Everhour turns tracked billable time into invoices, while federal contract billing demands proper invoice fields and acceptance timing.
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Use this page to build an invoice for work billed under a government contract, especially a federal procurement where the invoice must support agency review. The goal is a document the billing office can read without guessing: who billed, which contract or order applies, which goods or services were delivered, which period or date the charge covers, and where payment should go.
For ordinary United States private-sector invoices, no single federal invoice-format statute or VAT/GST invoice regime applies. Federal contracts are different because FAR 32.905 defines proper invoice fields. Treat the contract, order, agency instructions, and FAR requirements as the source of truth before sending the invoice, because missing references or weak line-item detail can delay acceptance and payment.
A federal contract invoice should identify the contractor name and address, invoice date and number, contract or order reference, descriptions, quantities, unit prices, extended prices, shipping and payment terms, remittance details, and a contact for defects or questions. FAR 32.905 also includes TIN or EFT banking data when agency procedures require them.
Line items need enough detail to connect the charge to the accepted work. A services invoice can list the contract line item number, labor category, work period, quantity of hours, rate, extended price, and any approved reimbursable expense. A goods invoice can list item descriptions, quantities, unit prices, shipping terms, and delivery references. Keep estimates, quotes, receipts, and invoices separate because each document serves a different step.
For most federal contract invoice payments, FAR 32.904 sets the due date as the later of 30 days after the billing office receives a proper invoice or 30 days after government acceptance of the goods or services. Some food and construction payments use shorter timelines, so contract terms and the applicable FAR rule need a direct check before you set expectations.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are imposed by states and local jurisdictions, and taxability depends on nexus, product or service type, and place of sale. There is no United States VAT/GST registration number for invoices. A seller that makes taxable sales may need a state seller permit or sales-tax account where required.
A free invoice tool is enough when you need a one-off PDF, already know the contract references, and can enter every field from the award documents. It also works when the billing period has a small number of clear line items and no need to reuse time, expense, or approval data later.
A managed workflow fits recurring government contract billing because tracked billable time, project expenses, approvals, rates, and invoice status need to stay connected. Everhour Billing & Invoicing turns tracked billable time and expenses into invoices, excludes non-billable work, applies rates, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
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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FAR 32.905 lists contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, shipping and payment terms, remittance details, and defect-contact details. TIN or EFT banking data belongs on the invoice when agency procedures require it.
For most federal contract invoice payments, FAR 32.904 uses the later of 30 days after the billing office receives a proper invoice or 30 days after government acceptance of the goods or services. Some food and construction payments have shorter timelines, and the contract can add agency-specific billing procedures.
A United States government invoice does not need a national VAT or GST number because the United States does not use a national VAT or GST invoice regime. Sales and use tax obligations come from state and local rules, with taxability based on nexus, product or service type, and place of sale.
Missing contract or order references delay review because the billing office cannot match the invoice to the award and accepted work. Weak line-item detail creates the same problem. Each line should connect to the contract structure, the delivered goods or services, the billing period, quantity, rate, and extended price.
Treasury's Invoice Processing Platform is a federal-agency and vendor system, not a general private-sector e-invoicing mandate. OMB directed federal agencies to transition appropriate federal procurements to electronic invoicing by the end of FY 2018, but that direction applies to federal procurements.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, and excludes non-billable work. Teams can use client settings, invoice customization, and exports to QuickBooks Online, Xero, or FreshBooks with invoice status syncing back to Everhour.
Everhour reporting can show billable time, non-billable time, billable amount, cost, invoice status, and project details in custom reports. Reports can be downloaded as CSV, Excel/XLSX, or PDF for internal review before a contract invoice is finalized.
Track approved billable time, expenses, rates, and invoice status in Everhour, then turn that billing data into cleaner contract invoices with less re-entry.
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