Everhour turns tracked billable time and expenses into invoices, while accurate templates keep client records clear and payable.
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Use this page to prepare an invoice that gives the buyer enough detail to review, approve, and pay without extra emails. A complete template identifies the seller and buyer, assigns an invoice number, shows the issue date and due date, lists each line item, states payment terms, and gives clear remit-to details. The invoice supports accounting records by showing the source and amount of gross receipts.
An invoice is different from a receipt, estimate, or quote. A receipt proves payment received. An estimate gives a pre-work price expectation. A quote gives a firmer pre-work offer. An invoice requests payment for work, goods, or services already provided or due under agreed terms. Treating those documents as separate records keeps approvals, tax review, and payment follow-up cleaner.
An accurate invoice starts with identity and sequence. Put the seller name, seller address, buyer name, buyer billing address, invoice date, due date, and a unique invoice number in predictable places. Add the purchase order or contract reference when the buyer uses one. Line items should show the description, quantity, rate, and extended amount so the reviewer can trace each charge.
Payment details need the same discipline. State the subtotal, any discount, the tax line when tax applies, the total due, accepted payment method, payment terms, and remit-to information. Federal procurement is more prescriptive: FAR 32.905 defines proper invoice fields such as contractor details, invoice date and number, contract or order references, line-item prices, payment terms, remittance details, and TIN or EFT banking data when agency procedures require them.
The United States does not have a national VAT or GST invoice regime, so an accurate template should never assume one federal tax rate. Sales and use tax depends on state and local rules, nexus, product or service taxability, and where the sale is sourced. Washington, for example, has a 6.5% state sales tax portion plus a local portion that varies by city or county.
Service invoices need special attention because states tax services differently. 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. Sellers that make taxable sales may need state-level registration, such as a California seller's permit for retailers engaged in business in California selling taxable tangible personal property.
A free template is enough for a one-off invoice, a small batch of simple client bills, or a downloadable PDF you plan to store with the rest of your records. It works best when you already know the buyer details, tax treatment, payment terms, and line-item breakdown. The template gives structure; you still supply the accurate source data.
A managed workflow matters when billable time, expenses, project rates, approvals, and invoice status must stay connected. Everhour Billing & Invoicing converts uninvoiced billable time and expenses into invoices, calculates amounts from rates while excluding non-billable work, and marks invoiced time so it does not appear again. That creates a cleaner handoff from tracked work to billing records.
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 accurate invoice template includes seller and buyer details, invoice date, due date, unique invoice number, line-item descriptions, quantities, rates, extended amounts, subtotal, tax line when applicable, total due, payment terms, and remit-to details. Add a contract or purchase order reference when the buyer needs one for approval.
A United States invoice does not need a national VAT or GST number because the United States does not use a national VAT or GST invoice regime. Sellers that make taxable sales may need state-level sales-tax registration, and the correct identifier depends on the applicable state rules.
Every invoice should include sales tax only when the seller has an obligation to collect it and the sale is taxable under the applicable state and local rules. The right tax treatment depends on nexus, the product or service sold, and the place of sale.
Reusing an invoice number weakens the audit trail and makes payment matching harder. Use a unique, sequential numbering system that lets the buyer, bookkeeper, and accounting file identify one invoice without ambiguity. Keep voided or corrected numbers documented instead of silently replacing them.
Federal contract invoices follow clearer national rules than ordinary private-sector invoices. FAR 32.905 defines proper invoice fields, and FAR 32.904 generally sets the due date as the later of 30 days after the billing office receives a proper invoice or 30 days after government acceptance, with shorter timelines for some food and construction payments.
Everhour Billing & Invoicing lets users select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice from rates, tracked time, and billable expenses while excluding non-billable work. Invoices can be exported to QuickBooks Online, Xero, or FreshBooks with status details synced back to Everhour.
Use a template for one bill, then let Everhour carry approved billable time, expenses, rates, and invoice status into a repeatable billing workflow.
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