Secure billing starts with defensible time, rates, and approvals. Everhour keeps those inputs connected inside daily work tools.
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%
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A secure billable-hours calculation answers one practical question: how much approved client work should be billed before taxes, discounts, expenses, write-downs, and collections. The core inputs are billable hours, the applicable billable rate, and the billing increment used by the engagement. For U.S. work, the result is normally stated in USD because United States coins and currency, including Federal Reserve notes, are legal tender for debts, public charges, taxes, and dues.
Security in this context means the total is traceable, not just mathematically correct. Each line should show who did the work, what task or matter it belongs to, the rate used, and whether the entry is billable. If a client questions the invoice, the calculation should lead back to approved time entries rather than a reconstructed estimate from memory.
The base formula is billable hours × billable rate = billable amount. If more than one role, task, or rate applies, calculate each line separately and then add the line totals. Apply the agreed billing increment before multiplying. A 6-minute increment uses 0.1 hour, while a 15-minute increment uses 0.25 hour, so the same raw timer entry can produce a different invoice quantity.
For example, a client security review includes 24 approved assessment hours at $170 per hour and 13 approved remediation-planning hours at $130 per hour. The assessment line is $4,080, and the remediation-planning line is $1,690. The pre-tax billable amount is $5,770 before any discount, write-down, expense, tax, or payment adjustment.
The common mistake is treating a calculator total as secure when the inputs are not controlled. A copied spreadsheet, emailed time log, or manually edited invoice draft can separate the total from the task, client, rate, and approval history. That creates two risks: overbilling because non-billable work stayed in the total, or underbilling because approved work was removed without a clear write-down reason.
For U.S. invoices, tax should be a separate jurisdiction-specific input when the service is taxable. The United States has no federal VAT/GST or national sales-tax rate for billed professional time; tax treatment is state and local. Hawaii general excise tax, New Mexico gross receipts tax, and Texas taxable-service sales tax all follow different rules and rates, so a secure total does not assume one national tax percentage.
A one-off calculator is enough when you need a quick pre-tax total from a short, already approved list of hours and rates. It is also enough for checking an invoice line, comparing two rate scenarios, or confirming that a write-down was applied correctly. Keep the inputs beside the total so the number can be reviewed later.
A managed workflow is better when several people bill against the same client, rates change by project or task, approvals are required, or the invoice must pass to accounting. Everhour embeds tracking controls in supported project tools, syncs project and task metadata, and exposes timesheets and budgets inside work tools, so billable entries stay tied to the source work before invoicing.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
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.
A secure calculation keeps the total tied to approved entries, rate sources, billing status, and client or matter context. The math is simple, but the support behind it matters: billable hours, non-billable exclusions, rate changes, rounding increments, taxes, discounts, and write-downs should be visible before the invoice is sent.
Do not apply a national U.S. tax rate. The United States has no federal VAT/GST, and sales tax treatment is state and local. Add a jurisdiction-specific tax input only when the billed service is taxable in the relevant state or locality. Otherwise, keep the billable-hours subtotal separate from tax.
A write-down reduces the amount billed to the client after billable time is calculated. For example, 10 approved hours at $200 per hour create $2,000 in billable value, but a $300 write-down makes the billed amount $1,700. Track the write-down separately so realization can be reviewed later.
Calculate each rate line separately, then add the results. Do not average rates unless the client agreement allows a blended rate. Separate lines preserve the basis for the charge, especially when partners, associates, consultants, or task categories have different rates on the same matter or project.
Federal-agency vendor invoices follow Prompt Payment rules. Payment is due on the contract date, accepted discount terms, an accelerated-payment rule, or 30 calendar days after receipt of a proper invoice. For January 1 through June 30, 2026, the Prompt Payment late-payment interest rate is 4.125%.
Everhour integrates with tools such as Asana, ClickUp, GitHub, Jira, Monday, Notion, Trello, QuickBooks, Xero, and more. Tracking controls can appear inside supported workflows, while project and task metadata sync into Everhour so billable time stays connected to the work record.
Everhour supports timesheet approvals, locked periods, and reports with billable time, non-billable time, billable amount, and cost. Admins can review the entries before billing, then use invoice workflows that exclude non-billable work and mark invoiced time to prevent reuse.
Track billable time where work happens, keep project context attached, and move approved entries toward billing. Everhour connects integrated time tracking with invoice-ready records.
14-day free trial · No credit card · Cancel anytime
