Multiple Jobs or Clients: Keeping Hours Separate

Separating Work

Track each job/client on its own line or export separate CSVs.

Naming

Use a consistent label in the notes or filename.

Billing

Pivot by client in your spreadsheet to sum totals.

OT Considerations

Overtime is usually per employer; confirm your situation.

Separating Work Streams

Use labels per client/job. Export separate CSVs or filter by label to create invoices quickly.

Tips

• Keep a standard rate card but note exceptions per client.
• Document change orders in your invoice notes.

Invoice Examples

Client A – 12.5 hours @ $40 → $500
Client B – 8.0 hours @ $50 → $400
Total → $900
    

Deeper Guide: Keeping Clients Separate Without Software

If you juggle multiple clients or jobs, the biggest risk is mixing hours. Attach a short label to each row—client name, job code, or site—and keep your export filtered by that label when you generate invoices. The math stays simple: total hours for the client × rate, plus any premium rules spelled out in your contract.

For long projects, add a weekly “budget used vs remaining” note in your invoice. Small notes like this prevent scope drift and disagreements later.

Billing Tips (Expanded)

• Keep a standard rate sheet and note any exceptions on the invoice line where they occur.
• Send invoices on a predictable cadence (e.g., first business day of the week) so payments don’t slip.
• Archive PDFs and CSVs together with matching filenames so you can audit quickly if asked.

Step‑by‑Step: Keep Client Hours Separate

1. Assign a short label to each client or job.
2. Record time with that label; avoid mixing two clients in one row.
3. Export CSV and pivot totals by label to build invoices.
4. Attach a brief scope note to each invoice for context.

Labeling plus a repeatable invoice cadence removes ambiguity and keeps payments on track.

FAQ (New)

How do I handle different rates?

Add a rate column per row or maintain per‑client rate tables; reflect exceptions on the invoice line.

How detailed should notes be?

Enough to explain the work at a glance—site, task, or relevant code—without overwhelming the reader.

Case Study: Three Clients, Two Rates

A freelancer tracks Client A at $40/hour, Client B at $55/hour, and Client C at $50 with a weekend +10% premium. Separate labels per row and a simple pivot table produce invoice totals in minutes. Include a brief scope line on each invoice so payments clear without clarifying emails.

Advanced Tip: Monthly Roll‑Ups

At month end, create a single roll‑up of hours and earnings per client with links to each week’s PDF/CSV. This becomes your portfolio heartbeat and speeds tax prep.

Client Briefs: Context That Speeds Payment

Create a one‑paragraph “client brief” with scope, rates, and any premium rules. Attach it to invoices so approvers have context without digging through old emails. Briefs cut down on back‑and‑forth and reduce late payments.

Glossary

• Scope note: A short line that explains what the hours covered.
• Roll‑up: Monthly summary linking to each week’s artifacts.

Heuristics: Never Mix Client Context

• Every row labeled with a client code or job site.
• Separate CSV exports per client when possible.
• Invoice on a fixed cadence with scope notes visible.

Consistency makes disputes rare and short.

Mini Roll‑Up Table