Everhour turns billable time into invoices, while this page explains the fields and checks a client-ready invoice needs.
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You came here to turn logged work into a document a client can approve, pay, and file. Start with the time entries that belong to one client, one billing period, and one commercial agreement. Remove internal admin time, unpaid rework, or any task your contract treats as non-billable before you build the invoice total.
A complete invoice connects the work record to payment. Include seller and buyer details, a sequential invoice number, issue date, due date, line items, subtotal, tax line where applicable, total due, payment terms, and remit-to details. An invoice requests payment. A receipt proves payment received. An estimate or quote gives a pre-work price offer before the invoice exists.
A time-based invoice needs enough detail for review without dumping every timer note into the client document. Group work by project, task, person, date, or milestone according to the client's approval process. A line such as "Design revisions, 6 hours at $95 per hour" is easier to approve than a vague "services" line with one bundled amount.
The underlying time record should stay more detailed than the invoice itself. Keep the exact tracked entries, comments, dates, billable status, and rate source in your records. IRS Publication 583 treats invoices as supporting documents for business transactions and gross receipts, so the invoice should match the income record you keep for bookkeeping.
Tracked hours do not become a correct invoice until the rate and tax treatment match the agreement and sale. Use the contract rate, project rate, member rate, or task rate that applied when the work was performed. Mark non-billable tasks before calculating the invoice so internal work does not inflate the client balance.
The United States has no national VAT or GST invoice regime and no single federal private-sector invoice format. Sales and use tax is state and local. Washington, for example, has a 6.5% state sales tax portion plus a local portion based on where the customer receives the goods or services. Service taxability also varies by state and service type, so a generic flat tax line creates billing errors.
A one-off invoice works when the job is small, the rate is simple, and you already know which hours the client approved. It also works for a clean final bill after a short project. The risk grows when several people track time, different rates apply, expenses need billing, or a client asks for a repeatable approval trail.
A managed workflow fits recurring client billing. Everhour Billing & Invoicing can turn tracked billable time and expenses into invoices, exclude non-billable work, apply client defaults, and export invoices to QuickBooks Online, Xero, or FreshBooks. That gives the invoice a source record instead of forcing you to rebuild totals from timesheets each billing cycle.
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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Only billable hours tied to the client, project, billing period, and contract terms belong on the invoice. Remove non-billable admin work, internal meetings, unpaid corrections, and time outside the approved scope before invoicing. Keep those excluded entries in your internal records if they matter for utilization, cost, or profitability reporting.
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 that make taxable sales may need state-level sales-tax registration instead, such as a seller's permit where state law requires one.
Each time entry does not need its own line. Use the level of detail the client needs to review the charge, such as project, task, person, date, or milestone. Keep the detailed time log separately so you can answer questions without making the invoice hard to read.
The most common rework comes from mixing billable and non-billable time before the invoice is created. Set the billable status before calculating the total, then check rates, date range, project scope, and expenses. A clean source set prevents corrected invoices, credit notes, and client disputes.
Yes, one invoice can include different rates when the contract supports them. The rate can vary by project, person, task, or work type. Label each line clearly so the client sees why one hour group uses a different price from another.
Everhour Billing & Invoicing lets users select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice from rates and approved work. Non-billable tasks stay out of the invoice amount, and exported invoices can move to QuickBooks Online, Xero, or FreshBooks.
Everhour shows invoice status, invoice number, issue date, and amount after export, so billing records stay connected to project and time data. Reports can include invoiced and uninvoiced amounts alongside billable time, non-billable time, revenue, cost, and profit.
Track approved billable work, exclude non-billable tasks, and generate invoices from the same source record. Everhour connects time, rates, client defaults, and accounting exports for cleaner billing.
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