Billable totals depend on clean time capture and rates. Everhour embeds tracking where project work happens.
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 tracker answers three practical questions: how much client-chargeable time was recorded, which rate applies to each entry, and what amount should move forward for review or invoicing. The basic output is a pre-tax USD subtotal. U.S. billable-hour totals are normally denominated in U.S. dollars because United States coins and currency, including Federal Reserve notes, are legal tender for debts, public charges, taxes, and dues.
The tracker also separates billable work from non-billable work. Internal calls, admin cleanup, training, sales work, or corrected duplicate entries should stay visible for utilization analysis, but they should not inflate the client charge. If the same project includes multiple roles or service types, the tracker needs separate rates before it can produce a useful total.
A useful tracker records the date, client, project or matter, task, person, hours, billable status, rate, and notes. Notes matter because they explain why the time was billable. A line that says "implementation support for import mapping" is easier to approve than a line that says "client work." Clean descriptions reduce write-downs before an invoice reaches the client.
Rounding belongs at the entry level when the client agreement uses a billing increment. A 6-minute increment is 0.1 hours, while a 15-minute increment is 0.25 hours. If you round only the final monthly total, small entries get distorted. The tracker should show original captured time, rounded billable time, and any approved write-down so worked time, billable time, and billed time remain distinct.
The core formula is simple: billable amount equals billable hours multiplied by the applicable billing rate. For a two-role project, calculate each role separately, then add the subtotals. For example, 21 approved design-review hours at $135 per hour produce $2,835. Another 14 approved implementation-support hours at $110 per hour produce $1,540. The pre-tax billable total is $4,375.
Do not average the rates first unless the client contract uses a blended rate. A designer at $135 and a support specialist at $110 do not create one generic rate unless that rate is written into the agreement. The same rule applies to task rates, person rates, and project rates. Each entry should carry the rate that governed the work when it was performed.
A one-off calculation is enough when you have a short list of approved entries, one client, known rates, and no invoice handoff. It is also enough for a quick reasonableness check before sending totals to accounting. Add state or local tax only when the service is taxable in the relevant jurisdiction; the United States has no federal VAT/GST or single national sales-tax rate for billed professional time.
A managed workflow is needed when people log time across tools, managers approve timesheets, rates differ by project, or invoices must exclude non-billable tasks. Everhour fits that longer path by embedding tracking controls inside supported project tools, syncing project and task metadata, and keeping timesheets and budgets visible inside the work systems teams already use.
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.
A tracker should record the date, client, project or matter, task, person, hours, billable status, billing rate, and work description. Add approval status when someone reviews time before billing. If the service may be taxable, keep tax outside the raw billable-hours subtotal until the correct state or local rule is confirmed.
Multiply each billable entry by its applicable rate, then add the subtotals. Keep entries with different rates separate until the final addition. Non-billable entries remain in the tracker for utilization and profitability review, but they do not enter the client-chargeable subtotal.
Non-billable time explains the gap between total work and invoiceable work. It shows admin load, internal meetings, rework, business development, and client work that was written off. Removing it makes utilization and realization look cleaner than they are and hides the real cost of delivery.
Tax enters after the pre-tax billable subtotal and only when the service is taxable in the relevant state or local jurisdiction. The United States has no federal VAT/GST or national sales-tax rate. Some jurisdictions tax certain services, while others do not, so the tracker needs a jurisdiction-specific tax input when tax applies.
The common mistake is reconstructing time at the end of the week from memory. Rebuilt entries miss short tasks, overstate familiar work, and create vague descriptions. A running tracker tied to actual tasks gives reviewers a clearer record and produces fewer invoice corrections.
Everhour embeds time tracking controls inside supported tools such as Asana, ClickUp, GitHub, Jira, Monday, Notion, Trello, and others. Project and task metadata sync into Everhour, so tracked billable time stays tied to the same work structure used by the team.
Use embedded tracking, synced project details, and in-tool timesheets to keep billable entries ready for review. Everhour connects project work to billing workflows without rebuilding time logs manually.
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