Time and Materials Tracker, Excel and Google Sheets: T&M Invoice, Labor Log, Not to Exceed

Log labor, materials and equipment by job. Print a T&M invoice for any job and date range, and get a warning before a job hits its not-to-exceed cap.

What it does
• Track up to 50 T&M jobs, each with an optional not-to-exceed cap.
• Log 300 labor entries (regular or overtime at your multiplier), 300 material entries (with markup) and 100 equipment entries.
• Each job shows totals to date, % of cap and OK, Near cap or OVER CAP.
• Print an invoice for one job and a date range, with labor, materials, equipment, sales tax and total due.
• A Check column on each log flags a job number, worker or date that will not reach the invoice.

What's inside
One ZIP file (KitgridStudio-16-time-materials-tracker.zip) with:
• KitgridStudio-16-time-materials-tracker.xlsx for Microsoft Excel
• KitgridStudio-16-time-materials-tracker-GoogleSheets.xlsx for Google Sheets
• KitgridStudio-16-time-materials-tracker-HowTo.pdf: setup steps, the cells you edit, and how to open the kit in Google Sheets
• KitgridStudio-License.pdf: your license terms
• KitgridStudio-Download-Instructions.pdf: how to download and open the files

Tabs in the workbook
• Start Here: 6 setup steps and the exact cells you fill in.
• Settings: company details, overtime billing multiplier, default material markup, sales tax rate, cap warning level, and up to 20 workers with bill rates.
• Jobs: 50 rows with T&M totals and cap status.
• Labor Log: 300 rows. Materials Log: 300 rows. Equipment Log: 100 rows.
• Invoice: pick the job and dates. Lists up to 25 labor, 20 material and 8 equipment lines; subtotals include every matching entry. Printable.

Sample data: Several service jobs with labor, parts and equipment already logged. Type over it with your own numbers.

Tested before release
Both files were tested with the sample data in Excel (Excel for the web) and Google Sheets: all 21 expected results matched (totals, single rows, blank rows, cross-sheet values and percentages, each worked out separately), with no formula errors across 3,805 formulas.
No macros, no add-ins, no external links. Input cells are blue text on light amber. In the Excel file, formula cells are locked with no password so they don't get typed over by accident.

Who it's for
Service and repair trades that bill time and materials: plumbing, electrical, HVAC, handyman and restoration.

Not the right fit if
You need payroll, online payments or accounting software. The not-to-exceed check is a reminder, not a contract review.

Works with
Tested in Excel for the web and Google Sheets. Uses standard functions that work in Excel 2016 and newer.
• Excel on the web (free Microsoft account): Yes
• Google Sheets (free Google account): Yes. Upload the Google Sheets file to Google Drive and open it with Google Sheets
• Excel or Google Sheets phone and tablet apps: Opens and edits. Setup and printing are easier on a computer
• Apple Numbers: Not supported. It may open the file, but some formulas and formatting may not carry over
• LibreOffice: Not tested

How delivery works
• Instant digital download. Nothing ships.
• After checkout, go to Your account, then Purchases, then Download Files. Use a browser on a computer or phone; the Etsy app can't download files.
• You get one ZIP file (KitgridStudio-16-time-materials-tracker.zip). Unzip it: on Windows, right-click it and choose Extract All. On a Mac, double-click it.
• Inside: the Excel file, the Google Sheets file, the how-to PDF, the license PDF and the download instructions PDF.
• For Google Sheets, upload the GoogleSheets.xlsx file to Google Drive and open it with Google Sheets.
• In Excel, if a yellow PROTECTED VIEW bar appears, click Enable Editing. Excel does this for every downloaded file.

FAQ
Q: Is the bill rate what I pay my workers?
A: No. Enter the hourly rate you bill the client. Overtime bills at your multiplier only when you pick OT.

Q: What if a job has more lines than fit on the invoice?
A: The invoice lists the first 25 labor, 20 material and 8 equipment lines, and the subtotals still include every matching entry. Use a shorter date range to split the bill.

Q: Does the cap check include sales tax?
A: Yes. It uses the job's full T&M total to date, including sales tax.

Q: Does it work on a Mac or in Google Sheets?
A: Use the Google Sheets version in any browser, or open the Excel file in Excel on the web. Tested in Excel for the web and Google Sheets. Uses standard functions that work in Excel 2016 and newer. Apple Numbers is not supported.

Q: Can I change the rates, categories and layout?
A: Yes. Rates and defaults sit on the Settings sheet and are examples only, so set them to match your suppliers, crew and market. To change a formula or the layout in Excel, use Review, then Unprotect Sheet (there is no password).

Save with a bundle
This kit is also in the Office and Admin bundle, together with: Crew Timesheet and Job Labor Cost; Material Takeoff and Purchase Order Log; Multi-Job Profit Dashboard (WIP); Subcontractor Bid Comparison and Tracker. All 20 kits are in the Complete 20-Kit Library. See the Bundles section of our shop.

License: one business. Use the kit for your own business's work, on any devices your business controls, and let your own staff use it. Change it however you like. Do not resell it, share the files outside your business, or upload them to any template site. The estimates, invoices and reports you make with it are yours. Full terms are in KitgridStudio-License.pdf.

This is a calculation tool. It is not tax, legal, accounting or engineering advice. Sample data and default rates are examples only. Check your numbers.

How this was made: Designed and tested by Kitgrid Studio with the help of AI tools. AI tools helped draft the formulas, sheet layout and instructions. Every kit is tested with sample data in Excel and Google Sheets before release.

Questions before you buy, or a file that won't open? Send us a message on Etsy. We reply within 2 business days, usually sooner. Digital files can't be returned, but if a file doesn't work as described, we'll fix it or help you get it working.

Version 1.0, 9/2026