Free Executive Coach Timesheet Template
Executive coaching programmes involve assessment, individual coaching sessions, stakeholder feedback, and programme reporting, each of which represents distinct professional time that corporate clients need to account for. A timesheet provides a record of sessions delivered and preparation time, which supports invoicing whether the programme is billed per session or on a programme-fee basis. It also documents engagement hours for professional body accreditation purposes.
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How does an executive coach fill out a timesheet?
An executive coach timesheet records session hours with assessment and preparation time, with the date, the activity, and the minutes spent. Note the coachee, the sponsor or company, and whether the entry was a session, an assessment, or a sponsor update. Logging the full programme time supports a fee billed to the corporate client.
Typical line items
- Date of work
- Coachee and sponsoring client
- Activity (session, assessment, sponsor update)
- Session level and length
- Hours or minutes spent
- Billable or non-billable flag
- Session or hourly rate
- Running total for the programme
How the work is charged
Executive coaches usually charge per session or by an agreed programme fee, logging assessment and preparation time to show the full engagement. Sponsor meetings and progress reporting are often recorded as their own billable entries.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Many coaches bill the programme in stages to the company, so keep entries dated and described so a corporate sponsor can review them.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the invoice the timesheet supports, not the timesheet itself. Confirm the rules where you work.
Frequently asked questions
How do I record session time when coaching sessions vary between 60 and 90 minutes?
Log the actual session duration to the nearest 15 minutes for each entry. If your contract states a fixed session length, note the actual time separately so both you and the client are aware if sessions consistently run over. Consistency in session duration is worth discussing if it becomes a pattern.
Should I bill for time spent preparing the coaching development plan and mid-programme reports?
Yes. Structured reports and development plans are professional deliverables that take significant time to produce. They are also what make an executive coaching engagement valuable to the sponsoring organisation. Log preparation and writing time clearly so corporate HR sponsors can see what the programme fee covers.
How do I handle stakeholder interviews that I conduct as part of a 360-degree process?
Log each stakeholder interview session separately, noting the approximate duration and the seniority of the stakeholder where relevant. Stakeholder interviews are a distinct and time-intensive part of the assessment phase and should be clearly visible on the invoice rather than bundled into a single 'assessment' line.
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Read the complete timesheet guide to see how to log hours and turn a tracked timesheet into an invoice.
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