Free Time Card Calculator
Enter in and out times and breaks. Get hours worked and pay.
Enter the start time, end time and unpaid break for each day and the calculator works out the hours worked. Add a rate for pay, then download the timesheet as a PDF.
Free to use, with no account and no watermark. Add your logo, pick a layout and a color, and download a clean PDF when you are done.
How to use this time card calculator
- Add the worker and the client or project.
- Set the period start and end dates.
- Add a row for each day or task with the hours worked.
- Enter the hourly rate and download the PDF.
Why use Invoicz
Hours and pay
Totals for hours and amounts, calculated for you.
Billing period
Start and end dates keep the sheet clear.
Approval line
Add who approved the hours.
Invoice ready
Use the totals on your invoice.
How to calculate hours worked
Subtract the start time from the end time, then subtract any unpaid break. For a shift from 09:00 to 17:30 with a 30-minute unpaid break, that is 8 hours 30 minutes minus 30 minutes, which is 8 hours.
| Start | End | Unpaid break | Hours worked |
|---|---|---|---|
| 09:00 | 17:30 | 30 min | 8.00 |
| 08:15 | 12:00 | none | 3.75 |
| 22:00 | 06:00 (next day) | 45 min | 7.25 |
| 13:00 | 18:45 | 15 min | 5.50 |
Converting minutes to decimal hours
Pay is usually calculated on decimal hours, so minutes need converting. Divide the minutes by 60.
| Minutes | Decimal hours |
|---|---|
| 5 | 0.08 |
| 10 | 0.17 |
| 15 | 0.25 |
| 20 | 0.33 |
| 30 | 0.50 |
| 45 | 0.75 |
| 50 | 0.83 |
Overnight shifts and breaks
- If the end time is earlier than the start time, the calculator treats it as a shift that finishes the next day.
- Enter only the unpaid break; paid breaks stay in the hours.
- Round according to your employer's or client's policy, such as to the nearest quarter hour.
From hours to pay
Multiply the total hours by the hourly rate. For 38.5 hours at $24.00 per hour, the pay is $924.00. Overtime rules differ by country, state and contract, so apply them to the hours the calculator totals.
Common mistakes on time cards
- Forgetting to subtract an unpaid break.
- Typing 7.30 when 7 hours 30 minutes means 7.5.
- Rounding every day in the same direction, which adds up over a month.
- Leaving the approval line blank so nobody signs off the hours.
Wording you can reuse
- "Week commencing 10 November 2026. Unpaid breaks excluded."
- "Hours rounded to the nearest quarter hour per company policy."
- "Approved by: Sam Carter, Operations Manager."
This tool provides general information and is not employment, payroll or tax advice.
Frequently asked questions
How do I calculate hours worked from start and end time?
Subtract the start time from the end time and then subtract any unpaid break. Enter the times and break in each row and the calculator does it for you.
How do I convert minutes to decimal hours?
Divide the minutes by 60. For example, 15 minutes is 0.25 hours, 30 minutes is 0.5 hours and 45 minutes is 0.75 hours.
Does the calculator handle overnight shifts?
Yes. If the end time is earlier than the start time, it assumes the shift ended the following day.
Does it calculate overtime?
It totals your hours and pay at one rate. Overtime rules vary, so apply them to the totals or enter overtime as a separate row at the overtime rate.
Can I download the time card?
Yes. Download a timesheet PDF with dates, tasks, times, hours, rate and totals. No account is needed and nothing is uploaded.
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General information, not tax or legal advice. Check the rules that apply to you.Last updated: