Everhour keeps billable work organized while you prepare Philippine estimates that can become BIR-ready invoices.
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A Philippine estimate should give the client enough detail to approve the work, price, timing, and commercial terms before an invoice exists. Use it for proposed services, project scopes, retainers, product sales, or change orders. The estimate should show seller and buyer details, estimate date, line descriptions, quantities, unit prices, VAT treatment if relevant, discounts, totals, payment terms, and an approval note.
A Philippine estimate does not replace a BIR-registered sales or commercial invoice. Persons subject to internal revenue tax must issue duly registered invoices at the point of sale for transactions of PHP 500 or more, whenever the buyer requires one, and VAT-registered persons must issue invoices regardless of amount. The estimate prepares the commercial agreement; the invoice documents the taxable sale after approval.
Philippine invoicing uses VAT as a national internal revenue tax. VAT-registered sellers issue VAT invoices for taxable sales of goods, properties, leases, and services, and the standard VAT rate is 12%. If your estimate may become a VAT invoice, show whether prices include VAT, list the VAT amount separately, and label VAT-exempt or zero-rated items only when that treatment applies.
Collect final-invoice details before the buyer approves the estimate. A Philippine sales or commercial invoice must show the seller's name and TIN, transaction date, quantity, unit cost, and description of merchandise or nature of service. Printed invoices also require serial numbering, the seller's business address, and BIR authority to print. For sales of PHP 1,000 or more to a VAT-registered buyer, collect the buyer's name, address, and TIN.
The most common estimate mistake is treating the document like a loose price note. A line that says "website work, PHP 80,000" leaves too many questions after approval. A cleaner line reads "Landing page design and build, 1 project, PHP 80,000, VAT exclusive, delivery in 15 business days." That wording gives the client a decision-ready price and gives the finance person enough structure for invoicing.
Use Philippine peso amounts unless the commercial agreement calls for another currency. The Bangko Sentral ng Pilipinas has exclusive authority to issue coins and notes for circulation in the Philippines, and Philippine invoices commonly use PHP. Set the due date from the agreed period to pay, since the cited VAT rule refers to the agreed period rather than a fixed national net-term requirement.
A one-off estimate is enough for a single sale, a small service package, or a client who only needs a signed price before work starts. Keep the estimate simple, export it, and preserve the approved version with the later invoice. That process works when billable time, reimbursable costs, and scope changes are limited.
A managed workflow matters once estimates turn into recurring work, time-and-materials billing, or multiple project contributors. Everhour can separate billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so approved work feeds cleaner billing decisions instead of manual reconstruction.
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 Philippine estimate does not replace a BIR-registered sales or commercial invoice. The estimate records a proposed price before the buyer approves the work. The invoice records the actual sale after it occurs, using required invoice details such as seller name, TIN, transaction date, line details, and VAT breakout where applicable.
A Philippine estimate should show VAT treatment when the seller is VAT-registered or the buyer needs a tax-inclusive price for approval. VAT-registered sellers use 12% VAT for taxable sales under the cited rules. Non-VAT sellers under the PHP 3,000,000 annual gross-sales threshold should avoid presenting VAT as a charged tax.
Collect the buyer's legal name, billing address, contact person, and TIN when the buyer is VAT-registered or the sale may reach PHP 1,000 or more. Those details support the later VAT invoice requirement for sales of PHP 1,000 or more to a VAT-registered purchaser, customer, or client.
A Philippine estimate can reflect a commercial agreement in another currency, but PHP is the common invoice currency in the Philippines. If you use a foreign currency, state the currency clearly, define any exchange-rate basis, and make sure the final invoice can still support the buyer's accounting and tax records.
A Philippine estimate should state the agreed period to pay, such as due on receipt, 15 days after invoice date, or milestone-based billing. The cited VAT rule refers to the agreed period to pay for uncollected receivables, so the estimate should not imply a fixed national net-term rule.
Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost before approved work moves into client billing.
Track approved Philippine project work with billable controls, task rates, and admin reporting in Everhour, so estimate details become cleaner billing decisions and fewer manual invoice corrections.
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