Remote work makes billable time harder to verify across tools and time zones. Everhour turns approved entries into clear reports.
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A billable-hours calculation tells you how much remote work can be charged to a client before taxes, discounts, retainers, or collection issues. For hourly and time-and-materials contracts, the core calculation is billable hours multiplied by the agreed hourly bill rate. For fixed-price milestone work, hours do not set the invoice amount, but they still show the implied hourly rate and whether the project price covers the work performed.
For remote workers, the practical question is not just "how many hours were worked?" It is "which approved hours match the contract's billing basis?" Time spent on client deliverables, implementation, review, and support can be billable. Internal coordination, rework outside scope, training, or admin time often stays non-billable unless the agreement says otherwise. The result is a pre-tax billable amount in U.S. dollars when there is no country-specific currency requirement.
Start with approved billable hours, then multiply each hour category by its contract rate. If every hour has one rate, the formula is simple: billable hours × hourly bill rate. If a remote project uses different rates by role, task, or service line, calculate each line separately and add the results. Keep non-billable work in the record, but exclude it from the invoiceable total.
For example, a remote implementation project includes 26 approved setup hours at $145 per hour and 12 approved support hours at $95 per hour. Setup equals $3,770.00, support equals $1,140.00, and the pre-tax billable amount is $4,910.00. If the client also has a weekly hour limit, only the approved time inside that limit belongs in the billable total unless the contract separately authorizes the excess.
Remote work creates billing mistakes when time is captured in different places. A contractor may log time in a project tool, a platform work diary, and a spreadsheet, then accidentally count the same hour twice. On Upwork hourly contracts, billing is organized into 10-minute segments, and only time within the contract weekly limit is billed and included in reports; time above the limit is not billable unless handled separately.
Remote delivery is now a major part of professional services work. SPI reported that 940 of 1,385 average billable hours in its 2024 benchmark were delivered off-site, or 67.9% of billable hours. That makes categorization discipline important: tag the client, project, task, time zone context, and billable status before invoicing. Also separate employment time from client billing; for U.S. nonexempt teleworkers, covered employers must count all known hours worked, including reported unscheduled work, even when those hours are not client-billable.
A calculator is enough for a one-off invoice check, a fixed-fee profitability review, or a quick estimate before sending a client total. It works when the inputs are already clean: approved billable hours, correct rates, any contract cap, and the right tax field. In the United States, there is no federal VAT/GST or single national sales-tax rate for professional time, so any taxable service needs a state or local tax input instead of a default national rate.
A managed workflow is better when several remote workers log time across tools, rates change by project, or managers need an approval trail before billing. Everhour Reporting gives teams configurable reports with columns, filters, grouping, exports, and scheduled email delivery, so remote entries can be reviewed by client, member, task, billable amount, and non-billable time before the invoice handoff.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Billable time is approved work that the client contract allows you to charge. That often includes client deliverables, implementation, support, review, and scheduled project meetings. It excludes internal admin, training, sales work, and out-of-scope rework unless the agreement makes those items billable. Keep all time recorded, but only bill the categories the contract supports.
A weekly cap limits the hours that can be billed for that contract period. If a remote worker logs 44 hours but the contract allows 40 billable hours per week, the invoice should use 40 hours unless the client approves the extra 4 hours separately. Platform contracts can enforce this rule directly, while private contracts require manual review.
Yes, but not to set the invoice if the contract is milestone-based. For fixed-price work, the calculator checks the implied hourly rate: fixed fee divided by total hours worked. If a $3,600 milestone takes 30 total hours, the implied rate is $120 per hour before expenses, tax, discounts, or later write-downs.
No. The United States has no federal VAT/GST and no single national sales-tax rate for billed professional time. Sales tax treatment is state and local, and different jurisdictions tax different services. If the service is taxable, add the correct jurisdiction-specific tax input after calculating the pre-tax billable amount in U.S. dollars.
The common mistake is mixing worked hours with billable hours. A U.S. nonexempt remote employee's compensable work time can include all known hours worked for wage purposes, including short breaks of 20 minutes or less under DOL telework guidance. Client billing is narrower: it follows the contract, billable status, caps, and approved invoice rules.
Everhour Reporting lets remote teams build reports with 45+ columns, filters, grouping, date ranges, exports, and scheduled email delivery. Managers can review billable time, non-billable time, billable amount, cost, client, project, member, and task before approving invoice totals.
Track approved remote work by client, project, member, and billable status, then use Everhour Reporting to review invoiceable totals with cleaner billing handoffs.
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