Billable time often mixes rates, exclusions, and taxes. Everhour turns approved hours into invoice-ready billing records.
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A billable-hours calculation answers how much approved client work is worth before collection, write-downs, or payment timing. On an iPad, the math is the same as on desktop: multiply each approved billable time category by its billing rate, exclude non-billable work, then add any applicable state or local tax input when the service is taxable.
This is useful when you have time entries open in another iPad app, a PDF engagement letter, or a shared spreadsheet. Split View can keep source records beside the calculator so you can check hours, rates, and exclusions without switching back and forth. The output should show total billable hours, pre-tax charges, tax added when applicable, and the invoice total.
The key decision is whether each hour belongs in the invoice total. Approved client work counts when it matches the fee arrangement. Internal meetings, sales calls, training, rework excluded by policy, or time written down before invoicing should stay out of the billable total, even when the person worked those hours.
Keep the exclusion rule visible while calculating. If a designer worked 41 total hours but only 34 hours were approved for a client deliverable, the billable calculation uses 34 hours. Mixing total work time with approved billable time overstates revenue and creates a billing record that does not match the engagement terms.
For one rate, use `billable hours × hourly rate = pre-tax amount`. For multiple rates, calculate each line separately and add the line totals. U.S. billable-hour totals are normally denominated in U.S. dollars. The United States has no federal VAT/GST or national sales-tax rate for billed professional time, so any tax input must come from the relevant state or local rule when the service is taxable.
For example, a product research project includes 18 approved strategist hours at $150 per hour and 12 approved research-assistant hours at $85 per hour. The strategist line is $2,700.00, the assistant line is $1,020.00, and the pre-tax invoice value is $3,720.00. If the service is taxable in the applicable jurisdiction, apply that specific rate after the labor subtotal.
A one-off calculator is enough for a quick quote check, a draft invoice line, or a sanity check before sending figures to accounting. It is not enough when several people submit time, a manager approves entries, different tasks carry different rates, or non-billable work must remain visible without appearing on the invoice.
That is where a managed billing workflow matters. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, and can export invoices to QuickBooks Online, Xero, or FreshBooks with status syncing back to Everhour.
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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Add only approved billable hours, multiply each group by its billing rate, and sum the line totals. If the service is taxable in the applicable U.S. state or local jurisdiction, add that tax after the pre-tax labor subtotal. The iPad does not change the formula; it only changes how you enter and review the source data.
Use Split View when possible: keep the time record, contract, or invoice draft beside the calculator. This reduces copying errors because you can check the approved hours and rates against the original source. If the source is a PDF, confirm whether the rate is per person, per task, or one blended hourly rate.
No. Written-down hours should be excluded from the invoice amount after the write-down is approved. Track them separately if you need utilization, profitability, or staffing analysis, but do not multiply them into the client charge. The billable total should match what the client is expected to pay under the billing terms.
No. The United States has no federal VAT/GST or national sales-tax rate for billed professional time. Sales tax and similar treatment are state and local issues, and rules differ by service type and jurisdiction. Use a jurisdiction-specific tax input only when the billed service is taxable under the applicable rule.
Payment timing matters when you need to estimate late-payment interest or cash collection dates. For federal-agency vendor invoices, Prompt Payment rules generally use the contract date, accepted discount terms, an accelerated-payment rule, or 30 calendar days after receipt of a proper invoice. That timing is separate from the billable-hours subtotal.
Everhour Billing & Invoicing uses tracked billable time, rates, and billable expenses to generate invoices while excluding non-billable tasks. Invoice data can be grouped by project, task, person, date, or another available breakdown, then exported to QuickBooks Online, Xero, or FreshBooks.
Everhour separates cost rates from billable rates and supports default per-person rates with per-project overrides. Rate changes can be dated, so older reports keep their original calculations while new billable work uses the updated rate from the chosen effective date.
Move from one-off billable-hour checks to invoice-ready records. Everhour Billing & Invoicing calculates invoice amounts from tracked time and rates while excluding non-billable work.
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