Templates
Crew timesheet template, by job
A timesheet for crews that work on more than one job in a week. Each row is one person on one job for one day, so at the end of the week you can add up hours and labor cost for every job, not just for every person.
The Excel file works out hours from start, finish and break, then pay from hours and rate. The first three rows are examples.
Crew timesheet by job
What’s in the template
Scroll sideways to see all columns.
| Date | Employee | Job / site | Start | Finish | Break (min) | Hours | Hourly rate | Pay | Notes |
|---|---|---|---|---|---|---|---|---|---|
| 10/5/26 | Sam Ortiz | Maple St. rooftop unit swap | 07:30 | 16:00 | 30 | 8 | 32.00 | 256.00 | |
| 10/5/26 | Jordan Lee | Maple St. rooftop unit swap | 07:30 | 15:30 | 30 | 7.5 | 26.00 | 195.00 | Picked up filters |
| 10/6/26 | Sam Ortiz | Oak Ave. service call | 08:00 | 12:00 | 0 | 4 | 32.00 | 128.00 |
What each column is for
| Column | What to write |
|---|---|
| Date | The workday. One person can have several rows on the same date, one per job. |
| Employee | The person’s name, written the same way every time so the totals add up. |
| Job / site | The job name or address. Pick one name per job: “Maple St.” and “Maple Street” count as two jobs. |
| Start | When work on this job started, for example 07:30. |
| Finish | When work on this job ended, for example 16:00. A shift that runs past midnight still calculates. |
| Break (min) | Unpaid break in minutes. Leave it blank or enter 0 if there was none. |
| Hours | Calculated: finish minus start, minus the break, to two decimals. |
| Hourly rate | The person’s hourly rate for this work. |
| Pay | Calculated: hours × hourly rate. |
| Notes | Anything the office should know: materials picked up, a late start, a return visit. |
To see hours and labor cost by job, select the table from the column headings down to your last row, leaving out the Total row. Insert a pivot table with Job / site as rows and Hours and Pay as values. It works the same way in Excel and Google Sheets.
When a spreadsheet stops working
- Several people fill it in. Copies of the file drift apart and nobody knows which one is final. In HiVis the office or foremen enter hours in one place, and crew members don’t need logins.
- Hours need a second look. A spreadsheet has no approval step. In HiVis a reviewer approves the period’s hours or sends entries back with a correction note.
- You want job costs while the job is running. HiVis prices the hours entered at each person’s rate on that date and shows labor cost against each job’s budget. See crew timesheets in HiVis.
How to use it
Download it and clear the examples
Download the Excel file. Delete the three sample rows as whole rows, or clear only the columns you fill in: clearing Hours and Pay would remove their formulas.
Fill in the header
Add the company, the crew or foreman, and the period the sheet covers, such as one week.
Add one row per person, job and day
If someone works on two jobs in a day, give them two rows, each with its own start, finish and break.
Check the totals and approve
The Total row adds up hours and pay. Whoever checks the sheet writes their name in Approved by before it goes to payroll.
Questions and answers
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