How to build attorney timesheets in Sheets and Excel

If you run a law firm or manage operations, attorney timesheets are probably the least-loved but most critical part of your day. Here’s how to build, automate, and eventually delegate them, starting with traditional methods and ending with AI agents doing most of the clicking for you.## 1. Traditional, manual ways to manage attorney timesheets1) Daily timesheet in Google Sheets- Open Google Sheets and create a new spreadsheet (see Google help: https://support.google.com/docs/answer/6000292 for basics).- In row 1, add headers: Date, Attorney, Client, Matter, Task code, Task description, Start time, End time, Duration, Rate, Billable?, Amount.- Format Start time and End time as Time, and Duration as Duration. See date and time formatting docs: https://support.google.com/docs/answer/6055139.- In Duration, use a formula like `=IF(OR(G2="",H2=""),"",H2-G2)` to compute time.- In Amount, use `=IF(J2="Yes",I2*24*F2,0)` if F is Duration and I is hourly rate; 24 converts days to hours.- Freeze the header row, protect your formula columns so attorneys only edit the input fields.- Duplicate sheets for Daily, Weekly, Monthly views as your practice grows.Pros: Free, accessible from anywhere, easy to share. Cons: Still manual, error-prone, and depends on attorney discipline.2) Weekly timesheet in Excel- Download a blank Excel workbook (or use a built-in timecard template from File > New > search “timesheet”; see Microsoft help: https://support.microsoft.com/excel for templates and guidance).- On Sheet1, create a weekly grid: rows for each time entry, columns similar to the Google Sheets layout plus a Week Start and Week End at the top.- Use `=[@End]-[@Start]` structured references in an Excel Table to compute Duration.- Format Duration using custom format `[h]:mm` (see time formatting guide: https://support.microsoft.com/office/format-time-worksheets-... ).- Add a Total Hours cell using `=SUM(Table1[Duration])` and a Total Amount cell as `=SUM(Table1[Amount])`.- Save this as a macro-enabled template (.xltm) if you later want buttons for “Add new row” or “Clear week”.Pros: Strong offline support, powerful formulas, easy to integrate with desktop workflows. Cons: Version chaos when files are emailed around; consolidation is painful.3) Matter-specific timesheet log- For high-value or complex matters, create one Google Sheet or Excel tab per matter.- Include a fixed header with Client, Matter number, Billing partner, Fee arrangement (hourly, cap, etc.).- Under that, have a slim table: Date, Timekeeper, Task description, Hours, Billable?/Write-off, Note to billing.- At month end, filter by Billable? = Yes and sum Hours for quick pre-bill review.Pros: Great visibility by matter and for audits. Cons: Attorneys now juggle multiple files or tabs, increasing context switching.## 2. No-code methods with automation tools1) Calendar-to-Sheets logging- Many attorneys live in their calendars. Use tools like Zapier or Make to push calendar events into Google Sheets.- Trigger: New or updated event in Google Calendar.- Action: Create a new row in your time-tracking Sheet with fields like Date, Attorney (from calendar owner), Client (from event title), Start and End time (from event), and Description (from event description).- Add a helper column in Sheets for the timekeeper to mark Billable? and refine the Task description.Pros: Captures a big portion of work automatically; reduces “blank day” problem. Cons: Requires cleanup; not all events are billable and descriptions may be too vague.2) Intake forms feeding a timesheet- Build a simple Google Form or Microsoft Form where attorneys log quick entries from phone or desktop.- Questions: Date, Client, Matter, Task description, Start time, End time, Billable?, Rate.- Responses go straight into a Google Sheet or Excel Online workbook.- In the destination sheet, add formulas for Duration and Amount similar to the manual method.Pros: Extremely low friction for mobile time capture. Cons: Harder to do bulk edits; formulas must be carefully locked in the response sheet.3) Email parsing to a time log- Many matters are driven by email. Use automation tools to parse billable email work.- Trigger: Email labeled “Billable” or moved to a specific Outlook folder.- Action: Extract sender, subject, timestamp, and optionally thread length; push to a central Google Sheet or Excel Online (via OneDrive) as a tentative time entry.- Add a standard default Duration (e.g., 0.1 or 0.2 hour) and let attorneys adjust later.Pros: Captures a category of time that is often lost. Cons: Requires a habit of labeling/moving emails and regular review of the draft timesheet.## 3. Scaling with AI agents (production-grade automation)1) AI agent as a digital timekeeping clerk- Deploy an AI computer agent that can operate across your desktop, browser, Google Sheets, and Excel.- Daily or hourly, let the agent open your primary timesheet in Google Sheets, scan for incomplete rows (no End time, no Task description, or empty Billable flag), and cross-check: - Calendar events for matching time ranges. - Email threads for subject lines and matter references. - Document names and editing timestamps.- The agent drafts suggested entries or fills missing descriptions like “Drafted motion for summary judgment – Smith v. County (research and writing)”.- You or a billing admin review the change log, accept or adjust entries, and the agent finalizes the sheet.Pros: Recovers otherwise lost billable time, reduces manual typing dramatically. Cons: Needs clear governance about data access and strong auditability of changes.2) Agent-driven month-end consolidation and QA- For firms with multiple templates, the AI agent can: - Open every attorney’s Google Sheet and Excel workbook from a shared drive. - Normalize columns (mapping slightly different headers to a standard schema). - Consolidate all rows into a master billing workbook. - Run rule-based checks: missing client codes, negative durations, over-cap hours, tasks without narratives.- The agent then produces an exception report plus a cleaned, export-ready table for your billing system.Pros: Turns a multi-day consolidation job into an automated background task; enforces consistency across teams. Cons: Initial setup requires careful mapping and testing to avoid incorrect merges.3) Self-updating dashboards and KPIs- Instead of manually refreshing pivot tables, the AI agent can: - Open Excel or Sheets dashboards. - Refresh pivot tables and query-based views. - Export updated charts to PDF or slides and email partners a weekly utilization and realization pack.Pros: Leadership gets fresh numbers without ops staff burning hours on repetitive updates. Cons: Dashboards must be well-designed upfront so the agent’s refresh cycles produce meaningful views, not noise.