Everhour turns tracked billable work into invoice-ready records, while United States invoices still need complete commercial details.
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Use this page when you already have billable time and need to turn it into a client-facing invoice. The practical job is to move from time entries to a document that shows who performed the work, which project or task it belongs to, the billing rate, the amount due, and the payment terms. A clean invoice gives the client enough detail to approve the charge without reopening every timesheet.
A billable-hour invoice should stay distinct from a receipt, estimate, and quote. An invoice requests payment for work delivered. A receipt proves payment received. An estimate gives a pre-work price expectation, and a quote gives a firmer pre-work offer. Mixing those documents creates approval friction because the client cannot tell whether the amount is proposed, due, or already paid.
Start with the seller and buyer names, invoice number, issue date, due date, line items, subtotal, tax line if applicable, total due, payment terms, and remit-to details. For time-based billing, each line item needs a clear service description, date or period, quantity as hours, rate, and extended amount. Example: "Website support, March 1-15, 12.5 hours × $90, $1,125."
Keep the source records behind the invoice. IRS Publication 583 lists invoices among supporting documents that record business transactions and show the amounts and sources of gross receipts. Private-sector United States businesses do not follow one prescribed federal invoice form for ordinary invoices, but the invoice still has to support income, expenses, client approval, and contract terms.
The main mistake is treating every tracked hour as invoiceable. Client calls, production work, revisions inside scope, internal admin, sales follow-up, and rework can have different billing treatment under the contract or project policy. Mark the billable status before totals are prepared, not after the invoice is drafted, because late exclusions leave gaps that clients question.
Sales tax also needs a decision before the invoice is sent. The United States does not use a national VAT or GST invoice regime. State and local sales and use tax rules control the obligation, and rates depend on state and local jurisdictions. Service taxability also varies by state and service type, so a time-based invoice should not apply one generic tax rule to every client.
A one-off invoice tool is enough when you have a small set of approved hours, one client, one rate, and no need to reuse the same records later. It can produce a finished PDF with line items, terms, and payment details. Keep the timesheet, contract, and tax decision with the invoice so the document has support if the client asks for backup.
A managed workflow fits recurring billing, multiple projects, mixed rates, expenses, discounts, and non-billable tasks. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, excludes non-billable work, and keeps invoiced time from appearing again on a later invoice. That matters when the invoice needs to match reports, client settings, and accounting exports.
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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Group the approved hours by the structure the client expects, such as project, task, person, or billing period. Each line should show the service description, number of hours, rate, and extended amount. Add a subtotal, a tax line only when applicable, the total due, payment terms, and remittance details.
Non-billable time should not increase the amount due. Some clients want to see non-billable work for transparency, but it belongs in a supporting report or a zero-amount note only when the contract or approval process calls for it. The invoice total should reflect billable hours, billable expenses, discounts, applicable tax, and the final amount owed.
The invoice should tie back to approved time entries, project or task records, rate agreements, expense receipts, and the client contract or statement of work. Those records explain the amount billed if the client challenges a line item. They also support business recordkeeping because invoices document transactions and show amounts and sources of gross receipts.
Sales tax treatment depends on state and local rules, nexus, the product or service sold, and where the sale occurs. The United States has no national VAT or GST invoice regime. Some services are taxable in some states and not in others, so the invoice should show tax only after the applicable state and local rules have been checked.
Federal procurement invoices need closer review. FAR 32.905 defines a proper invoice with fields such as contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, payment terms, remittance details, and TIN or EFT banking data when agency procedures require them. FAR 32.904 generally uses a 30-day payment timing standard for most federal contract invoice payments.
Everhour Billing & Invoicing lets teams select uninvoiced time and expenses, preview the breakdown, and generate an invoice from tracked billable work. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable tasks, then marks invoiced time so the same hours do not appear again.
Everhour can export invoices to QuickBooks Online, Xero, or FreshBooks as drafts managed in the accounting tool. Invoice status, number, issue date, and amount sync back to Everhour, so project and billing reports stay connected to the invoice record.
Track approved hours, expenses, and rates in one billing workflow. Everhour converts uninvoiced work into client invoices and keeps invoice status connected to project reporting.
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