A manual log keeps billable entries organized, while Everhour captures task and project time before billing math starts.
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%
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One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
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Measurement
Track your budget through time or costs
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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A billable hours tracking template answers one practical question: how much client-chargeable time has been recorded, approved, rounded, rated, and prepared for invoicing. The core output is a dollar amount in USD, usually built from date, client, project, task, worker, billable status, approved hours, billing increment, rate, adjustment, and notes. The template should also keep non-billable work visible without mixing it into the client charge.
The calculation matters before sending an invoice, checking a retainer balance, reviewing matter profitability, or explaining a write-down. For U.S. work, the time-and-rate subtotal is not the same as tax treatment. The United States has no federal VAT/GST or national sales-tax rate for billed professional time, so any tax line needs a state and local jurisdiction-specific input when the service is taxable.
Start the template with fields that support both review and billing: date, person, client, project or matter, task, notes, start time, end time, raw hours, billable flag, billing increment, approved billable hours, rate, adjustment, and invoice status. The billable flag is essential because a single project can contain both client-chargeable work and internal coordination that should stay out of the invoice.
Use separate columns for raw hours and approved billable hours. Raw hours show what happened; approved billable hours show what survives review after rounding, write-downs, or client-specific exclusions. A common mistake is overwriting the original hours after editing the invoice total. Keep both figures so utilization, realization, and effective billing rate stay traceable instead of turning into one unexplained number.
The basic formula is approved billable hours × billable rate, applied after rounding to the agreed billing increment. If the template includes several roles or rates, calculate each line separately and then add the results. Do not average rates before multiplying unless the client agreement uses a true blended rate. Line-level math prevents a senior rate, support rate, and write-down from collapsing into an inaccurate total.
For example, a client onboarding project includes 32 approved consulting hours at $175 per hour and 13 approved documentation hours at $105 per hour. The consulting line equals $5,600, and the documentation line equals $1,365. The subtotal is $6,965. If 4 consulting hours are written down before invoicing, subtract $700 from the subtotal, leaving $6,265 billed time before any jurisdiction-specific tax or expense lines.
A template is enough for a one-time check, a solo invoice, or a small project where entries are already reviewed and no one needs an approval trail. It works best when the client rate is fixed, the rounding rule is simple, and the billing period is short. The template becomes weaker when people reconstruct time from memory, edit formulas manually, or copy the same entry into separate billing and reporting files.
A managed workflow is the better answer when time must be captured continuously, marked billable or non-billable, approved, reported, and handed off for invoicing. Everhour Time Tracking supports timers and manual entries against tasks and projects, then feeds timesheets, reports, budgets, invoices, and payroll review. That structure keeps the calculation connected to the source entries instead of relying on a spreadsheet assembled at the end.
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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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.
Use columns for date, client, project or matter, task, worker, notes, raw hours, billable status, billing increment, approved billable hours, billable rate, adjustment, subtotal, and invoice status. Add tax only as a separate jurisdiction-specific field when the service is taxable under state or local rules.
Give each entry one row, one billable status, and one invoice status. Do not duplicate the same time under both a worker tab and a client tab unless one sheet is a linked summary. Mark invoiced rows as closed so the same approved hours do not appear in the next billing period.
Raw hours measure the work recorded. Approved billable hours measure the time accepted for billing after rounding, write-downs, or exclusions. Keeping both fields separate lets you see realization: the share of recorded billable work that becomes billed work. If you overwrite raw time, the template cannot explain the adjustment later.
Calculate each rate group on its own line: approved billable hours × that line's rate. Then add the line totals. This protects the invoice from blended-rate mistakes when a project includes senior work, support work, custom task rates, or write-downs that apply to only one category of time.
No. 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. Use a jurisdiction-specific tax field only when the billed service is taxable in the relevant location.
Everhour Time Tracking captures task and project hours through live timers or manual entries, then feeds timesheets, reports, budgets, invoices, and payroll review. Admins can use approvals, locked periods, reminders, and timer rules so billable totals come from reviewed entries instead of a reconstructed spreadsheet.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates while excluding non-billable work, and marks invoiced time so it is protected from accidental reuse in future invoices.
Replace end-of-month reconstruction with task-level timers, manual entries, approvals, and locked periods. Everhour keeps billable totals tied to reviewed work before billing, reporting, or payroll handoff.
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