A PDF log records time after the fact; Everhour captures task hours as work happens for cleaner billing.
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A billable-hours log PDF helps you answer one practical question: how much approved client work should be charged for a defined period, matter, or project. The calculation starts with billable time entries, excludes non-billable work, applies the correct hourly rate, and produces a pre-tax invoice amount in U.S. dollars.
The PDF format is best for a fixed record, not live editing. Use it when you need a signed timesheet, a client attachment, or a clean archive of entries that have already been reviewed. If the log is still changing, keep the editable source separate and generate the PDF only after approval.
Each line should show the date, client or project, task description, worker, billable status, hours, rate, and amount. The key control is the billable flag. Internal planning, admin cleanup, training, and rework excluded by agreement should stay visible, but they should not increase the client-facing total.
Do not combine different rates into one hour total before multiplying. A senior consultant, junior analyst, and fixed task rate need separate lines or separate subtotals. Also keep write-downs separate from raw captured time. Worked time explains effort; billed time explains the amount the client is asked to pay.
The core formula is simple: billable amount equals approved billable hours multiplied by the applicable hourly rate. If the client agreement uses billing increments, round each entry according to that agreement before totaling. Then subtotal by rate, add the subtotals, and apply any approved write-downs before tax or payment terms.
For example, a client delivery log includes 14 approved advisory hours at $210 per hour and 23 approved configuration hours at $130 per hour. The advisory subtotal is $2,940, and the configuration subtotal is $2,990. The pre-tax billable amount is $5,930. Any state or local tax input belongs after this service total when the service is taxable.
A PDF log is enough when the job is small, the rate structure is simple, and the entries are already approved. A freelancer sending one monthly invoice can use a PDF as the final backup file, especially when the client only needs dates, descriptions, hours, rates, and the total amount.
A managed workflow becomes necessary when several people log time, rates vary by project or task, approvals matter, or invoices need to be generated from approved entries. Everhour Time Tracking supports live timers, manual entries, approvals, locked periods, reminders, and timer rules so the final billing record starts from controlled time data instead of a reconstructed PDF.
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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Include date, client, project or matter, task description, person, billable status, hours, hourly rate, and line amount. Add notes for write-downs or excluded time when they affect the billed total. A PDF log should show enough detail for the client to trace the invoice total without exposing unrelated internal work.
Include non-billable time only when it helps explain project effort or internal review. Keep it clearly labeled and outside the invoice subtotal. Mixing non-billable hours into the billed total is a common mistake because the log can look complete while the amount charged is too high.
Show the rate used for each billable line or subtotal. If different people, tasks, or phases use different rates, separate them before multiplying hours by rate. For U.S. lawyers, ABA Model Rule 1.5 requires the scope of representation and the basis or rate of fees and expenses to be communicated in writing for new client-lawyer relationships, subject to its limited low-cost exception.
The United States has no federal VAT/GST or single national sales-tax rate for billed professional time. Sales tax treatment is state and local, and some services may not be taxed. Calculate the billable service subtotal first, then add a jurisdiction-specific tax input only when the service is taxable.
Generate the PDF after entries are reviewed, rounded according to the client agreement, and approved for billing. If you create the PDF too early, later edits can make the invoice and backup file disagree. Keep the editable log as the working file and treat the PDF as the final billing record.
Everhour Time Tracking captures task and project hours through live timers or manual entries, including inside supported project tools such as Asana, ClickUp, Jira, GitHub, and Trello. Admins can use approvals, locked periods, reminders, and timer rules before time feeds timesheets, reporting, budgeting, invoicing, or payroll review.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates and billable entries, and excludes non-billable work. Invoices can be exported to QuickBooks Online, Xero, or FreshBooks as drafts, with invoice status synced back to Everhour.
Track approved hours before the PDF is created. Everhour captures task time, supports approvals and locked periods, and gives teams cleaner billing records from the start.
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