Everhour tracks billable time by project and task, then supports the invoice details hourly work needs.
Fill in your details, add line items, hit Print when ready.
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An hourly invoice turns approved work time into a document the client can review, approve, and pay. It should show who sold the work, who bought it, the invoice number, issue date, due date, line items, rates, tax treatment, total due, payment terms, and remit-to details. For hourly services, the line item needs a clear description of the work period or task, the quantity of hours, and the hourly rate.
Use the invoice as a billing record, not a time log dump. A client needs enough detail to connect the charge to the project agreement, but too many raw entries can slow approval. A practical line might read: "Website QA, March 1, 2026 to March 15, 2026, 12.5 hours at $85 per hour." Keep backup timesheets available for disputes, audits, and internal review.
A complete hourly invoice starts with seller and buyer names, addresses, contact details, a sequential invoice number, invoice date, due date, and payment instructions. Each hourly line should include a service description, time period, hours, rate, and extended amount. Add subtotal, discounts if any, tax line, total due, currency, and payment terms. The invoice should also distinguish current charges from deposits, credits, reimbursable expenses, or previously invoiced work.
United States private-sector invoices do not follow one prescribed federal format, and the United States does not use a national VAT or GST invoice regime. For ordinary businesses, invoices serve as supporting documents for business records and contracts. Sales and use tax depend on state and local rules, nexus, product or service taxability, and where the customer receives the goods or services.
Hourly billing fails when every tracked hour lands on the invoice by default. Client-facing work, approved meetings, paid revisions, and billable project management may belong on the invoice. Internal admin, sales calls, rework outside the client agreement, training, and non-chargeable research often belong in the project record only. Marking the difference before invoicing protects the client relationship and keeps revenue reporting clean.
Set the billing rule before work starts. Decide whether the client pays one project rate, different member rates, or task-specific rates. Name the non-billable categories clearly, such as "internal review" or "proposal work," so a manager can audit them later. A clean hourly invoice reflects the contract, the approved hours, and the rate structure, rather than every timer entry a team created.
A free invoice tool is enough when you need a single PDF for a small job, especially if the hours, rate, buyer details, and tax treatment are already confirmed. It is also enough for a solo invoice that does not need approval history, recurring review, project reporting, or accounting export. Keep the source time records with the final invoice so the charge remains explainable later.
A managed workflow becomes the better choice when tracked billable time and project costs need to flow into invoices regularly. Everhour can separate billable and non-billable time, apply project, member, or custom task rates, and report billable amount, non-billable time, and cost. That structure gives managers a cleaner path from approved work to client billing.
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An hourly billing invoice should include seller and buyer details, invoice number, invoice date, due date, payment terms, service descriptions, the billing period, hours worked, hourly rate, subtotal, tax line if applicable, total due, and remit-to instructions. The invoice should also show discounts, credits, or reimbursable expenses separately from hourly labor.
An hourly invoice requests payment from the client. A timesheet supports the invoice by showing the time entries behind the charge. Keep them separate: the invoice should be readable as a billing document, while the timesheet should preserve dates, tasks, comments, approvals, and non-billable exclusions for review.
United States hourly invoices do not use a national VAT or GST rule. Sales and use tax depends on state and local law, the service type, nexus, and the place of sale. Some services are taxable in one state and exempt in another. Apply the tax rule for the buyer, service, and jurisdiction involved.
Non-billable hours usually should stay off the amount due. They can remain in internal reports for margin, utilization, and project review. If a client expects transparency on non-chargeable work, show it as a separate memo line or supporting report, clearly marked as not included in the invoice total.
The most common mistake is sending a total that does not match the approved time record. Disputes also start when the invoice uses vague descriptions, mixes billable and non-billable work, applies the wrong hourly rate, or adds tax without confirming the state and local rule for that service and buyer.
Everhour lets admins set project billing status, mark specific tasks as non-billable, apply custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so invoice totals come from the right approved work.
Everhour Billing & Invoicing lets users select uninvoiced time and expenses, preview the breakdown, and generate invoices from billable time, rates, and billable expenses. Invoice data can be grouped by project, task, person, date, or another available breakdown before export.
Track approved hours, separate non-billable work, and turn project time into client-ready invoices. Everhour keeps billing records tied to rates, reports, and invoice status.
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