Free PR Consultant Timesheet Template
PR consultants work across media relations, content production, event support, and strategic counsel, and it is important for clients to see how their budget is divided across these activities. A timesheet that maps hours to specific deliverables and activities demonstrates the breadth of PR work and supports transparent retainer invoicing. It also provides data for quarterly reviews of whether the retainer scope remains appropriate.
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What does a PR consultant record on a timesheet?
A PR consultant timesheet tracks hours by client and activity, with the date, the task, and the time spent. Note the client, whether the work was strategy, drafting, outreach, or reporting, and the campaign it relates to. Activity-level records support retainer and project invoices and show how a busy month was spent.
Typical line items
- Date of work
- Client and campaign reference
- Activity (strategy, drafting, outreach, reporting)
- Task description
- Hours worked
- Billable or non-billable flag
- Hourly or retainer rate
- Running total for the period
How the work is charged
PR consultants often work on a monthly retainer but log hours to show the retainer was used and bill any work beyond scope by the hour. Outreach and coverage reporting are usually recorded as their own entries.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Retainers are commonly billed monthly with extra work on top, so keep entries dated and tied to the campaign for the client to review.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the invoice the timesheet backs, not the timesheet itself. Confirm the rules that apply to you.
Frequently asked questions
How do I justify my hours on a retainer if a particular month was quiet for media activity?
PR retainers often include background work that is not directly visible as coverage, such as monitoring, relationship maintenance, opportunity identification, and strategy updates. Log all of this on your timesheet so the client can see that retained hours are being used productively even in months without major campaign activity.
Should I bill for the time I spend monitoring media coverage and social mentions?
Yes. Ongoing monitoring is a professional service that requires time to set up, review, and interpret. 'Daily media monitoring, alert review, and flagging of relevant coverage for client awareness' is a legitimate timesheet entry. Monthly coverage analysis and reporting should be logged separately as they take additional time to produce.
How do I handle crisis communications work on my timesheet?
Log crisis work in detail with timestamps where possible, particularly if the work occurred outside normal hours. Crisis management is high-value, time-intensive work, and precise records protect your right to bill for the full scope of effort involved, including evening and weekend activity.
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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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