need to be adjusted so that they fit in there. We   wanted D through H to be the same size, so we  select them all and adjust that ingly.   We're going to want to use 14 rows, so we're  going to select rows 10 all the way down to 23,   and that's going to give us enough rows for  the two weeks or 14 days in our pay period. I'm   going to select that and go up to my borders  and click on All Borders. Then I'm going to   select those rows 10 through 23, increase the  height, and make those even. We're going to go   ahead and increase that height a little bit.  We can do some more formatting for coloring   and adjustment to make it easier for users to  fill in and see the information on the form. For the day and date, we can go up here,  select that dropdown, and use a lighter   color. For the date, we can also select a color  for that as well. We can shade the overtime hours   column by selecting that, come up to our borders,  and use a light shading. For the type of PTO,   we can use a little bit darker shading since  that's a different type of information that   will be filled into that column. Now we have the  outline for all of the days in our timesheet. In   this type of timesheet, employees can fill  in whole hours. This is a great timesheet   for people who have flexible work schedules or  people who are on freelance projects where you   don't have to track time in and time out. They  can enter the whole hours on this timesheet. Down here at the bottom, we're going to expand  these three rows down here, adjust the height, and   this is where we're going to total all the  hours. We're going to have the rate of pay,   and then we're going to calculate the total pay.  Down here, we're just going to say total hours,   rate per hour, and total pay. We're going to  go ahead and just select the area down here and   add borders, make these bold, and shade these a  different color since these will house our totals. Alright, now let's go down and create the  section where the employee and manager   can sign. There's a signature line down at  the bottom. We're just going to select the   cell under E30 and type "employee signature." In  the last cell, we'll have the date. Down below,   we'll have the manager's signature and  the date. Up here in the cell above,   we want to have a bottom border so that it appears  as an outline. We'll do that for both of those,   select a bottom border, and now we  have our timesheet template built out. The next thing we want to do is make sure that  the margins are customized so that if anyone   does print this or you save it to a PDF, it  will be visible on just one page. To do that,   we're going to come up to Page Layout, go to  Margins, click on Custom Margins, go to Page,   and check the box that says "Fit to one page tall  by one page wide." Then we're going to click OK.   Now, if we go to Print Preview, we'll see that the  entire timesheet is going to fit onto one page. Alright, let's go back. Now you can go ahead  and save your timesheet template. Click File,   Save As, navigate to where you want to save it.  Now that you've designed your timesheet template,   you can fully automate this, so be sure to check  out my next video. I'll show you how to use   formulas to autocalculate dates into the template  as well as how to autocalculate hours. We're going   to do this for a bi-weekly, semi-monthly,  and weekly timesheet with time in and time   out calculations. Don't forget to check it out.  I hope you liked this video. Be sure to share it   with your friends and colleagues who also need to  create an employee timesheet. Visit my website,   SharonSmithHR.com. Thanks so much for  watching, and I'll see you next time.