Entrepreneurs split time across client delivery and business work. Everhour keeps those hours tied to projects, tasks, and billing data.
Track billable vs. non-billable time and see your real utilization rate and revenue potential in seconds.
Working hours in the period
Admin, meetings, internal work
Industry average is 75–80%
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
For an entrepreneur, this calculation answers how much client-project time is invoiceable at the agreed rate. Billable hours are time spent on tasks directly related to a client project. Non-billable time includes administration, accounting, promotion, advertising, and proposals for new clients. The calculator turns approved client-project hours into a pre-tax invoice line or a revenue benchmark.
The result matters when you quote hourly work, check whether a fixed fee paid enough, or compare planned capacity with actual client delivery. Entrepreneurs often use hourly, project, service, or product pricing structures, so the same time data can support different pricing checks. Keep taxes, reimbursable charges, discounts, and payment timing separate from the base billable-hours total.
The basic formula is billable hours x hourly rate. If a client project has 28 strategy hours at $150 per hour and 9 production hours at $110 per hour, calculate each rate line separately. The strategy line is $4,200, the production line is $990, and the pre-tax billable total is $5,190 before any separately agreed fees or charges.
Do not average rates unless the client agreement uses a blended rate. A single blended rate hides whether senior work, implementation work, or administrative cleanup drove the invoice. If the engagement is fixed fee, use the same hours to check the implied hourly rate instead of pretending the project was billed hourly. The calculation should match the pricing promise the client accepted.
Entrepreneurs have less invoiceable capacity than their calendar suggests. A 40-hour workweek is a common reference point in freelancer survey data, but non-billable tasks reduce the hours available for invoices. One survey found many freelancers spend around 10-20% of time, about 5 hours per week, on client acquisition, accounting, and customer care.
Annual capacity should start with available weeks x weekly billable hours, then subtract vacation, sick time, holidays, and routine non-billable work. A self-employed owner working 46 weeks with 27 billable hours per week has 1,242 billable hours of annual capacity. That figure is not a universal quota; it is the denominator for pricing, utilization, and revenue planning.
A one-off calculation is enough when you need to price a small hourly project, verify a draft invoice, or estimate whether a fixed fee covered the time spent. It is also enough for a simple pre-tax subtotal. In the United States, there is no federal VAT/GST or national sales-tax rate for billed professional time, so any taxable-service input must be jurisdiction-specific.
A managed workflow is necessary when multiple projects, rates, tasks, and invoice handoffs repeat every month. Everhour integrates with major project management and accounting tools, embeds tracking controls in supported workflows, and syncs project and task metadata, so billable time stays connected to the work record before it reaches budgets, timesheets, or invoices.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Count time spent directly on a client project, such as strategy, production, implementation, review, or approved client meetings. Do not count general administration, bookkeeping, sales calls, advertising, or proposals unless the client contract specifically makes that work billable. The clean split protects invoice accuracy and gives you a realistic view of owner capacity.
Group approved billable hours by the rate that applies to each service, person, or task, then multiply each group separately. Add the line totals after that. This prevents a high-rate strategy hour and a lower-rate production hour from being blended accidentally when the client agreement prices them differently.
Yes, when the hours are used to check profitability rather than build the invoice line. Divide the fixed fee by total project hours to find the implied hourly rate before expenses. If the implied rate is below the owner's target, the next quote needs a higher fee, tighter scope, or fewer included revisions.
No. Billing increments are contract- or platform-specific. Some projects use 15-minute increments, while some platforms divide hourly time into 10-minute segments. Use the increment stated in the client agreement or platform terms, then apply it consistently before multiplying hours by the applicable rate.
The United States has no federal VAT/GST or single national sales-tax rate. Sales tax treatment is state and local, and some services are taxable while others are not. Use the jurisdiction-specific tax rule for the service and client location instead of adding a standard U.S. percentage to every invoice.
Everhour integrates with project management and accounting tools, adds tracking controls inside supported workflows, and syncs project and task metadata into one time layer. That lets an entrepreneur capture billable work where tasks already live, then keep the same project context for timesheets, budgets, and invoicing.
Connect project work to billable time, task context, and invoice handoff. Everhour keeps entrepreneur billing records organized from the first timer entry to the final invoice.
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