Everhour turns calendar events into timesheet entries, while client-hour math keeps billing totals separate from payroll hours.
Enter your daily hours and rate to instantly calculate total hours, regular pay, and any overtime — no spreadsheet needed.
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A client hours calculator answers a narrow question: how many hours should be assigned to a specific client for a selected day, week, month, or invoice period. The inputs usually come from timesheets, calendar events, task timers, or manual entries. The output is a client-level total, often split by project, person, task type, or billable status.
Client hours are not the same as all hours worked. Internal admin, sales calls, training, paid time off, and unpaid breaks may belong in payroll or capacity reports while staying out of a client invoice. For U.S. payroll, hours worked include required duty time and additional work the employer suffers or permits, including unscheduled work before or after a shift.
The most common mistake is adding every time entry under a client name without checking billable status. A project manager may attend a two-hour internal staffing meeting about a client account, but that time belongs outside the invoice if the contract excludes internal coordination. A clean calculation starts with the billing rule, then filters the time entries.
Client reporting also needs a consistent period. A weekly client report can show 18 billable hours, while the payroll workweek still follows its own fixed 168-hour period for FLSA purposes. Covered nonexempt employees in the United States must receive overtime pay for hours worked over 40 in a fixed workweek, so do not average client totals across multiple workweeks for payroll review.
Use this formula: client hours = billable client work entries + approved client meetings + other contract-covered client time minus excluded nonclient time. Apply the formula after converting clock spans into decimal hours. A 90-minute meeting equals 1.5 hours because minutes are divided by 60, not written as 1.30 hours.
For example, a consultant records 7 billable project hours for Client A at $110 per hour and 5 billable support hours for Client B at $85 per hour. Client A totals $770, Client B totals $425, and the combined billable amount is $1,195. Internal admin time stays outside those client totals unless the contract specifically allows it.
A one-off calculator is enough when you need a quick invoice check, a client dispute total, or a cleanup pass on a small batch of entries. It works when the period is short, the billing rule is simple, and one person can verify every included hour before sending the total.
A managed workflow fits recurring client billing because the source data keeps changing. Everhour can turn Google, Outlook, and iCloud calendar events into timesheet entries within a configurable time window, excluding all-day, recurring, and pre-connection events. Teams still need billing rules, approvals, and review, but less time gets lost moving meeting records into timesheets.
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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Add only the entries assigned to that client and marked as billable or contract-covered for the selected period. Exclude internal admin, nonbillable meetings, unpaid breaks, and work assigned to other clients. Convert minutes to decimal hours before adding totals, so 45 minutes becomes 0.75 hours.
Calendar meetings count as client hours only when the meeting is for that client and the contract or billing policy allows it. A client kickoff call usually qualifies. An internal prep meeting usually does not, unless the agreement treats preparation as billable client work.
Client hours and payroll hours can differ. Client hours measure billable or reportable work for a customer. Payroll hours measure work time for compensation rules. For covered nonexempt employees in the United States, FLSA overtime uses hours worked over 40 in a fixed workweek, not billable client hours alone.
Nonbillable client work should stay visible but excluded from invoice totals. Keep a separate category for nonbillable client time so project managers can see the true effort behind an account. That separation protects the invoice while showing whether the client relationship is using more capacity than expected.
A client hours total needs break deductions only when the break was included in the recorded span and should not be billed. Under the federal baseline, short breaks provided by an employer, usually about 5 to 20 minutes, are compensable hours worked. Bona fide meal periods are generally unpaid only when the employee is completely relieved of duty.
Everhour connects Google, Outlook, and iCloud calendars so events with a defined start and end can become timesheet entries within a configurable time window. All-day, recurring, and pre-connection events do not sync, so teams can review meeting-based time before it affects client totals.
Everhour reporting lets teams group tracked time by client, project, member, billable time, labor costs, invoice status, and other report columns. Saved reports can be exported as CSV, Excel/XLSX, or PDF for invoice review, spreadsheet checks, or client-facing backup.
Connect calendar events to timesheets, review client-coded entries, and keep invoice totals tied to approved work. Everhour reduces manual calendar cleanup for recurring client billing.
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