Everhour tracks billable bookkeeping work by rate and project, while invoices keep recurring services, cleanup, and terms clear.
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Bookkeepers commonly bill for recurring monthly bookkeeping, one-time cleanup or setup work, and hourly advisory support. The invoice should match that structure. A monthly invoice can cover categorization, account reconciliation, month-end close, a trial balance, and financial reports such as a profit and loss report or balance sheet.
For one-time work, separate the cleanup or setup phase from ongoing service. A clear line can read: "Cleanup and chart-of-accounts setup, fixed fee, $1,200." Hourly work needs the hours, rate, and service description, such as "Advisory call and bank-feed review, 3 hours at $95."
A service invoice conventionally includes the bookkeeper's business information, client information, invoice number, invoice date, service descriptions, quantities or units, rates, total amount owed, applicable tax, and payment terms. Payment terms should state the due date, and any late-fee policy belongs on the invoice when the engagement includes overdue penalties.
United States private-sector invoices do not follow one prescribed federal invoice form, and the United States does not use a national VAT or GST invoice regime. Sales and use tax depends on state and local rules, nexus, service taxability, and place of sale. A seller permit or sales-tax account is state-level where required.
Bookkeeping invoices work best when they reflect the written engagement. The engagement should state what will and will not be done, known scope limits, fees, timetable, and termination rights. The invoice then confirms the billing event without reopening scope. This matters when cleanup, catch-up bookkeeping, payroll support, or advisory work sits beside a monthly retainer.
Tax preparation and filing should stay separate when those services are outside the bookkeeping engagement. A line such as "Monthly bookkeeping support and general tax-document organization" should not imply return preparation. Deposits can appear on an accepted estimate before work starts, and progress invoices can split larger cleanup work by milestone, stage, or percent complete.
A one-off invoice tool is enough when you need a single PDF for a fixed monthly bookkeeping fee, a cleanup deposit, or a simple hourly advisory charge. It works when the client count is small, rates rarely change, and you can confirm the invoice against the engagement letter before sending it.
A managed workflow fits retained bookkeeping, multiple clients, team members, and rate changes. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and prices billable work by project, member, or task. That gives bookkeepers cleaner billing records when tracked time feeds the invoice.
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 bookkeeping invoice should list the services tied to the engagement, such as transaction categorization, bank or credit-card reconciliation, month-end close, trial balance preparation, and financial reports. One-time cleanup, setup, and advisory work should appear as separate lines when they are billed separately from recurring monthly bookkeeping.
Monthly bookkeeping and cleanup can appear on the same invoice when the client agreed to both charges, but separate lines make the scope clearer. Cleanup often includes chart-of-accounts setup, bank connections, and correction of existing records, while monthly work commonly covers categorization, reconciliation, close, and reports.
United States bookkeeping invoices do not need VAT or GST details because the United States does not use a national VAT or GST invoice regime. Sales and use tax is handled by states and local jurisdictions. Service taxability varies by state and service type, so the tax line should follow the applicable state and local rule.
A bookkeeper can request a deposit when the engagement terms require payment before work starts. The estimate can show the deposit amount, payment terms, and cleanup line items, then convert into an invoice after acceptance. Larger cleanup projects can also use progress invoices tied to milestones, stages, or percent complete.
Ongoing bookkeeping commonly uses recurring monthly billing, so the invoice should state a due date that matches the engagement. Net 15, net 30, due on receipt, or a specific calendar date can work when the client agreed to it. Any late-fee policy should be disclosed on the invoice when it applies.
Everhour separates internal cost rates from client-facing billable rates, with default per-person rates and per-project overrides. Rate changes can be dated, so older bookkeeping reports keep their original calculations while current client work uses the updated project, member, or task rate.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. A team can select uninvoiced time, preview the breakdown, group invoice line items by project, task, person, or date, and exclude non-billable work from the invoice amount.
Track billable bookkeeping work by client and project, keep dated rate changes intact, and turn approved time into invoices with Everhour billing accuracy.
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