Everhour turns tracked work into invoices, while fixed-price jobs need clean scope, dates, and payment terms.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Use a flat fee invoice when the client approved a fixed price before the work started or accepted a package price after scope was defined. The invoice should make the agreed charge easy to approve: seller details, buyer details, invoice number, issue date, due date, item description, fixed amount, tax line where applicable, total due, payment terms, and remit-to details.
A clear flat fee line item often uses quantity `1` and the agreed price as the rate. For example, `Website landing page design, quantity 1, rate $1,200, amount $1,200`. Add enough description to connect the charge to the contract, proposal, or statement of work. Avoid burying scope in a vague line such as `Services`, because it slows approval and creates avoidable client questions.
A flat fee invoice does not need to list every hour worked unless the contract, client policy, or approval process requires supporting detail. The price stays fixed even when the job takes more or fewer hours than expected. Time records still matter internally because they show margin, staffing cost, and whether the fixed price matched the actual work.
Keep reimbursable expenses, optional add-ons, and change-order work separate from the base flat fee. A single blended total hides the reason the invoice changed from the original quote. If the client approved a $2,500 project plus a $300 rush fee, show the project fee and rush fee as separate lines so the final total matches the approval trail.
The United States has no national VAT or GST invoice regime and no single federal private-sector invoice form. For ordinary businesses, invoices mainly support records and contracts. Sales and use tax comes from state and local rules, not a single national rate, and service taxability varies by state and service type.
Add a sales-tax line only when the sale is taxable for the buyer, location, seller registration status, and product or service involved. Some services are not taxable in one state and taxable in another. State seller permits or sales-tax accounts apply where required; a United States invoice does not use a VAT or GST registration number. Payment method, late fees, and due date should follow your policy or contract.
A flat fee template works for a one-off project, a simple package, or a client that only needs a clean PDF. It is enough when the price is already agreed, there are few line items, and you do not need to reconcile tracked work, expenses, invoice status, and accounting records across several clients.
A managed workflow fits repeat fixed-fee work. Everhour Billing & Invoicing can turn tracked billable time and expenses into invoices, calculate invoice amounts from rates while excluding non-billable tasks, apply client defaults such as taxes, discounts, and payment terms, and export invoices to QuickBooks Online, Xero, or FreshBooks with status details synced back to Everhour.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Yes. A fixed-price service, package, or project can appear as quantity `1` with the agreed price as the rate. The description should identify the work clearly enough for client approval, such as `Monthly maintenance package` or `Brand identity project phase 1`.
No, unless the contract, client policy, or approval process requires hours as backup. A flat fee invoice charges the agreed amount, not the time actually spent. Keep internal time records anyway so you can compare the fixed price with labor cost and project margin.
Show sales tax as a separate line when state and local rules require collection. The United States does not have a national VAT or GST invoice regime, and there is no single national sales-tax rate. Service taxability depends on the state, service type, nexus, and place of sale.
No. An estimate or quote is a pre-work price offer. A flat fee invoice requests payment for work, goods, or services billed at an agreed fixed amount. A receipt is different again because it proves payment was received.
Private United States businesses do not use a prescribed federal invoice form for ordinary commercial invoices. IRS guidance treats invoices as supporting documents that help show business transactions, gross receipts, income, and expenses. Federal contracts are a major exception because FAR rules define proper invoice fields for procurement payments.
Everhour Billing & Invoicing lets teams select uninvoiced time and expenses, preview the breakdown, and generate invoices without rebuilding timesheets manually. It calculates amounts from rates and billable expenses while excluding non-billable work, then marks invoiced time so it does not appear again later.
Track billable work, expenses, client defaults, and invoice status in one workflow. Everhour converts approved project data into invoices and keeps billing records connected.
14-day free trial · No credit card · Cancel anytime
