Everhour Reporting turns approved time and rates into exportable billing details, while templates keep one-off client invoices organized.
Track billable vs. non-billable time and see your real utilization rate and revenue potential in seconds.
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A client billing template answers one practical question: how much should the client be billed for approved work in the billing period? The core inputs are billable hours, billing rate, billing increment, write-downs, reimbursable expenses, applicable tax, and payments already received. The output is the invoice subtotal, any tax or adjustment lines, the amount due, and the support needed to explain the total.
For U.S. invoices, totals are normally stated in U.S. dollars. 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. If the service is taxable in the client's jurisdiction, the template needs a jurisdiction-specific tax field instead of a single default national rate.
Start with approved billable time, not all worked time. Multiply each line by its rate, then add the line totals before applying write-downs, expenses, tax, or payments. If different roles, tasks, or project phases have different rates, calculate each line separately. A clean template also keeps non-billable time visible for utilization review without adding it to the invoice subtotal.
For example, a client migration project includes 17 approved architecture hours at $150 per hour and 23 approved build hours at $125 per hour. The architecture line is $2,550, and the build line is $2,875. The billable labor subtotal is $5,425 before expenses, tax, discounts, or prior payments. If the client receives a $425 write-down, the adjusted labor amount becomes $5,000.
A strong template shows the date range, client name, project or matter, service description, person or role, billable hours, rate, line amount, write-down, expenses, tax basis, tax amount, invoice date, due date, and payment status. These fields reduce back-and-forth because the client can tie the total to approved work instead of receiving a single unexplained charge.
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. For federal-agency vendor invoices, Prompt Payment rules generally use 30 calendar days after receipt of a proper invoice unless the contract date, accepted discount terms, or an accelerated-payment rule applies.
A template is enough when you have one client, one rate structure, and a small number of approved entries. It gives you a repeatable way to calculate the invoice, document tax treatment, and keep the payment status visible. Use it for a quick check before sending a formal invoice from an accounting system.
A managed workflow becomes necessary when multiple people log time, rates change by project, approvals matter, or invoices need supporting detail. Everhour Reporting can group billable and non-billable time by project, member, task, client, date range, and other metadata, then export reports in CSV, Excel/XLSX, or PDF for client billing review before invoice handoff.
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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A client billing template should include client details, invoice date, billing period, project or matter, service description, approved billable hours, rate, line total, write-downs, expenses, tax fields, amount due, payment terms, and payment status. Keep non-billable hours in a separate reporting field so they inform utilization without inflating the client invoice.
Calculate each billable line as approved billable hours multiplied by the applicable rate. Add all line totals to get the labor subtotal, then subtract write-downs or discounts, add billable expenses, apply any jurisdiction-specific tax when the service is taxable, and subtract payments already received. The final result is the amount due.
Sales tax belongs after the taxable subtotal, not inside the hourly rate. The United States has no federal VAT/GST or national sales-tax rate. State and local rules determine whether a service is taxable and what rate applies, so the template should leave tax as a jurisdiction-specific input.
Non-billable time should not increase the invoice total. It can appear in an internal section or supporting report when you need to explain utilization, write-downs, or project profitability. On the client-facing bill, keep the amount due tied to approved billable time, billable expenses, taxable amounts, and agreed adjustments.
The common mistake is mixing worked hours, billable hours, and billed hours in one column. Worked hours show total effort, billable hours show approved chargeable time, and billed hours show what actually appears on the invoice after write-downs or client limits. Separate columns prevent overstated invoices and cleaner realization analysis.
Everhour Reporting lets admins build billing reports with columns such as client, project, task, member, billable time, non-billable time, billable amount, cost, invoice status, and date range. Reports can be grouped, filtered, scheduled by email, or exported in CSV, Excel/XLSX, or PDF for billing review.
Everhour Billing & Invoicing can generate invoices from uninvoiced billable time and expenses, calculate amounts from rates and billable entries, exclude non-billable work, and mark included time as invoiced. Invoices can also be exported to QuickBooks Online, Xero, or FreshBooks as drafts.
Use Everhour Reporting to turn approved time, rates, and billing status into exportable client billing detail, with grouped reports that support cleaner invoice review.
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