Non-Billable Time Exclusion Log
Download an editable log to separate non-billable entries from approved client hours, retain exclusion reasons, and reconcile the invoice subtotal.
Free text file with blank fields and a filled example. No signup required.
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At a glance
Download an editable log to separate non-billable entries from approved client hours, retain exclusion reasons, and reconcile the invoice subtotal.
Best for
Freelancers reviewing tracked project time that contains internal or otherwise excluded work.
Evaluation method
Reviewed 2026-10-05
Original service-billing worksheet and fictional worked example. Workflow reviewed 2026-10-05; not a claim about measured customer outcomes. Approvals, payment allocation, client portals, and tax decisions remain separate from scheduled delivery.
Using InvoiceAgent
After approvals and amounts are checked, use InvoiceAgent to prepare and schedule invoice delivery.
Illustrative example
Twelve logged hours, ten approved hours
- Raw project duration
- 720 minutes / 12 hours
- Approved client work
- 600 minutes / 10 hours
- Excluded internal work
- 90 minutes
- Unresolved scope
- 30 minutes / held
- Reviewed subtotal
- 10 × USD 90 = USD 900
Fictional exact-hour example with no rounding, tax or FX. The unresolved 30 minutes are not treated as approved.
See the recorded product workflowWhat this document helps you record
A project total can include internal planning, training or work outside the agreed scope. A non-billable time exclusion log explains which entries you removed from a billing calculation and why. Keep the original time evidence: an entry may be useful for project costing even when it should not become a client charge.
Record a stable entry reference, raw duration, agreement basis and the decision owner. Use mutually exclusive categories for approved, excluded and unresolved time so the same minutes cannot be deducted twice. A pending question stays pending until someone with authority resolves it; the log does not silently approve or delete source entries.
The fictional example starts with 720 minutes: 600 approved, 90 internal and 30 awaiting scope confirmation. At USD 90 per approved hour, the reviewed charge is USD 900 before tax. InvoiceAgent's Toggl import currently totals positive-duration entries for the selected project without a billable-only filter. Use a reviewed fixed line with refresh disabled when that import cannot represent the approved amount.
Quick context
Section
Invoice templates, reminder templates, and billing trackers that lead naturally into a scheduled workflow.
Best for
Freelancers reviewing tracked project time that contains internal or otherwise excluded work.
Outcome
Use this page to move from general research into a calmer, more repeatable invoicing process.
How to complete the template
Save the source snapshot
Record project, account, period, timezone, export version and raw entry IDs. Keep report rounding separate from the original duration.
Assign one decision to each entry
Name the agreement clause or approval supporting each inclusion or exclusion. Put unresolved entries into a separate hold category and assign a reviewer.
Reconcile minutes before pricing
Check raw minutes = approved + excluded + unresolved. Apply the agreed rate only to eligible time, then inspect the saved invoice and refresh setting.
Preview the blank template
Replace the bracketed fields with your client’s details. The download also includes the filled example shown on this page.
TIME EXCLUSION LOG Client / project / reviewer: [details] Source account / report version / period / timezone: [details] Agreement / rate / currency / rounding policy: [references] Entry ID | raw minutes | approved/excluded/unresolved | reason | evidence | decision owner [one row per entry] Raw minutes: [total] Approved / excluded / unresolved minutes: [totals] Reconciliation difference: [raw minus all categories; must be zero] Reviewed billed hours / subtotal: [amounts] Invoice ID / fixed or refreshed amount / checked date: [details] Unresolved entry / next review owner / date: [details]
Sources and further reading
Free resource
Use the editable document
Download the blank worksheet and filled example, then adapt them to your client agreement.
Download text fileWhere teams usually lose momentum.
Avoid this
Deleting time to make a total match
Retain the costing record and document the billing decision. Source deletion can remove the evidence needed to explain an exclusion.
Avoid this
Trusting a billable flag as a complete agreement
A label helps review but does not resolve scope, caps or prior billing. Check those separately before invoicing.
Move from reading about the workflow to running it.
InvoiceAgent is designed for the last mile of getting paid: scheduled invoice delivery, reminder timing, professional PDFs, and send-time FX conversion when global billing is involved.
Related topics
Find more templates and practical tools in the resources below.
Questions people usually have before changing the workflow.
Does this change my time tracker?
No. It is an editable review record. Any source correction must be made and verified separately.
Can unresolved time be billed later?
If subsequently approved under the agreement, preserve the decision and map the entries to the later invoice. Do not include them in two periods.
Should I round each excluded entry?
Preserve raw duration first. Apply the agreed rounding policy consistently after classification, rather than using different rules to manufacture a target total.
Related pages
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Decision pages
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