Free Training Consultant Timesheet Template
Training consultants invest significant time in needs analysis, curriculum design, and material development before a single training session is delivered, and all of this work must be tracked carefully to produce accurate invoices. A timesheet that separates development time from delivery time gives clients a transparent view of the total effort involved and helps training consultants price custom programmes appropriately. It also provides useful data for updating and improving materials over time.
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How does a training consultant fill out a timesheet?
A training consultant timesheet logs hours by activity, from needs analysis through development to facilitation, with the date, the task, and the time spent. Note the client, the programme, and whether the entry was analysis, design, or delivery. Activity-based records show the preparation behind a workshop and support a clear invoice.
Typical line items
- Date of work
- Client and programme reference
- Activity (needs analysis, design, facilitation)
- Task or session detail
- Hours worked
- Billable or non-billable flag
- Day or hourly rate
- Running total for the programme
How the work is charged
Training consultants often charge a day rate for facilitation and an hourly or day rate for design, logging time against each activity. Materials development and needs analysis are usually recorded separately from delivery days.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Many consultants bill development and delivery in stages, so keep entries dated and tied to the activity so the client can follow 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. Confirm the rules where you work.
Frequently asked questions
How do I charge for bespoke course development versus adapting existing materials?
Both are legitimate and billable, but at different time investments. New bespoke development takes longer and should be invoiced accordingly. If you are adapting existing materials, be clear in your timesheet descriptions about what was adapted and for this specific client, so the client understands what they are paying for.
Should I bill for the time I spend evaluating training effectiveness post-delivery?
Yes. Reviewing post-training assessments, analysing evaluation forms, and producing an effectiveness report are professional services that close the training loop. Some contracts specify post-delivery evaluation as a deliverable; others treat it as optional. Either way, time spent on it should be logged.
How do I record time for a multi-day residential training programme on my timesheet?
Log each programme day separately, including facilitation time and any evening sessions or networking facilitation. Travel time to and from the venue should be noted separately. If you remain on call for participant questions during residential programmes, note the on-call hours even if they are not formally billed.
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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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