Everhour connects tracked billable time to Xero draft invoices, but the billable total still depends on clean inputs.
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.
A Xero-focused billable-hours calculation answers the invoice question before export: how many approved billable hours should become line-item quantities, what rate belongs in each UnitAmount field, and what total should appear after discounts. Xero then receives the result through invoice fields such as Quantity, UnitAmount, DiscountRate, TaxType, AccountCode, and Status.
This matters because the calculator sits before the accounting step. If you enter 25 billable hours but two hours are non-billable support, the Xero invoice line is already wrong before tax or payment status enters the picture. For U.S. services, use USD and add a jurisdiction-specific tax input only when the billed service is taxable under state or local rules.
The cleanest Xero structure maps billed hours to Quantity and hourly price to UnitAmount. Xero calculates each line as Quantity × UnitAmount × discount factor, where the discount factor is `(100 - DiscountRate) ÷ 100`. That means role-based, project-based, or task-based rates should usually become separate invoice lines when they use different hourly prices.
For example, a systems audit includes 18 approved consultant hours at $160 per hour and 7 approved documentation hours at $95 per hour. The pre-discount labor total is $3,545.00. With a 10% client discount, subtract $354.50, leaving a pre-tax invoice value of $3,190.50. Tax is not a federal VAT/GST in the United States; apply state and local treatment only when required.
Xero rounds invoice line UnitAmount to two decimals by default, with a four-decimal option available through `unitdp=4` in API workflows. Xero also calculates tax separately on each invoice line and rounds that tax amount to two decimals. A spreadsheet that calculates tax on the invoice total can produce a different tax figure from the final Xero invoice.
Use this check before export when the rate has more than two decimal places, a discount applies, or the invoice has many small lines. The common mistake is comparing only the invoice subtotal and ignoring per-line rounding. Keep the pre-tax labor total, discount, tax type, and final Xero draft total visible so you can explain any cent-level difference.
A one-off calculation is enough when you have a small invoice, approved hours, final rates, and no need to trace who changed the time entries. It is also enough for a quick pre-export check before creating a Xero draft invoice. The calculator gives you the expected labor amount and catches obvious rate or discount mistakes.
A managed workflow is the better fit when multiple people track billable time, clients have different discounts or tax settings, or exported invoices need a status trail. Everhour can connect project work to tracked time, sync Xero contacts into clients, export invoices as Xero drafts, and keep invoice number, issue date, amount, and status visible after export.
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.
The core Xero invoice fields are Quantity, UnitAmount, DiscountRate, TaxType, AccountCode, and Status. Quantity usually represents billable hours, UnitAmount is the hourly rate, and DiscountRate reduces the line amount. TaxType controls the tax treatment, while AccountCode maps revenue to the accounting account selected for the invoice line.
Cent differences usually come from rounding rules. Xero rounds UnitAmount to two decimals by default and calculates tax separately on each invoice line, rounded to two decimals. A spreadsheet that applies tax after summing the full invoice total can produce a different result even when the hours and rates match.
Include tax handling only when the billed service is taxable in the applicable state or local jurisdiction. The United States has no federal VAT/GST and no single national sales-tax rate for billed professional time. Xero still needs the correct TaxType so the invoice applies the intended jurisdiction-specific treatment.
Use DRAFT when the invoice still needs review. In Xero, DRAFT and SUBMITTED invoices do not create journals, while AUTHORISED invoices create journals, appear as approved, and can receive payments. For billable-hour review, DRAFT keeps the accounting impact out of the books until the total is confirmed.
The common mistake is applying one discount to the invoice total in a spreadsheet, then exporting separate Xero lines with different rounding behavior. Xero's line formula applies Quantity × UnitAmount × discount factor on each line. Check each line amount and the summed total before treating the draft invoice as final.
Everhour integrates with project management and accounting tools so tracked project time can become invoice-ready data. With Xero connected, Everhour syncs contacts into clients, uses invoice settings such as taxes and discounts, and exports billable hours and expenses as Xero draft invoices.
Connect tracked project time to Xero draft invoices without rebuilding billable totals by hand. Everhour keeps invoice status, number, issue date, and amount visible after export.
14-day free trial · No credit card · Cancel anytime
