Billable totals need clean inputs before invoicing. Everhour turns tracked billable time and expenses into client-ready invoice data.
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A billable-hours total answers one practical question: how much approved client work should be priced before taxes, discounts, expenses, write-downs, and collections. The basic inputs are billable hours, the applicable rate, and any billing increment used to round time entries. In the United States, amounts are normally stated in USD because U.S. coins and currency are legal tender for debts, public charges, taxes, and dues.
A user-friendly version of the calculation should also make exclusions visible. Non-billable work, internal administration, no-charge client time, and written-off entries should not disappear into the same total as invoiceable work. If a U.S. service is taxable, the tax input must be jurisdiction-specific because the United States has no federal VAT/GST or national sales-tax rate for billed professional time.
The core formula is billable hours multiplied by the applicable rate, after entries are rounded to the billing increment required by the engagement. If one project has multiple roles, tasks, or rates, calculate each line separately and then add the line totals. This keeps partner, associate, consultant, support, or task-based rates from being blended before the invoice value is known.
For example, a client migration project includes 29 approved configuration hours at $160 per hour and 16 approved validation hours at $95 per hour. Configuration equals $4,640, validation equals $1,520, and the billable subtotal equals $6,160. If a later invoice discount reduces the charge, that discount changes the billed amount, not the original approved billable value.
A user-friendly calculation is not just fewer fields. It uses plain labels that match the decision being made: approved billable hours, rate, rounded time, non-billable exclusions, write-downs, expenses, and jurisdiction-specific tax. That structure prevents a common mistake: treating all worked hours as billable or applying one rate to mixed-rate work without checking the actual client agreement.
Rounding is the place where simple math often stops being simple. A 0.1-hour increment rounds in 6-minute blocks, while a 15-minute increment rounds in quarter-hour blocks. The same timer record can price differently under each rule. 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 its limited low-cost exception.
A one-off calculator is enough when you have approved hours, a known rate, and a clear question such as "what is this invoice line worth before tax?" It also works for checking a draft invoice, estimating a small fixed scope, or comparing a written-down amount against the original billable value. Keep the calculation separate from collections because payment timing and cash received answer different questions.
A managed workflow is better when time is captured continuously, multiple people bill at different rates, entries need approval, or invoices must exclude non-billable tasks automatically. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable work, and can export invoices to QuickBooks Online, Xero, or FreshBooks.
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A usable billable-hours total needs approved billable time, the correct rate, the billing increment, and a clear exclusion for non-billable work. If the invoice includes expenses, discounts, write-downs, or taxes, keep those as separate lines so the original billable value stays visible.
Calculate each rate line separately, then add the totals. Do not average rates first unless the client agreement uses a blended rate. Separate lines preserve the math for reviewers and show whether a total came from role-based rates, task rates, project rates, or a written blended rate.
A user-friendly calculator should not hide tax decisions. The United States has no federal VAT/GST or national sales-tax rate for billed professional time. State and local rules decide whether a service is taxable and which rate applies, so a taxable U.S. service needs a jurisdiction-specific tax input.
The most common mistake is multiplying all worked hours by the client rate. Worked time includes internal coordination, admin work, training, or no-charge client time. Billable-hours math should start only after entries are approved as billable and rounded under the billing rule used for that client or matter.
No. A write-down changes the billed amount, not the underlying approved billable hours. Keep both numbers. Approved billable value shows what the work was worth under the rate agreement, while the billed amount shows what the client was actually charged after reductions.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates, and excludes non-billable tasks from billable totals. Invoices can be exported to QuickBooks Online, Xero, or FreshBooks, with invoice status syncing back to Everhour.
Move beyond manual totals when billing needs approval, exclusions, and accounting handoff. Everhour converts tracked billable time and expenses into invoice-ready amounts while keeping non-billable work out of client charges.
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