Everhour connects rates and billable work to invoicing, while Polish estimates need VAT-ready details before approval.
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A Polish estimate should state the seller, buyer, services, quantities or scope, pricing, discounts, VAT treatment, payment terms, and acceptance period. The estimate is the commercial offer, so it should be readable before it becomes an accounting document. Use PLN for local buyers unless the contract calls for another currency, and make the net price, VAT, and gross total easy to compare.
Poland's indirect tax on invoices is VAT under the Act on tax on goods and services. That matters for estimates because the approved offer often becomes the source for the VAT invoice. A Polish VAT invoice must show statutory identification, line-item, VAT-rate, VAT-amount, and total-due fields. Building those fields into the estimate reduces rework after the buyer accepts the price.
Treat the estimate as a draft data set for the final invoice. Capture the issue date, estimate number, seller and buyer names and addresses, tax identification numbers, service description, scope, unit net price, discounts, net value, VAT rate, VAT amount, and total due. For specified intra-EU transactions, the seller's tax identification number uses the PL prefix, and the buyer's VAT identification number uses that member state's two-letter VAT code.
Use the same line structure you expect to invoice. A consulting line can show "Implementation support, 12 hours, PLN 240 net per hour, 23% VAT." A materials line can show a separate quantity, unit net price, and discount. Polish VAT invoices must split net totals and VAT amounts by rate, so mixed-rate estimates need line-level clarity before approval.
The standard Polish VAT rate is 23%, with a main reduced rate of 8% and authority to apply reduced rates including 5% and 0% for specified supplies. Select the rate that matches the supply, buyer, and transaction type. An estimate should not hide VAT inside a single gross figure when the buyer needs to approve the tax treatment.
Invoices may include foreign-currency commercial amounts, but VAT amounts must be shown in Polish złoty, converted using VAT Act currency rules and rounded to full grosze. KSeF also affects the post-approval workflow. Mandatory KSeF e-invoicing started on February 1, 2026 for companies with 2024 sales above PLN 200 million including VAT, and on April 1, 2026 for the remaining businesses.
A free estimate template works for one quoted job, a small one-off service, or a buyer who only needs a PDF before placing an order. It is enough when you can manually confirm the scope, choose the correct VAT rate, and copy the accepted details into the invoice without losing line items, tax IDs, or currency treatment.
A managed workflow becomes necessary when estimates come from tracked work, changing rates, project budgets, or multiple people. Everhour separates internal cost rates from client-facing billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and prices billable work by project, member, or task. That structure keeps approved rates connected to later invoices.
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 Polish estimate is not the same as a VAT invoice. The estimate records the proposed price, scope, and tax treatment before the buyer approves the work. The VAT invoice is the accounting document issued after the taxable supply or advance payment, and it must include the statutory invoice fields required under Polish VAT rules.
A Poland estimate should show the VAT rate, net amount, VAT amount, and gross total for each tax treatment you expect to use on the invoice. Polish VAT invoices must split net sales totals and VAT amounts by rate and exempt sales, so the estimate should keep those amounts separate instead of blending them into one total.
A foreign-currency estimate can show commercial amounts in the contract currency, but the later Polish VAT invoice must show VAT amounts in PLN. Add a PLN VAT field or note when the buyer expects a Polish VAT invoice, because the invoice conversion and rounding rules apply to the tax amount.
A Polish estimate should collect clean seller, buyer, tax ID, line-item, VAT, and payment data before invoice creation. KSeF structured e-invoicing is mandatory from February 1, 2026 for companies above the PLN 200 million 2024 sales threshold and from April 1, 2026 for remaining businesses, with a small-seller deferral through December 31, 2026.
The most common mistake is approving a single gross price without line-level VAT treatment. The later Polish VAT invoice needs descriptions, quantity or scope, unit net price, discounts, net value, VAT rate, net totals by rate, VAT by rate, and total due. Missing detail forces the seller to rebuild the quote before invoicing.
Everhour separates cost and billable rates, so teams can price client work without mixing internal labor cost with the amount charged to the buyer. Per-person defaults, per-project overrides, dated rate changes, and project, member, or task pricing keep the accepted rate structure available when billable work turns into an invoice.
Everhour turns tracked billable time and expenses into invoices and excludes non-billable work from invoice totals. Users can group invoice lines by project, task, person, date, or another available breakdown, then export invoices to QuickBooks Online, Xero, or FreshBooks as drafts.
Price work with the right billable rates before approval, then carry tracked time into invoicing. Everhour keeps project rates, dated changes, and billable totals connected to client billing.
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