Hourly billing depends on clean time records and rates. Everhour keeps billable work organized before invoice time.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
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Use this page when you need an invoice for work billed by time, such as consulting, design, development, repair, coaching, or support. The finished document should show who sold the work, who bought it, the invoice number, issue date, due date, line items, hourly rate, hours billed, subtotal, tax line if applicable, total due, payment terms, and remittance instructions.
An hourly invoice differs from a receipt, estimate, or quote. The invoice requests payment for completed work. A receipt proves payment received. An estimate gives a pre-work price expectation, and a quote usually gives a firmer pre-work offer. Keep those documents separate so the client, bookkeeper, and tax records can tell whether money is requested, promised, or already paid.
Start with a unique invoice number, the issue date, the due date, and full seller and buyer details. Add each line item with a service description, the hours billed, the hourly rate, and the line total. A clear line such as "Project management, 6.5 hours at $85 per hour" gives the approver a direct path from work performed to amount due.
Add a subtotal before tax, then list sales tax only when state and local rules require it for the sale. The United States does not use a national VAT or GST invoice regime, and there is no single national sales-tax rate. Service taxability varies by state and service type, so a tax line belongs on the invoice only after you confirm the applicable state and local rule.
Clients need enough context to approve the invoice, but they rarely need every timer note. Group time by project, service type, task, date range, or milestone, depending on how the client reviews work. A monthly support invoice can use one line for "Technical support, May 1 to May 31, 12 hours at $95 per hour" if the agreement allows summary billing.
Hourly invoices go wrong when billable and non-billable work blur together. Internal meetings, rework, admin time, travel, and research should follow the contract or policy that governs the job. Mark excluded time before invoicing so the invoice total matches the commercial agreement, not every minute recorded during the project.
A template is enough when you send occasional hourly invoices, bill one client, and already have approved hours in a separate record. It gives you a clean document, a clear total, and supporting information for bookkeeping. IRS Publication 583 treats invoices as supporting documents for business transactions and gross receipts, so keep copies with the time records behind them.
A managed workflow fits better when several people track time, rates differ by project or person, or non-billable work must stay out of the client charge. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports that separate billable time, non-billable time, billable amount, and cost.
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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No prescribed federal private-sector invoice form applies to ordinary business invoices in the United States. Businesses may use any recordkeeping system suited to the business if it clearly shows income and expenses. Federal contracts are the clearest national exception, because FAR rules define proper invoice fields for federal procurement.
Separate invoice lines make sense when the work has different rates, approval owners, projects, tax treatment, or contract categories. One summary line can work when the client approved the hours elsewhere and the rate is the same. The invoice should let the buyer confirm the charge without rebuilding the entire timesheet.
Sales tax belongs in its own line after the subtotal when the sale is taxable under the applicable state and local rules. The United States has state and local sales and use tax, not a national VAT or GST invoice regime. Service taxability varies by state and service type, so confirm the rule before adding tax.
A Taxpayer Identification Number or EIN usually travels through Form W-9 when a payer needs it for IRS information returns. Ordinary private-sector invoices do not require a national VAT or GST registration number because the United States has no national VAT or GST invoice regime. Federal contract invoices include a TIN only when agency procedures require it.
Mixing billable and non-billable time causes avoidable disputes. The invoice should follow the contract, purchase order, or client approval process for chargeable work. Remove excluded internal work before sending the invoice, and keep the supporting time record available in case the client asks for detail.
Everhour lets admins set project billing status, mark specific tasks non-billable, use custom task rates, and apply member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so the invoice starts from chargeable work instead of an edited spreadsheet.
Track approved hours, rates, and non-billable work before billing. Everhour gives teams invoice-ready time records with clearer billable amounts.
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