Should I give the employee a PDF timesheet to sign and the accountant a CSV?

What is in each file

Take one employee's week: five days from 08:00 to 17:00 with a 30 minute break, at 35 SAR an hour. Each day is 8:30, the week 42:30, or 42.50 hours, and the pay 1,487.50 SAR.

The PDF has the title 'Timesheet summary', then a table with, for each day, the date, start, end, a '+1 day' column, the break in minutes, and the hours in h:mm and decimal. After it comes the totals block: days, total hours 42:30 (42.50), hourly rate and total pay 1,487.50 SAR. At the bottom a note explains that times are as typed and pay is rounded once. If you set an overtime threshold, an overtime column appears too, with the threshold and multiplier in the totals.

The CSV holds the same table with the same columns, then a blank line, the totals as rows, and the note. The accountant opens it in Excel or Google Sheets and copies what they need into payroll.

Which one for whom

• For the employee: the PDF. Easy to read on a phone, easy to print, easy to check day by day. There is no signature line built in, so print it and have them sign and date by hand under the totals.
• For the accountant: the CSV. The figures can be summed and sorted, with no retyping from paper.
• For your records: both. A signed PDF shows what you agreed; the CSV makes checking easy months later.

Downloading them

1. Finish the week or month in the Timesheet calculator and make sure no row is highlighted; the download buttons stop working while any row has an error.
2. Leave 'Add a BOM to the CSV (for Excel)' ticked if the accountant uses Excel, so Arabic column headings open correctly. Untick it only if a payroll system rejects the file because of it.
3. Press 'Download CSV', then 'Create PDF', look over the preview of page 1, then 'Download PDF'.
4. If you change any figure after creating the PDF, a message says the data changed. Create it again before sending.

What neither file proves

Both files show what you typed and the arithmetic on it, nothing more. The calculator does not record attendance and cannot know whether the employee really arrived at 08:00. That is why the signature matters: it turns a calculation into an agreement between you. Do not treat the file as a substitute for an attendance system or for whatever the authority in your country requires.

If you track the business's monthly costs, you can add the total wages as a line in the Expense summary generator next to shipping, packaging and ads, so payroll sits in the full picture.