Everhour separates cost and billable rates, giving accounting firms cleaner inputs before client invoices are prepared.
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Use this page to create an invoice for bookkeeping, tax preparation, payroll support, advisory work, cleanup projects, or monthly accounting retainers. The finished invoice should identify the seller, the client, the service period, the invoice number, the issue date, the due date, the service lines, the amount due, payment terms, and remittance details. A clear invoice helps the client match the charge to approved work.
Keep the invoice separate from related documents. A quote or estimate gives a pre-work price expectation. An invoice requests payment after work is performed or billed under an agreement. A receipt proves payment received. For accounting services, that distinction matters because clients often need the invoice for approval, the receipt for proof of payment, and the engagement letter for scope.
A practical accountant invoice starts with the firm's legal name, address, contact details, client name, billing address, invoice number, invoice date, due date, and payment instructions. Line items should describe the work in plain terms, such as monthly bookkeeping for May, sales tax filing support, payroll reconciliation, or year-end tax package. Include quantity, rate, line amount, subtotal, tax line if applicable, discounts or retainers applied, and total due.
Sequential invoice numbering keeps receivables organized and reduces duplicate billing. Use a format the firm can maintain, such as `2026-1042` or `ABC-2026-018`. Payment terms should match the engagement letter or client policy, such as due on receipt, net 15, or net 30. If the invoice covers a billing period, name the period directly so the client does not confuse current services with prior cleanup or advisory work.
The United States does not have a national VAT or GST invoice regime, and ordinary private-sector invoices do not follow one prescribed federal invoice form. For federal tax records, businesses may choose any recordkeeping system suited to the business if it clearly shows income and expenses. IRS Publication 583 lists invoices as supporting documents that record business transactions and show the amounts and sources of gross receipts.
Sales and use tax depends on state and local rules, nexus, service taxability, and where the sale occurs. Accounting services are not taxed the same way in every state. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad categories of taxable services. If a firm sells taxable services, state-level sales-tax registration may apply; there is no United States VAT or GST registration number for invoices.
A one-off template is enough when you need a clean PDF for a single client, a small advisory project, or a manual retainer invoice. It also works when time entries are already summarized and the invoice only needs final formatting. The template should still preserve the invoice number, service dates, tax treatment, payment terms, and client-facing service descriptions.
A managed workflow fits better when staff time, partner rates, project overrides, and dated rate changes feed client billing. Everhour separates internal cost rates from client-facing billable rates, supports default per-person rates with per-project overrides, and can price billable work by project, member, or task. That structure turns tracked accounting work into cleaner invoice inputs without rebuilding every line by hand.
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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An accountant invoice should include the firm name, client details, invoice number, issue date, due date, service period, service descriptions, quantity or hours, rate, subtotal, tax line if applicable, total due, payment terms, and remit-to details. Add engagement-specific references when they help the client approve the charge, such as monthly bookkeeping, tax filing, payroll support, or advisory project name.
The invoice should match the engagement. Hourly work needs hours, rates, and service descriptions. Fixed-fee work needs the agreed fee, covered service period, and scope description. Retainer invoices should show the retainer period and any applied credit or remaining balance. Mixing hourly extras into a fixed-fee invoice without a separate line creates approval disputes.
Accounting service invoices do not always need sales tax. The United States uses state and local sales and use tax, not a national VAT or GST invoice regime. Service taxability varies by state and service type. Sellers must check the applicable jurisdiction, nexus, buyer location, and service category before adding tax to the invoice.
An accountant can include an EIN when the client requests it, the engagement requires it, or payer reporting procedures need it. Businesses often provide a Taxpayer Identification Number through Form W-9 to payers that must file IRS information returns. Ordinary private-sector invoices do not have a universal federal requirement to display an EIN.
Vague service descriptions slow approval. A line that says "professional services" forces the client to ask what was done, when, and under which agreement. Use specific entries such as "monthly bookkeeping, May 2026," "payroll reconciliation, 2 pay periods," or "sales tax return preparation." Clear service lines reduce back-and-forth before payment.
Everhour separates internal cost rates from client-facing billable rates, then supports default per-person rates and per-project overrides. Accounting firms can price work by project, member, or task, and dated rate changes keep older reports tied to the rates that applied when the work was performed.
Everhour Billing & Invoicing lets teams select uninvoiced time and expenses, preview the breakdown, and generate an invoice from billable work. Non-billable tasks stay excluded from billable totals, and invoice line items can be grouped by project, task, person, date, or another available breakdown.
Track billable accounting time by rate, project, member, or task, then generate invoices from approved work. Everhour gives firms cleaner billing records and fewer manual invoice rebuilds.
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