Built for Direct Crew. The Self-Bookers, the Do-it-All-ers, the ones who are their own bookers and accounting departments.
CPA Aware
Calculations
Rates, Overtime, Turnaround and thresholds built in accordance with the latest CPA Guidelines 2026.
Premium Days
& Modifiers
Select from Premium Day Modifiers, Straight Day & Night Shoot Modifiers that apply rate treatment automatically.
Overtime &
Turnaround
Overtime & Turnaround Penalties calculated for you based on your timesheet entires & deal selection.
Cancellation
Fees
Automatic cancellation calculations based on CPA confirmation and notice period.
Invoice
Generation
Professional invoice built automatically from your entries in the time sheet table.
Optional
VAT Calculator
Add VAT with one click.
Enter the amount and it will automatically populate the VAT charge cell in your invoice.
Client
Database
Store all your production company details in one place. Enter once and select from a dropdown.
Export
Professional Invoice ready to download as a PDF and send with confidence.
* Every effort has been made to ensure the accuracy, reliability and functionality of the calculations contained within this workbook. It has been extensively tested across a wide range of production scenarios and is intended to automate calculations in accordance with CPA guidelines as they are presented online June 2026 and common industry practices at the time of publication.
This workbook is provided as a practical calculation and invoicing tool and is supplied "as is". While reasonable efforts have been made to maintain accuracy, it may not be suitable for every production, deal memo, contract variation or future amendment to CPA agreements. Where updates are made to reflect CPA changes, revised versions will be provided to purchasers when available.
How it works...
1
Set up your job
Select the production company from a dropdown menu, add the job name, start and end date, rate and select they deal type for the project.
2
Complete the timesheet as you do on set
Select your day type from the dropdown menu, add additional activities where applicable, choose a modifier if necessary and simply enter your call time and your wrap time.
As you add your times you will see the template work. Each line within your timesheet is a line item in your invoice. As you fill in the times your invoice generates below.
3
Review & Customise
Once the job is wrapped review your times and invoice calculation as you would with any invoice you'd send and manually add any additional billable items to invoice (There are 10 lines available for eg. Fuel, Parking, Car Rental etc.)
4
Export & Send
Select the cells within the border of the invoice area and export to PDF.
Once exported you have a professional looking invoice ready to send.
Built for every Department. Technical & Non-Technical.
Choose Your Workflow
The examples below illustrate how the Calm Office Timesheet → Invoice Generator can be used by different departments across a production.
Non-Technical Film Crew
Technical Film Crew
Full Workbook Walkthrough
Intrigued on how effortless this system truly is, watch the full walkthrough below from workbook Setup to Exporting your invoice.
Workbook Features
Complete your timesheet each day and your invoice is built automatically in the background ready to export when the production wraps.
Designed for Production Workflows
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31-calendar-day timesheet template per production
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Built for single productions of 1-31 consecutive calendar days
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Duplicate templates for unlimited productions
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Supports technical and non-technical crew workflows
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Structured to suit both represented and direct crew
Intelligent Rate Calculations
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Automatically calculates day rates based on selected work conditions
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Built around South African CPA guideline calculations (June 2026)
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Automatic overtime calculations
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Automatic turnaround infringement calculations
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Premium day and night shoot rate treatment
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Support for negotiated deal terms
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Gear Check and Tech Pro-rata calculations
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Half-day calculations
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Cancellation fee calculations
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Automatic payment due date calculation based on deal type
Smart Timesheet
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Production dates automatically populate the timesheet
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Dropdown menus minimise manual entry
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Automatic work duration calculations
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Split shift support
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Day type and modifier selection
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Visual Mode highlights editable cells
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Dashboard reference guide built into every template
Automatic Invoice Generation
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Invoice builds automatically as you complete your timesheet
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Professional invoice layout
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Consecutive invoice numbering
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PO number field
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Invoice notes per line item
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Additional billable expense section
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Optional VAT calculator
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Export-ready PDF layout
Business Management
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Client database with dropdown selection
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Production company information auto-populates
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Personal and business details auto-fill from Setup
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Logo or business name branding
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Consistent invoice branding across all duplicated jobs
Built for Reliability
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Protected formulas to reduce accidental edits
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Extensive testing across multiple production scenarios
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Guided Start Here setup
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Technical and non-technical workflow walkthrough videos
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Fully editable where required while protecting core calculations
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Ongoing updates as new versions are released
At a Glance
✓ 31-day production timesheets
✓ Automatic invoice generation
✓ CPA-guideline-based calculations (June 2026)
✓ Day rate, overtime & turnaround calculations
✓ Night shoot & premium day support
✓ Cancellation fee calculations
✓ Client database
✓ VAT calculator
✓ Logo branding
✓ PDF export
✓ Protected formulas
✓ Setup & walkthrough guides
Hi 👋 I'm Roxanne
Welcome to my Calm Office. I've been working in the South African film industry for almost 14 years, primarily as a Hair & Makeup Assistant. Over the years I've also had the opportunity to work in Set Dressing and Production Design on smaller productions, giving me an appreciation for how different departments operate and invoice.
Like many freelance crew members, I work directly with production companies rather than through an agent. That means I'm responsible for managing my own timesheets, calculations and invoices.
Over the years I've had invoices returned because of overlooked penalties, incorrect calculations or simple human error. I found myself using multiple websites and calculators just to work out working hours, overtime and turnaround before I could even begin building an invoice. By the time I was finished, I had often spent hours on unpaid administration after a production had wrapped.
I wanted a better way.
The Calm Office Timesheet → Invoice Generator was born out of that need.
Rather than calculating everything at the end of a job, I wanted a system that could do the calculations as I worked, one that understood CPA guidelines, automatically applied the correct rate treatment and built my invoice in the background while I focused on the production.
After months of research, development, testing and refinement, this workbook is the result.
It isn't just an invoice template.
It's the system I wish I'd had throughout my career, and the one I now use on every production.
Compatibility - Important
The Calm Office Timesheet → Invoice Generator has been designed for use with Google Sheets on desktop or laptop and this is where you'll enjoy the full functionality of the workbook.
The Google Sheets mobile and tablet apps are ideal for updating your daily call times, wrap times and production information while you're on set.
However, due to current limitations of Google Sheets on mobile and tablet devices, it is not possible to export the invoice as a professional PDF using either the Google Sheets app or the mobile web version of Google Sheets.
For this reason, a desktop or laptop computer is essential to get the most out of the workbook.
My recommended workflow is simple:
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Record your times and update your timesheet on your phone or tablet throughout the production.
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Complete your final review, hide any unused rows and export your professional PDF invoice from your desktop or laptop once the production wraps.
Ready to Simplify Your Production Admin?
The Calm Office Timesheet → Invoice Generator was built to remove the repetitive calculations and paperwork that come with invoicing freelance film and television productions.
Record your work as the production progresses, let the workbook take care of the calculations, and finish each job with a professionally formatted invoice that's ready to send.
Spend less time on admin.
Spend more time doing what you love.
Purchase the Calm Office Timesheet → Invoice Generator and start building your next invoice while you're still on the job.
*The Calm Office Timesheet to Invoice Workbook is an independent product created by The Calm Office Templates by Roxanne. This workbook is not affiliated with, endorsed by, approved by, or associated with the Commercial Producers Association (CPA) in any way.The workbook has been developed using the Commercial Producers Association (CPA) Guidelines, which are publicly available to South African film and television crew, as a reference for the calculation of rates and production-related conditions as they stood in June 2026. All references to the CPA Guidelines are made solely for the purpose of assisting users in applying those publicly available guidelines within the workbook. Ownership and copyright of the CPA Guidelines remain with their respective owners. Users are responsible for ensuring that they are working in accordance with the latest applicable CPA Guidelines, production agreements and negotiated deal terms.
