Weekly billing gets messy when project work, rates, and write-downs split. Everhour keeps billable time organized by project.
Track billable vs. non-billable time and see your real utilization rate and revenue potential in seconds.
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A weekly billable-hours calculation answers one practical question: how much client-chargeable work should be billed for a defined week. The inputs are approved billable hours, the applicable billing rate, and any billing increment or write-down that changes the amount shown to the client. Non-billable admin time, internal meetings, training, and rejected entries stay out of the billable total.
The result is usually a pre-tax USD subtotal for the week. In the United States, there is no federal VAT/GST or single national sales-tax rate for billed professional time. If the service is taxable, the tax input comes from the state and local jurisdiction, not from a federal percentage.
Separate tracked time into billable, non-billable, written down, and uninvoiced groups before multiplying anything by a rate. A common mistake is starting with total hours worked, then subtracting non-billable time from the final dollar amount. That hides the real utilization picture and makes the billed subtotal harder to audit later.
For weekly review, use a fixed week boundary such as Monday through Sunday or the client's billing calendar. Then apply the correct rate for each person, task, or project. If a client uses 6-minute or 15-minute increments, round each entry according to the agreed billing policy before adding the weekly total.
The basic formula is billable hours × billing rate = billable amount. When the week includes different roles or rates, calculate each line separately, then add the line totals. If you track effective billing performance, divide the billable amount by total work hours, including non-billable work, after the client-facing subtotal is complete.
For example, a weekly client log has 18 approved strategy hours at $190 per hour and 16 approved production hours at $155 per hour. Strategy work equals $3,420, and production work equals $2,480, so the pre-tax weekly billable amount is $5,900. If the team also logged 6 non-billable internal hours, total work time is 40 hours and the effective billing rate across all work is $147.50.
A one-off calculation is enough when you have a short engagement, one rate, clean approved hours, and no recurring invoice process. It gives you a fast subtotal, exposes obvious rate mistakes, and helps you check whether the week matches the client's scope before an invoice is drafted.
A managed workflow becomes necessary when several people log time, tasks switch between billable and non-billable status, or invoices need approval support. Everhour can keep billable and non-billable time separate at the project and task level, apply custom task rates or member-rate exceptions, and show billable time, non-billable time, billable amount, and cost in admin reports.
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 approved client work that the agreement allows you to bill for that week. Exclude internal admin work, rejected entries, training, business development, and tasks marked non-billable. If the client contract uses billing increments, apply the agreed rounding rule before finalizing the weekly subtotal.
Use the time-entry work date for the weekly billable-hours total. The invoice date controls when the bill is issued, but it does not change which week the work belongs to. Keeping those dates separate prevents late approvals from moving completed work into the wrong operating week.
Mixed rates require line-by-line math. Multiply each set of approved billable hours by its own rate, then add the line totals. Do not average the rates before calculating unless the client agreement uses a defined blended rate for the whole project, matter, or billing period.
Apply write-downs after the raw billable amount is calculated, and keep the original tracked value visible for review. For example, if $5,900 of approved work is reduced by $400 before billing, the client-facing amount is $5,500, but the realization review still needs the original $5,900 value.
Add tax only when the state and local rules treat the billed service as taxable. The United States has no federal VAT/GST or national sales-tax rate for professional time. Some jurisdictions tax certain services, and rates vary by location, so the tax input must match the applicable jurisdiction.
Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost by member or task for the week.
Everhour turns tracked billable time and expenses into invoices from uninvoiced entries. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then marks invoiced time so the same hours do not appear again.
Track billable status as work happens, then review weekly billable amounts before invoicing. Everhour keeps client-chargeable time separate from internal work for cleaner billing.
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