Invoice work often crosses devices and apps. Everhour keeps billable time connected to reporting and invoicing.
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You came here to produce an invoice that works across the places business actually happens: a laptop, phone, tablet, shared drive, email, accounting app, and client inbox. The finished document still needs the basics: seller and buyer details, invoice number, issue date, due date, line items, subtotal, tax line if applicable, total, payment terms, and remit-to instructions.
A cross-platform setup matters most when more than one person touches billing. A project manager may confirm the work, an owner may approve the amount, and a bookkeeper may send or archive the invoice. The invoice should stay readable as a PDF, consistent in email, and traceable in records without forcing someone to rebuild the same line items in another system.
Start with stable invoice data, then move it between tools only after the amounts and parties are clear. Use a sequential invoice number, a legal seller name, the buyer's billing name and address, and line items that describe the actual goods or services. Service entries should show the work performed, quantity or hours where relevant, rate, and extended amount.
United States private-sector invoices do not follow one prescribed federal format, and the United States does not use a national VAT or GST invoice regime. Sales and use tax depends on state and local rules, nexus, product or service taxability, and where the sale is sourced. Treat the tax line as a decision, not a decoration copied from the last invoice.
The common mistake is treating the PDF, spreadsheet, accounting record, and email as separate versions of the truth. Once one version has a different due date, tax line, discount, or remit-to address, payment disputes become harder to resolve. Save a final invoice copy and keep the source details that explain how the total was built.
Cross-platform also means respecting the destination. A client reviewing on mobile needs short line descriptions and a clear total. A bookkeeper needs invoice number, issue date, buyer, seller, payment status, and tax detail. A federal contract invoice has stricter fields under FAR rules, including contract or order references, descriptions, quantities, prices, payment terms, and remittance details.
A free, one-off invoice is enough when you have a small job, a clear total, and no need to connect the invoice back to tracked time, project cost, or future reporting. It handles the document. It does not create a durable billing workflow unless someone maintains the source records, approval trail, and payment status outside the file.
A managed workflow becomes cleaner when billable time, expenses, client terms, and invoice status need to stay connected. Everhour Billing & Invoicing can turn uninvoiced billable time and expenses into invoices, exclude non-billable work, group line items by the structure the client expects, and export invoices to QuickBooks Online, Xero, or FreshBooks as drafts.
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 PDF is the safest client-facing invoice format because it preserves layout across devices. Accounting apps still need structured fields behind the document, including invoice number, buyer, seller, issue date, due date, line items, tax, total, and payment status. Keep the PDF and source record aligned.
The invoice number, seller name, buyer name, issue date, due date, line item descriptions, tax line, total, and payment instructions should match everywhere the invoice appears. A changed due date or tax amount in one system creates collection and reconciliation problems later.
A United States invoice does not need a VAT or GST number because the United States does not use a national VAT or GST invoice regime. Sellers making taxable sales may need state-level sales-tax registration, such as a seller's permit or sales-tax account where required.
Sales tax should be added only when the sale is taxable under the applicable state and local rules. Rates, nexus, product taxability, service taxability, and sourcing rules vary. Washington, for example, has a 6.5% state portion plus local rates based on where the customer receives the goods or services.
Federal contract invoices follow FAR rules for a proper invoice, so they need more specific fields than many private-sector invoices. FAR 32.905 includes contractor details, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, terms, remittance details, and TIN or EFT data when required.
Everhour Billing & Invoicing lets users select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice without rebuilding timesheets manually. It calculates amounts from rates, time, and billable expenses while excluding non-billable work.
Everhour Reporting provides customizable reports with 45+ columns, metadata filters, grouping, date ranges, and exports in CSV, Excel/XLSX, or PDF. Admins can review billable time, non-billable time, invoice status, costs, revenue, and profit before billing a client.
Use Everhour to connect approved time, billable expenses, invoice status, and reporting before billing leaves the team. Everhour keeps project billing records tied to invoice-ready work.
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