Everhour turns approved time into reporting data, while a PDF billing sheet gives you a fixed client-ready summary.
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A client billing sheet answers one practical question: how much should the client see for approved work during a billing period? The PDF version is useful when you need a fixed record to attach to an email, share with a client, or archive beside an invoice. The calculation starts with billable hours, multiplies them by the agreed rate, then separates adjustments from the original time value.
Use the sheet for client-facing totals, not for reconstructing how the work happened. A good billing sheet shows the service line, dates or period, approved billable hours, rate, pre-adjustment amount, write-down, expenses, tax input if applicable, and final amount due. In the United States, billable-hour totals are normally denominated in U.S. dollars, and sales tax treatment is state and local rather than one national rate.
The core formula is billable hours × billing rate = line amount. If a client project uses more than one service category, calculate each category separately before adding the subtotal. For example, a systems migration review includes 17 approved architecture hours at $185 per hour and 23 approved coordination hours at $110 per hour. Those lines are $3,145 and $2,530, so the pre-adjustment subtotal is $5,675.
If the final sheet includes a $375 write-down for out-of-scope review time, subtract it after the line subtotal. The client-facing labor amount becomes $5,300. Add reimbursable expenses only if the client agreement allows them. Add tax 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 for billed professional time.
A PDF billing sheet is a snapshot, so the source data must already be approved before you generate it. The common mistake is treating the PDF as the working file: editing totals directly, hiding non-billable exclusions, or changing rounded time without updating the underlying log. That creates mismatches between the invoice, the time record, and any later client question about a charge.
Keep the PDF simple and verifiable. Use one row per service category, matter, person, or task group, then include a short adjustment row for write-downs or credits. If time was rounded, show the rounded billable amount used for billing, not only the raw timer duration. For U.S. lawyers, ABA Model Rule 1.5 requires the scope of representation and the basis or rate of fees and expenses to be communicated in writing for new client-lawyer relationships, subject to the rule's limited low-cost exception.
A one-off calculator is enough when you have a short project, one rate, approved hours, and no expected reuse of the data. It gives you a fast subtotal for a PDF sheet, especially when the invoice is simple and the client does not need task-level detail. Use it to check whether a manual invoice total matches the hours and rates on file.
Use a managed workflow when multiple people log time, rates change by project, or billed time must move into reporting and invoicing. Everhour Reporting can organize approved time with 45+ columns, grouping, filters, date ranges, and exports, so the same data can support client billing, profitability review, and archive records without rebuilding the sheet by hand.
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A client billing sheet should include the client name, billing period, service description, approved billable hours, hourly rate, line amount, write-downs or credits, reimbursable expenses, applicable tax input, and final amount due. If the sheet supports an invoice, add the invoice number or reference field so the PDF can be matched to accounting records later.
Multiply each approved billable-hour line by its billing rate, then add the line amounts. Subtract write-downs and credits after the subtotal. Add reimbursable expenses and jurisdiction-specific tax only when they apply. The United States has no federal VAT/GST or national sales-tax rate, so U.S. tax treatment requires a state or local tax input.
A PDF billing sheet is enough as a fixed client-facing summary when the supporting time records are stored elsewhere. It is not enough as the only system of record for a team, because a PDF does not preserve timer history, approval status, rate history, or who changed an entry before billing.
Non-billable time should appear only when it helps explain the invoice or the client expects visibility into excluded work. Do not include non-billable hours in the amount due. If you show them, separate them from billable lines so the client can see that those hours were tracked but not charged.
A write-down lowers the billed amount without changing the original recorded work. Show the original line subtotal first, then show the write-down as a separate negative adjustment. That keeps the billed total clear and preserves realization analysis, because the client-facing charge is lower than the value of approved billable time.
Everhour Reporting lets admins build billing reports with 45+ columns, grouping, filters, date ranges, and exports in CSV, Excel/XLSX, or PDF. A team can group approved time by client, project, task, member, or billing status before using the report as the source for a client billing sheet.
Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, and reports with billable time, non-billable time, billable amount, and cost columns. That keeps excluded work visible for internal review without placing it into the amount charged to the client.
Turn approved time into grouped reports before a PDF is sent. Everhour Reporting gives billing teams filtered exports and client-ready totals backed by detailed time data.
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