Free Coach Timesheet Template
Coaching businesses charge for direct coaching sessions as well as the preparation, assessment, and programme design work that happens between them. A timesheet makes the full scope of a coaching engagement visible to clients and supports invoicing on both session-rate and retainer models. It also provides data for reviewing programme design and identifying where prep time is growing beyond sustainable levels.
Currency
Live Preview
Ready to invoice this work? Go to Invoice tool →
How does an independent coach fill out a timesheet?
A coach timesheet records session hours alongside preparation and follow-up time, with the date, the activity, and the minutes spent. Note the client, whether the entry was a session, programme design, or a debrief, and the format. Logging more than the session itself shows the full time behind a coaching fee.
Typical line items
- Date of work
- Client or cohort name
- Activity (session, preparation, follow-up)
- Session format and length
- Hours or minutes spent
- Billable or non-billable flag
- Session or hourly rate
- Running total for the period
How the work is charged
Coaches usually charge per session or by an agreed programme fee, but logging preparation and follow-up time shows the real effort behind each engagement. Group workshops are often timed and billed separately from individual sessions.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Many coaches bill per block of sessions or monthly, so keep entries dated and described so the client can match them to the work.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the invoice the timesheet supports, not the timesheet itself. Check the rules that apply where you work.
Frequently asked questions
Should I charge for time spent reviewing a client's homework or assessment results between sessions?
Yes. Reviewing assignments, assessments, and progress reports is part of the coaching engagement. Record it as a separate entry with a note indicating which client and what was reviewed. If your programme fee is fixed, tracking this time still helps you understand whether your pricing is sustainable.
How do I handle group coaching on a timesheet when the rate is different from one-to-one work?
Create separate entries for group sessions with the applicable rate. If you charge per participant for group work, note the participant count in the description. This avoids confusion when comparing individual and group session rates on the same timesheet.
Do I need to log introductory calls on my timesheet?
If they are unpaid discovery calls, log them for your own records but mark them as non-billable. Tracking non-billable time gives you a true picture of your cost of acquiring a client, which is useful information for deciding how long to offer free introductory sessions.
Related timesheet templates
More free tools
Read the complete timesheet guide to see how to log hours and turn a tracked timesheet into an invoice.
Back to Timesheet Generator