Client project billing needs clean time, rates, and tax decisions. Everhour keeps billable work tied to project invoices.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
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A client project invoice turns approved work into a bill the client can review, approve, and pay. The invoice should identify the seller and buyer, include a unique invoice number, show the issue date and due date, describe the project work, list quantities and rates, state the subtotal, show any applicable sales tax, and give the total amount due.
For service projects, line items need enough detail to match the contract or statement of work. A line such as "Website redesign, sprint 3, 18 hours at $125 per hour" gives the client a clearer audit trail than "consulting services." Add payment terms, remittance details, and any purchase order or project reference the client requires for approval.
Client projects often use different pricing rules inside the same business. One project may bill by hourly member rate, another by fixed fee, and another by task type. The invoice should follow the agreed billing model, since a blended rate, senior consultant rate, or non-billable project-management line changes the amount the client expects to see.
Keep internal cost separate from the client-facing billable rate. Cost shows margin; billable rate creates the invoice amount. A designer who costs $55 per hour and bills at $110 per hour should not have both numbers visible on a client invoice. The client document needs the billable basis, while internal reports need the cost basis for profitability.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations come from state and local rules, and service taxability varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories.
Private-sector invoices also do not follow one prescribed federal format. For federal tax records, invoices act as supporting documents that show business transactions, gross receipts, and income sources. Federal contracts are different: FAR 32.905 defines proper invoice fields, and FAR 32.904 generally uses a 30-day payment timing standard for most federal contract invoice payments.
A simple invoice tool is enough when you need to bill one client project, send a PDF, and keep the record with the contract. It works for a single fixed-fee milestone, a small hourly job, or a project where someone already reviewed the hours and rates before the invoice was created.
A managed workflow fits recurring client work, multiple contributors, rate changes, and projects with billable and non-billable tasks. Everhour can price billable work by project, member, or task, separate cost and billable rates, and preserve dated rate history so approved time, rates, and invoices stay aligned.
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 client project invoice needs seller and buyer details, invoice number, issue date, due date, project reference, line-item descriptions, quantities, rates, subtotal, applicable tax line, total due, payment terms, and remittance details. Add a purchase order number when the client requires one for approval.
Use the billing model in the contract or approved statement of work. Hourly lines work for time-and-materials projects because the client needs hours, rates, and work descriptions. Milestone lines work for fixed-fee projects because the trigger is delivery or approval, not the number of hours worked.
United States client project invoices do not use a national VAT or GST registration number. Sellers that make taxable sales may need state-level sales-tax registration, such as a seller's permit or sales-tax account, depending on the state, nexus, product or service taxability, and place of sale.
Mixed billing bases create disputes. A client who approved project-level pricing will question an invoice grouped by individual worker, and a client who approved hourly work will question a flat milestone line without detail. Match invoice grouping to the contract, approved scope, and the client's approval process.
Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, and can apply dated rate changes so older reports keep their original calculations. Billable projects can use project rates, member rates, or custom task rates depending on how the client project is priced.
Everhour turns tracked billable time and expenses into invoices from uninvoiced work, calculates amounts from rates and billable expenses, and excludes non-billable work. Invoice line items can be grouped by project, task, person, date, or another available breakdown the client expects.
Track approved project time, rates, and billable work before invoices are created. Everhour keeps client project billing connected to cost, rates, and invoice-ready records.
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