Everhour handles billable rates and project billing, while complete invoices keep client charges clear from the first draft.
Fill in your details, add line items, hit Print when ready.
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Use this page to create an invoice that covers the full billing picture, not only a client name and total due. A complete invoice identifies the seller and buyer, assigns an invoice number, sets issue and due dates, lists each product or service, shows quantity and rate, applies discounts and tax where required, and states the final amount due with payment instructions.
For United States private-sector businesses, there is no prescribed federal invoice form. Invoices still matter because they support business records. IRS Publication 583 lists invoices among supporting documents that record business transactions and show amounts and sources of gross receipts. A complete invoice helps bookkeeping, contract administration, client approval, and later tax review.
A comprehensive invoice needs room for cases that a basic bill cannot describe. Add separate line items for different services, products, project phases, dates, or team roles. Use quantity, unit price, and extended amount for each line so the client can trace the total. Include per-line discounts only when the discount applies to that specific item.
Sales tax belongs on a separate tax line when the sale is taxable in the applicable state or local jurisdiction. The United States does not use a national VAT or GST invoice regime, and there is no single national sales tax rate. Rates and taxability depend on state and local rules, nexus, product or service type, and where the customer receives the goods or services.
A comprehensive invoice should separate an invoice from nearby documents. An estimate gives a pre-work price expectation, a quote gives a firmer pre-work offer, and a receipt proves payment received. An invoice requests payment for goods or services already delivered or contractually billable. Mixing those documents creates approval delays and messy records.
Federal contracts need stricter treatment than ordinary private invoices. FAR 32.905 defines a proper invoice with contractor details, 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.
A free comprehensive invoice generator is enough when you need one polished invoice, a PDF for a client, or a quick record for a completed job. It works well for occasional billing, simple service packages, and small product sales where you already know the taxable treatment, payment terms, and final line items.
A managed workflow fits recurring client work, time-and-materials billing, multiple rates, and invoices built from tracked project work. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and prices billable work by project, member, or task before invoice creation.
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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A comprehensive invoice includes seller and buyer details, invoice number, issue date, due date, line items, quantities, rates, subtotal, discount, tax line, total due, payment terms, and remit-to details. Add project references, purchase order numbers, contact details, and notes when the client needs them for approval or bookkeeping.
One invoice can include different rates when each line item shows the service, product, role, date, quantity, unit price, and extended amount. Put discounts on the exact line they affect when only one item receives the discount. Use an invoice-level discount only when it applies to the entire subtotal.
United States invoices do not use a national VAT or GST registration number because the United States does not have a national VAT or GST invoice regime. Sellers that make taxable sales may need state-level registration, such as a seller permit or sales-tax account, depending on the state and the type of sale.
Sales tax should appear only when the sale is taxable under the applicable state and local rules. Service taxability varies by state and service type. 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.
A regular business invoice is usually incomplete for federal procurement unless it includes the fields required by the contract and agency procedures. FAR 32.905 lists proper invoice details such as contractor name and address, invoice date and number, contract or order references, line-item descriptions, quantities, unit and extended prices, terms, remittance details, and required TIN or EFT information.
Everhour separates internal cost rates from client-facing billable rates, so reports can calculate cost, revenue, and profit before billing. Teams can use per-person default rates, per-project overrides, dated rate changes, project rates, member rates, or custom task rates depending on how the client contract prices the work.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices. Users can select uninvoiced time and expenses, preview the breakdown, group invoice line items by project, task, person, date, or another available structure, and exclude non-billable work from the invoice amount.
Set rates once, track project time accurately, and turn approved billable work into invoices with Everhour cost and billable rate controls.
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