Everhour supports nonprofit billing workflows with tracked time, rates, reporting, and invoices connected to project work.
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A nonprofit invoice fits program service fees, member benefits, event charges, sponsorship deliverables, facility use, tuition, admissions, registration fees, and government-agency contract payments. These payments directly benefit the payer, so the document should read like a payment request with a description, date, amount due, payment terms, and the organization's payment details.
Voluntary contributions use a different record. A charitable gift is documented with a receipt, letter, email, or other written acknowledgment rather than an invoice for services sold. For a single monetary or noncash contribution valued at $250 or more, the donor needs a contemporaneous written acknowledgment to claim a federal charitable deduction.
A nonprofit invoice should not turn every payment into a donation. Membership dues that reasonably match member benefits are program service revenue, while any amount above the fair market value of goods or services is treated as a contribution. Fundraising event tickets follow the same split: the retail value of the meal, ticket, or benefit is sale revenue, and the excess is contribution revenue.
Quid pro quo payments need special care. If a donor pays more than $75 partly as a contribution and partly for goods or services, the charity must provide a written disclosure saying the deductible amount is limited to the excess over the value received. The disclosure also needs a good-faith estimate of the value of those goods or services.
A useful nonprofit invoice shows the payer, organization name, invoice number, issue date, due date, service or deliverable, quantity or period, amount, payment terms, and contact details. For a grant reimbursement request, attach or reference source documentation that supports the amount, source, and expenditure of federal funds when the award requires it.
Sales-tax treatment belongs in the setup, not as an afterthought. The United States does not use a national VAT or GST invoice regime, and federal nonprofit or 501(c) status does not automatically settle sales-tax treatment. State rules control exemptions and collection duties. Texas, for example, generally requires exempt organizations to get a sales tax permit and collect tax on goods and taxable services they sell unless a limited exception applies.
A one-off invoice works for a single workshop fee, room rental, sponsorship installment, or simple contract deliverable. It is enough when the price is fixed, the payer already approved the terms, and the nonprofit only needs a clean document for payment and records.
A managed workflow fits grants, contracts, and service programs that rely on staff time, dated rates, project budgets, or recurring reimbursement. Everhour can price billable work by project, member, or task, separate cost and billable rates, preserve dated rate history, and keep invoice amounts connected to tracked nonprofit work instead of rebuilt from spreadsheets.
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 nonprofit should not invoice a voluntary contribution as if it sold services. Charitable gifts use a written acknowledgment. For a single contribution valued at $250 or more, the acknowledgment should include the organization name, cash amount or property description, and either a no-goods-or-services statement or a description and good-faith value estimate for anything provided.
Invoices fit earned or contract-based revenue, including program service fees, tuition, admissions, registration fees, facility use, sponsorship deliverables, and government-agency contracts. These payments directly benefit the payer. Donations, grant acknowledgments, and charitable receipts need separate wording because they document a contribution rather than a sale.
Sales-tax treatment is state-specific and not automatic. Federal nonprofit or 501(c) status does not by itself remove sales-tax duties. A nonprofit selling goods or taxable services must check the state and local rules that apply to the sale, exemption status, registration requirements, and the customer's location.
A grant reimbursement request can look like an invoice, but it needs award-specific support. Federal award records must identify the amount, source, and expenditure of federal funds and be backed by source documentation. Under the federal reimbursement method, payment is due within 30 calendar days after receipt unless the request is reasonably believed to be improper.
The common mistake is mixing the fair market value of benefits with the deductible contribution amount. Membership benefits, event meals, tickets, and other goods or services need a good-faith value estimate when required. The donor's Social Security number or tax identification number is not required on a contemporaneous written acknowledgment.
Everhour separates internal cost rates from client-facing billable rates, with default per-person rates and per-project overrides. A nonprofit can price contract or grant work by project, member, or custom task rate, then preserve dated rate changes so older reports keep the original calculations.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses, excludes non-billable work, and can group invoice lines by project, task, person, date, or other available breakdowns.
Track approved nonprofit time by project, member, or task, then carry dated rates into billing. Everhour keeps contract and grant invoice amounts tied to the work behind them.
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