A spreadsheet can calculate client-ready totals, while Everhour turns approved time into reports that stay current.
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A billable-hours spreadsheet answers one practical question: how much client-facing work should be charged after entries are reviewed, rounded, priced, and adjusted. The core output is a pre-tax invoice subtotal in USD. The sheet should also show what was excluded, including internal meetings, admin work, fixed-fee tasks, or time written down before billing.
For U.S. work, the spreadsheet should not assume one national tax rate. The United States has no federal VAT/GST or national sales-tax rate for billed professional time. Sales tax treatment is state and local, and some services are not taxed. Add a jurisdiction-specific tax column only when the service is taxable for that client and location.
A practical sheet needs one row per time entry and a separate summary area. Minimum columns are date, client, project or matter, person, task, billable status, raw time, rounded billable time, rate, amount, write-down, tax category, and invoice status. Keep raw time and rounded time separate so the sheet preserves what was worked and what was charged.
Do not combine billable and non-billable notes in one free-text column. Use a clear billable flag, then let formulas include only approved billable rows. That structure makes utilization, realization, and collection easier to read later: utilization compares billable time to total work, realization compares billed value to standard value, and collection compares paid value to invoiced value.
The basic spreadsheet formula is rounded billable hours multiplied by the billing rate, then reduced by any approved write-down before invoicing. For mixed-rate work, calculate each role or rate line separately before summing the invoice subtotal. This avoids the common mistake of averaging rates before the hours have been priced.
For example, a client implementation sheet shows 28 approved specialist hours at $145 per hour and 13 approved coordinator hours at $110 per hour. The standard value is $5,490. If 3 coordinator hours are written down before invoicing, subtract $330, leaving a pre-tax billed subtotal of $5,160. Any applicable state or local tax is added after the billable labor subtotal.
A spreadsheet is enough for a one-off estimate, a solo monthly invoice, or a quick review of approved rows before sending a bill. It works best when the work is already captured cleanly, every rate is known, and only one person controls edits. Lock formula cells and keep a separate tab for rate assumptions so accidental overwrites do not change past invoices.
A managed workflow is better when several people log time, managers approve entries, rates differ by project, or reports need to separate billable time, non-billable time, billable amount, and cost. Everhour Reporting supports customizable reports with 45+ columns, grouping, filters, date ranges, exports, and scheduled email delivery, which removes the need to rebuild the same spreadsheet views every billing cycle.
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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Use columns for date, client, project or matter, task, person, billable status, raw time, rounded billable time, rate, amount, write-down, tax category, and invoice status. Add approval status when someone reviews time before billing. Keep tax as a separate input because U.S. billed professional time has no single federal VAT/GST or national sales-tax rate.
Store raw time in one column and rounded billable time in another. If the client agreement uses 0.1-hour increments, round each entry to the nearest six-minute unit according to that agreement or policy. If it uses 15-minute increments, use 0.25-hour units. The spreadsheet should show the increment used so the billed total can be checked later.
Non-billable time is work that is not meant to be charged. A write-down is approved billable work that is reduced before invoicing. Keeping them separate protects realization reporting: the original billable value shows what the work was worth at standard rates, while the billed amount shows what the client is actually charged.
Use a tax column only when the service and jurisdiction require it. The United States has state and local sales-tax rules rather than a federal VAT/GST. For example, some jurisdictions tax services through sales tax or gross receipts rules, while other services or locations may not be taxed. The tax input must match the client location, service type, and applicable rule.
Track invoice date, due date, and paid date when collection matters. 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. Private client payment timing comes from the contract, engagement letter, invoice terms, or applicable state law.
Everhour Reporting turns logged time, budgets, costs, and project data into customizable reports with columns, grouping, filters, date ranges, and exports. Teams can build views for billable time, non-billable time, billable amount, cost, invoice status, and profitability instead of recreating summary tabs manually each billing period.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices while excluding non-billable work. Invoice data can be grouped by project, task, person, date, or another available breakdown, then exported to QuickBooks Online, Xero, or FreshBooks as draft invoices.
Track approved billable work, filter it into reusable reports, and export clean billing views instead of maintaining fragile spreadsheet formulas. Everhour gives teams reporting that supports accurate client billing.
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