Tracking overtime might seem like an extra chore, but when done right, it can help you stay organized, manage payroll, and even spot workload problems early. Google Sheets is a simple, free tool you can use to build an overtime log that’s easy to fill in and keeps your data tidy.
Why Should You Track Overtime Work Hours?
Whether you’re managing a small team or keeping track of your own work, logging overtime is helpful for a few key reasons:
- Accurate pay: Avoid payment mistakes and make sure everyone is fairly compensated.
- Better planning: See who’s overworking and adjust workloads to avoid burnout.
- Time reports: Get clear records when reviewing performance or applying for reimbursements.
- Easy tracking: Having everything in one place saves time when checking work hours or preparing payslips.
Step 1: Open a New Google Sheet
Go to Google Sheets and open a blank spreadsheet. Give your file a clear name like “Overtime Log 2025.”
Step 2: Set Up Your Columns
Label the first row with the following headers:
- Date
- Employee Name
- Start Time
- End Time
- Regular Hours
- Overtime Hours
- Notes
You can always add or remove columns later depending on what you need.
Step 3: Format Your Time Columns
Highlight the Start Time and End Time columns. Then, click Format > Number > Time.
This helps Sheets understand that you’re entering time, not just text.
Step 4: Add the Overtime Formula
Let’s say your regular workday is 8 hours. To calculate overtime, we’ll use a simple formula.
In the Overtime Hours column (let’s say it’s column G), enter this in the first cell (G2):
=IF((F2-E2)*24>8, (F2-E2)*24 – 8, 0)
This assumes:
- F2 is End Time
- E2 is Start Time
You’re calculating in hours (multiplying by 24 converts from time format)
This formula checks if the total hours worked is over 8. If it is, it subtracts 8 and shows only the extra hours. Click the bottom-right corner of the cell with the formula and drag it down to apply it to more rows.
Don’t forget to set the format to “Number” to get the same result.
Need to share the log with your team or manager? Click Share to add their email. Or go to File > Download > PDF or Excel to send it offline.
Get the Free Overtime Log Template
Get a copy of the free Overtime Log Template. I’ve populated some cells as examples, but you can customize them as needed.
Final Thoughts
If you’re someone who forgets to jot things down at the end of the day, keeping this sheet bookmarked and open can help. The best tracking system is one that’s simple enough you’ll actually use it. You don’t need fancy software, just a few formulas and a little consistency go a long way.
Frequently Asked Questions
Can I change the regular workday hours from 8 to something else?
Yes. Just change the “8” in the formula to your usual daily hours. For example, for a 7.5-hour day, update it like this: =IF((F2-E2)*24>7.5, (F2-E2)*24 – 7.5, 0)
How do I add total overtime for the month?
At the bottom of the Overtime Hours column, use:
=SUM(G2:G100) (Change G2:G100 to the actual range of your sheet.)
What if someone works overnight (e.g., 10 PM to 6 AM)?
Google Sheets understands time past midnight. If the shift crosses midnight, make sure both times are entered with correct dates in a separate Date column. You may need a formula like:
=IF(F2<E2, (F2+1)-E2, F2-E2) Then apply the rest of the overtime formula.
The Bottom Line:
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