A clear template organizes billable time before invoicing; Everhour supports project budgeting for tracked hours and expenses.
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 billable-hours template answers a direct question: how much approved client work should be billed after rates, billing status, rounding, and write-downs are applied. The result is not the same as total work time. Internal meetings, admin work, training, and corrected entries can stay visible in the template without increasing the client-facing amount.
For U.S. work, the calculation is normally shown in USD. The United States has no federal VAT/GST and no single national sales-tax rate for billed professional time. If a service is taxable, add the correct state and local tax input after the pre-tax billable amount, not as a fixed national percentage.
A practical template needs columns for date, client, project or matter, task, person, description, billing status, hours, rate, rounding increment, write-down, and invoice status. Keep billable and non-billable entries in the same source log, then use a status column to decide which rows flow into the invoice total.
The common mistake is mixing three different numbers: worked time, billable time, and billed time. Worked time is everything recorded. Billable time is approved client-chargeable work. Billed time is what remains after rounding, write-downs, discounts, or scope decisions. A template is useful only when those stages stay separate.
The core formula is simple: billable amount = billable hours × billing rate, after applying the billing increment your engagement uses. If an entry is recorded as 1 hour and 4 minutes, a 0.1-hour increment rounds it to 1.1 hours, while a 15-minute increment rounds it to 1.25 hours when the policy rounds up.
For example, a client onboarding project has 13 approved planning hours at $140 per hour and 21 approved implementation hours at $110 per hour. The planning line is $1,820, the implementation line is $2,310, and the pre-tax billable amount is $4,130. Any taxable-service input belongs after that subtotal.
A template is enough for a one-off estimate, a small invoice, or a quick audit of whether the numbers make sense. It works when entries are few, rates are stable, approvals are informal, and the person calculating the invoice can verify every row before sending it.
A managed workflow is better when projects have budgets, recurring periods, multiple billing methods, expenses, approvals, and client-level spending limits. Everhour Project Budgeting supports hour-based and money-based budgets, recurring budget resets, email alerts, budget protection, expense inclusion controls, and client-level budgets so the billing total stays tied to the project limit.
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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Summer 2026
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Summer 2026
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Use columns for date, client, project or matter, task, person, work description, billing status, hours, rate, rounding increment, write-down, subtotal, tax input, and invoice status. The key control is billing status: a row can remain useful for reporting while being excluded from the client invoice.
Store the original time entry and the rounded billable time in separate columns. This prevents confusion when a 52-minute entry becomes 0.9 hours under a 0.1-hour increment or 1.0 hour under a 15-minute increment. The invoice should use the rounded billable value required by the client agreement.
Approved time confirms that the work is client-chargeable. Invoiced time confirms that the entry has already been billed. Without separate statuses, the same approved row can be billed twice or omitted during a later invoice run. This matters most for projects billed in stages.
Yes. Show the original approved billable time, the write-down, and the final billed time as separate values. That keeps realization clear: if 30 approved hours become 27 billed hours, the template shows where revenue changed instead of hiding the adjustment inside a revised time total.
No. The United States has no federal VAT/GST and no national sales-tax rate for billed professional time. Sales tax treatment is state and local, and some services are not taxed. If the service is taxable, apply the correct jurisdiction-specific tax input after calculating the pre-tax billable amount.
Everhour Project Budgeting tracks hour-based and money-based budgets as time and expenses are logged. Teams can use recurring budget periods, threshold email alerts, budget protection, and client-level budgets so billable work is measured against the agreed project limit before invoicing.
Track approved hours against project and client budgets before invoice prep. Everhour Project Budgeting connects billable work, spending limits, recurring periods, and alerts into one budget-aware billing workflow.
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