NGO billing often follows grant or contract rules. Everhour turns tracked billable time and expenses into invoices.
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An NGO invoice usually supports a grant reimbursement, contract payment, membership fee, event charge, or service arrangement. The goal is a document that tells the payer who billed them, which award or contract applies, which costs are being requested, and which records support the amount. For U.S. private-sector invoices, no single federal invoice-format statute applies, so the agreement and payer requirements drive the layout.
Federal awards need tighter support than ordinary client invoices. Payment requests can use advance payments, reimbursement, or working capital advances, depending on the award and recipient systems. Reimbursement requests under a U.S. federal award must be paid within 30 calendar days after receipt unless the agency or pass-through entity reasonably believes the request is improper. Clean invoice detail reduces that risk.
A useful NGO invoice starts with payer details, NGO legal name, invoice number, invoice date, payment terms, award or contract identifier, service period, line items, cost categories, and remittance instructions. Grant-funded invoices often separate personnel, travel, supplies, subcontractors, and indirect costs so the payer can compare the request with the approved budget.
Costs charged to U.S. federal awards must be necessary, reasonable, allocable, consistent with award limits and accounting policies, and adequately documented. Salary and wage charges need records that reflect the work performed, especially when employees split time across awards or activities. For nonexempt employees, federal award support also needs the total number of hours worked each day.
Donation paperwork is different from invoice paperwork. A U.S. donor who gives $250 or more needs a contemporaneous written acknowledgment with the organization name, cash amount or property description, and a statement about goods or services provided. If goods or services were provided, the acknowledgment needs a good-faith value estimate.
A payment over $75 that is partly a contribution and partly for goods or services needs a written quid pro quo disclosure. The disclosure states that the deductible amount is limited to the payment amount above the value received and gives a good-faith estimate of that value. Treating those payments like ordinary invoices creates confusion for donors and finance reviewers.
A one-off invoice app is enough for a single membership charge, event sponsor invoice, or simple reimbursement request where the cost backup already exists. Enter the award reference, service period, approved cost categories, payment terms, and contact details, then keep the invoice with the support file. Federal award financial records and supporting documentation generally need a 3-year retention period after the required report submission, with stated extensions for audits, claims, litigation, or agency notices.
A managed workflow fits recurring grants, multi-program staff time, pass-through expenses, and contract billing. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, excludes non-billable tasks, and supports client settings, invoice customization, and export to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
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 grant reimbursement invoice should include the NGO name, payer details, invoice number, invoice date, award or contract identifier, service period, cost categories, line items, payment terms, and remittance details. For U.S. federal awards, keep the invoice tied to records that show costs were necessary, reasonable, allocable, consistent with award limits, and adequately documented.
Use separate documents when tax substantiation matters. A U.S. charitable contribution of $250 or more needs a contemporaneous written acknowledgment, not a standard sales invoice. A payment over $75 that combines a contribution with goods or services also needs a written quid pro quo disclosure that estimates the value received.
Sales tax depends on state and local rules, nexus, product or service taxability, and where the sale occurs. The United States has no national VAT or GST invoice regime. A nonprofit exemption does not automatically remove every sales-tax obligation, so the invoice should follow the applicable state rules for that transaction.
The most common delay comes from invoice lines that do not match the award, contract, budget category, or support records. A reimbursement request for staff time should connect the service period, employee work records, cost objective, and billed amount. A payer can treat a request as improper when the documentation does not support the charge.
Indirect costs can appear when the award or contract allows them and the organization applies the rate consistently. For U.S. federal awards, recipients and subrecipients without a current federally negotiated indirect cost rate may elect a de minimis indirect cost rate of up to 15% of modified total direct costs until they obtain a negotiated rate.
Everhour Billing & Invoicing lets teams select uninvoiced billable time and expenses, preview the breakdown, and generate invoices without rebuilding timesheets manually. It calculates invoice amounts from rates and billable expenses, excludes non-billable work, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
Everhour reporting gives admins columns for billable time, non-billable time, billable amount, cost, invoice status, and related project details. Reports can be exported as CSV, Excel/XLSX, or PDF, giving finance teams a practical file to pair with grant, contract, or client invoice support.
Track approved time and expenses by program, project, or contract, then generate invoices from the same records. Everhour keeps billing detail connected from work logs to accounting export.
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