Billable Hours Snapshot
{{ formatMoney(totals.netAmount) }}
{{ summaryLine }}
{{ formatHours(totals.billableHours) }} billable {{ formatHours(totals.nonBillableHours) }} non-billable {{ formatMoney(totals.writeDownAmount) }} write-down {{ roundingLabel }} {{ realizationBadge }} {{ rateBadge }}
Use duration for timer totals; use clock rows when start and end times need review.
Pick the policy unit: 6 minutes for tenths, 15 minutes for quarter-hour billing.
Choose nearest, up, or down to match the client billing rule before reviewing totals.
Enter write-downs as percent, flat currency, or hours removed using this selected mode.
Time entries:
Add one task per row; duration rows accept decimal hours/minutes, clock rows use HH:MM times.
Date Client / project Description Duration Unit Start End Rate Billable {{ writeDownColumnLabel }} Remove
Enter one symbol or short code, such as $, RM, EUR, or GBP.
Group client totals by project, date, or billable status for the review table.
Turn on only when clock rows can cross midnight; leave off to catch reversed times.
{{ allow_overnight ? 'On' : 'Off' }}
Use a short client, matter, or billing-period label for CSV and JSON output.
Entry Recorded Rounded Rate Gross Net Copy
{{ row.project }}
{{ row.date }} · {{ row.description }}
 {{ formatHours(row.rawHours) }} {{ formatHours(row.roundedHours) }} {{ formatMoney(row.rate) }}/hr {{ formatMoney(row.grossAmount) }} {{ row.billable ? formatMoney(row.netAmount) : 'Non-billable' }}
Group Entries Billable hours Write-down Subtotal Copy
{{ row.label }} {{ row.entries }} {{ formatHours(row.billableHours) }} {{ formatMoney(row.writeDownAmount) }} {{ formatMoney(row.netAmount) }}
No billable rows with positive amounts.
Entry Adjustment Gross Net Copy
{{ row.project }}
{{ row.description }}
 {{ row.adjustment }} {{ formatMoney(row.grossAmount) }} {{ row.billable ? formatMoney(row.netAmount) : 'Non-billable' }} 

                

            

        

    

                

                

                    

                        

                            Tags: Finance, Productivity
                        

                        

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Billable hours connect recorded professional time to the amount that can be charged on an invoice. A short client call, a planning session, and an internal admin task may all belong in the same timesheet, but they should not all affect the invoice in the same way. The charge depends on the billing increment, the hourly rate, the billable status, and any write-down approved before the invoice is sent.

    
The first split is between time worked and time charged. Raw time records what happened. Rounded time applies the billing policy. Billable status decides whether a row can add money to the subtotal. Write-downs reduce the row after the gross charge is known, which makes them different from simply entering fewer minutes.

    

      A five-step path from recorded minutes through rounding, billable status, rate, write-down, and net subtotal
    

    
Rounding deserves attention because it can move small entries by more than people expect. Six-minute billing treats one tenth of an hour as the minimum unit, so seven recorded minutes can become twelve charged minutes when the policy rounds up. Ten-minute and fifteen-minute policies are easier to review, but they can create larger changes on short messages, calls, and review tasks.

    
A useful billable-hours worksheet does not decide whether a fee is allowed or fair. It makes the arithmetic visible so the reviewer can compare the subtotal, billing realization, and write-downs with the engagement terms, client billing guidelines, and professional rules that apply to the work.

  






  

    
Technical Details:

    
Billable-hour math starts with elapsed time, then converts that time into a billing quantity. Duration entries already contain the elapsed amount. Clock entries need a start time and an end time, with a separate midnight rule for work that begins on one date and ends after midnight. Once raw minutes are known, the same row-level rounding rule is applied before rate and write-down values are used.

    
The invoice subtotal is built from billable rows only. A non-billable row can still explain utilization or internal effort, but its rate is ignored when invoice value is calculated. That distinction lets a review keep internal work visible without mixing it into the amount charged to the client.

    
Formula Core

    
The central calculation is row based. Each row becomes rounded minutes, rounded hours, gross amount, write-down amount, and net amount; the summary then adds the row values.

    

      
        
          
            rounded minutes
            =
            increment×R(raw minutesincrement)
          
          
            rounded hours
            =
            rounded minutes60
          
          
            gross amount
            =
            rounded hours×hourly rate
          
          
            net amount
            =
            max(0, gross amount - write-down amount)
          
        
      
    

    
In the first line, R means the selected rounding operator. Round up uses the next full increment, round down uses the prior full increment, and nearest chooses the closest increment.

    

      

        
        
          

            Rule area
            Supported choices
            Effect on the calculation
          

        
        
          

            Raw time source
            Duration rows, or start and end time rows
            Determines raw minutes before any rounding is applied.
          

          

            Rounding increment
            1, 5, 6, 10, 15, 30, or 60 minutes
            Sets the billing unit used for every row.
          

          

            Rounding mode
            Nearest increment, round up, or round down
            Chooses how raw minutes move to the selected increment.
          

          

            Write-down mode
            Percent of row amount, flat amount, or billable hours removed
            Reduces only billable rows after the gross amount is known.
          

          

            Grouping
            Client/project, date, or billable status
            Changes the rollup view without changing row math.
          

        
      

    

    
Write-down limits prevent negative invoice values. A flat amount write-down is capped at the row gross amount. A time write-down is capped at the rounded billable hours. A percentage write-down is clamped to the 0% to 100% range before the row net amount is calculated.

    

      

        
        
          

            Condition
            Result
            Review action
          

        
        
          

            Invalid clock row
            Raw minutes become 0 and a warning appears.
            Fix the time format or switch to duration rows.
          

          

            End time before start time
            The row is treated as invalid unless overnight rows are allowed.
            Enable overnight rows only when the work crossed midnight.
          

          

            Billable row with a zero rate
            The row adds billable hours but no money.
            Enter the intended rate or mark the row non-billable.
          

          

            Non-billable row with a rate
            The rate is ignored in the invoice subtotal.
            Confirm the row should stay non-billable.
          

        
      

    

    
Billing realization is calculated as net amount divided by gross amount when gross amount is greater than zero. Here it measures reductions before collection, mainly write-downs and exclusions, so it should not be read as a payment collection rate.

  






  

    
Everyday Use & Decision Guide:

    
Choose Entry mode from the source you actually have. Duration rows fit pasted timer totals, decimal hours, and minute counts. Start and end time rows fit calendar blocks, call logs, and work that needs an overnight check.

    
Set Rounding increment and Rounding mode before judging the money. For many professional-services reviews, six minutes with round-up behavior matches a tenths-of-an-hour policy, but the correct setting is the one stated in the engagement agreement or billing guide. If the policy is not known, leave the result in draft review and do not treat the subtotal as invoice-ready.

    
    
      
  • Use Line Items to compare recorded hours, rounded hours, gross amount, write-down, and net amount for each row.
    • 
      
  • Use Client Totals to see how the same row math rolls up by client/project, date, or billable status.
    • 
      
  • Use Billing Realization to compare gross and net amounts after write-downs.
    • 
      
  • Use Write-down Ledger when review notes need to show why a charge was reduced or excluded.
    • 
    

    
The most common bad result is a tidy subtotal built from unclear rows. Blank projects, vague work descriptions, zero-rate billable rows, and non-billable rows with rates can all make the output harder to defend. Read the warning area first, then scan the Line Items table before relying on the summary badges.

    
When the result will be shared, review the row text as carefully as the math. Client names, rates, work notes, and write-down decisions may be sensitive even when the arithmetic is correct.

  






  

    
Step-by-Step Guide:

    
Use the controls in the same order you would review a timesheet: source format, billing policy, rows, then results.

    
    
      
  1. Choose Entry mode. Pick Duration rows for entered hours or minutes, or Start and end time rows when each row should be calculated from clock times.
    2. 
      
  2. Set Rounding increment and Rounding mode. The Rounding badge in the snapshot should match the policy you intend to apply.
    3. 
      
  3. Choose Write-down mode before filling the write-down column, because the same number can mean a percent, a flat amount, or billable hours removed.
    4. 
      
  4. Enter one Time entries row per task with date, client/project, description, duration or clock times, rate, billable status, and any write-down value.
    5. 
      
  5. Open Advanced when you need a different Currency symbol, a different Group totals by choice, Allow overnight clock rows, or an Export label.
    6. 
      
  6. Read the Billable Hours Snapshot. If warnings mention invalid clock rows, zero-rate billable time, capped write-downs, or rated non-billable time, correct those rows before using the subtotal.
    7. 
      
  7. Review Line Items, Client Totals, Billing Realization, and Write-down Ledger so the final amount, hours, and reductions tell the same story.
    8. 
    

  






  

    
Interpreting Results:

    
The main subtotal is the net invoice amount after billable status, rounding, hourly rate, and write-downs are applied. Billable hours show rounded chargeable time. Non-billable hours show rounded time kept out of the invoice. Write-down amount shows how much value was removed from otherwise billable rows.

    

      

        
        
          

            Output
            Meaning
            Verify before relying on it
          

        
        
          

            Net amount
            Invoice subtotal after write-downs and non-billable exclusions.
            Confirm billable flags, rates, and row descriptions.
          

          

            Billable hours
            Rounded hours on rows marked billable.
            Compare against recorded hours if the rounding rule is under review.
          

          

            Write-down
            Total amount removed from billable rows.
            Check whether each write-down was entered as percent, amount, or hours.
          

          

            Effective rate
            Net amount divided by billable hours.
            Look for zero-rate rows or heavy write-downs when it seems too low.
          

        
      

    

    
The billing realization badge uses strict cutoffs: 90% or higher is the strongest status, 75% to under 90% is a caution range, and under 75% signals a larger reduction from gross value. No gross amount produces a neutral status because there is no billable value to compare.

    
A strong realization badge does not prove the invoice is approved. Treat it as a math check, then verify the agreement, client billing rules, warning list, and reviewer notes before sending charges outside the business.

  






  

    
Worked Examples:

    
Short consulting call plus a write-down

    
A seven-minute client call at $150 per hour with a six-minute increment and round-up mode becomes 12 rounded minutes, or 0.20 billable hours. That row adds $30.00 to Net amount when no write-down is entered. A separate 1.25-hour strategy row at the same rate with a 20% write-down has a $187.50 gross amount, a $37.50 write-down, and a $150.00 net amount.

    
Write-down value larger than the row

    
A billable 30-minute row at $120 per hour has a $60.00 gross amount. If Write-down mode is flat amount and the row write-down is entered as $90.00, the adjustment is capped at $60.00 and Net amount becomes $0.00. The warning helps catch the over-entered write-down before the row disappears inside the subtotal.

    
Clock row crossing midnight

    
A start time of 23:50 and an end time of 00:20 is not a same-day positive span. With Allow overnight clock rows off, the row warns that the end time is before the start time and contributes 0 hours. With the overnight switch on, the raw span becomes 30 minutes; with a 15-minute nearest increment, Rounded stays 0.50 hr.

    
Rated internal work

    
An internal admin row can stay visible with the billable checkbox off. If it records 18 minutes and a rate, Non-billable hours increases after rounding, but Net amount does not. The warning states that the rate is excluded from the subtotal, which is the cue to either remove the rate or mark the row billable if it was entered incorrectly.

  






  

    
Responsible Use Note:

    
Use the result as an invoice-review worksheet, not as legal, tax, accounting, or professional billing advice. Confirm the governing agreement, client billing guidelines, jurisdiction rules, and internal approval process before issuing an invoice or changing a client's charges.

  






  

    
FAQ:

    

      Why can a few minutes become a larger billable amount?
      
Rounding is applied before the hourly rate. With a six-minute increment and round-up mode, seven recorded minutes become 12 rounded minutes, so the row bills as 0.20 hr.

    

    

      Why is a row with a rate missing from the invoice subtotal?
      
Rows marked non-billable are excluded from the subtotal even when they contain a rate. The warning area calls out rated non-billable rows so you can confirm the status.

    

    

      What does the currency symbol control?
      
The currency symbol changes display text and exported values only. It does not convert currencies, apply tax, or change the numeric calculation.

    

    

      Why does the Billing Realization chart show no data?
      
The chart needs at least one group with positive gross, net, or write-down value. If all rows are non-billable, zero-rate, or zero-duration, there is no billing amount to plot.

    

    

      Are my billing rows sent to a calculation service?
      
The calculation runs in the browser page and the row math does not require submitting entries to a separate calculation service. Copied text, downloaded files, and shared documents still contain whatever client and rate details you include.

    

  






  

    
Glossary:

    

      
Raw minutes

      
The elapsed time read from a duration row or clock row before rounding.

      
Rounded hours

      
The billable-time quantity after raw minutes are moved to the selected billing increment.

      
Write-down

      
A reduction applied to a billable row after its gross amount is calculated.

      
Billing realization

      
Net amount divided by gross amount before collection, shown as a percentage when gross amount is positive.

      
Effective rate

      
Net amount divided by billable hours, useful for seeing the rate effect after write-downs.

    

  






  

    
References: