United States invoicing has no national VAT form. Everhour turns tracked billable work into invoice-ready records.
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Your immediate job is to send a customer a complete invoice attachment with the right recipient, amount due, payment terms, and tax treatment. In ordinary United States private-sector billing, no single federal invoice-format statute controls the form. Businesses keep invoices as supporting documents that show transactions, income, and expenses, so the invoice needs to make the sale clear without pretending there is a national VAT-style template.
Email delivery adds one practical layer: the message and attachment must match. Use the invoice number, customer name, amount due, due date, and payment method in the email body. Attach the invoice as a PDF when the customer expects a fixed document. Keep the sent email, attachment, and any payment confirmation together so the invoice trail supports collections, bookkeeping, and tax records.
A strong United States invoice starts with seller name, seller address, customer name, customer billing address, invoice number, invoice date, due date, item or service descriptions, quantities, unit prices, line totals, discounts, sales tax where applicable, total due, and payment instructions. Add a purchase order number, project name, or contract reference when the customer uses approvals. For services, describe the period covered, such as "Design support, May 1 to May 15."
Federal contracts are the clearest national exception. FAR 32.905 defines a proper federal procurement invoice with contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, shipping and payment terms, remittance details, defect-contact 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.
The United States uses state and local sales and use tax, not a national VAT or GST invoice regime. Sales tax depends on the state and local rate, the place of sale, nexus, and whether the product or service is taxable. Washington, for example, has a 6.5% state sales tax portion plus a local portion that varies by city or county and is based on where the customer receives the goods or services.
Service taxability also changes by 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. Remote sellers need state-specific nexus checks. South Dakota v. Wayfair involved a law covering sellers with more than $100,000 of goods or services delivered into the state or 200 or more separate transactions annually, but other states set their own rules.
A one-off invoice is enough when the job is complete, the customer details are known, the sales tax position is clear, and no one needs to reuse the time records. That workflow fits a small service job, a single product sale, or a customer that only needs a PDF by email. Save the sent invoice, proof of delivery, and payment record in the same place as the project files.
A managed workflow fits recurring clients, multiple billable people, changing rates, reimbursable expenses, and invoice approvals. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, and supports client settings, taxes, discounts, payment terms, and invoice customization. That matters when the invoice needs to come from approved work records instead of a manually rebuilt spreadsheet.
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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Yes. Ordinary United States private-sector invoices can be emailed when the customer accepts that delivery method or the contract allows it. Keep the sent email, final attachment, and any payment response as part of the billing record. Federal agency vendors may need to use the agency's required electronic invoicing channel rather than a normal email attachment.
No. The United States does not use a national VAT or GST invoice regime, so there is no United States VAT or GST registration number to place on ordinary invoices. Sellers that make taxable sales may need a state seller permit or sales-tax account where required, such as California's seller's permit for covered retailers selling taxable tangible personal property.
Sales tax belongs on the invoice only when the sale is taxable and the seller has a collection obligation in the relevant state or local jurisdiction. Product type, service type, customer location, seller nexus, exemption certificates, and state law drive the answer. Treating every invoice as taxable creates overbilling risk, while omitting tax on a taxable sale creates filing and collection problems.
A TIN or EIN is not a universal private-sector invoice field. Businesses commonly provide taxpayer information through Form W-9 when a payer needs it for IRS information returns. Federal contract invoices include a TIN only when agency procedures require it, along with EFT banking data when required by those procedures.
Use the payment terms from the contract, purchase order, customer agreement, or stated business policy. For federal contract invoice payments, 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 of goods or services, with special shorter timelines for some food and construction payments.
Everhour Billing & Invoicing lets you select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice without rebuilding timesheets manually. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then marks invoiced time so it does not appear again on a later invoice.
Everhour can export invoices to QuickBooks Online, Xero, or FreshBooks as drafts managed inside the accounting tool. Invoice status, number, issue date, and amount sync back to Everhour, so project and billing reports stay connected after the accounting team takes over collection and reconciliation.
Create invoices from approved billable time, expenses, client terms, and rates. Everhour keeps invoiced work protected from reuse and connects billing records to accounting exports.
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