Everhour separates cost and billable rates for SaaS work, while invoices still need clean subscription and usage detail.
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Use this page to prepare invoices for SaaS subscriptions, implementation fees, usage charges, and off-cycle adjustments. A typical invoice names the seller and customer, shows the billing period, lists recurring and one-time items, states currency, shows subtotal, tax, total due, amount paid, amount remaining, and payment status.
For a SaaS company, the invoice often follows the subscription contract. Monthly access, annual prepayment, setup work, and metered usage should appear as separate lines when customers need to approve charges. A line such as "Pro plan, 25 seats, June 1, 2026 to June 30, 2026" reads clearer than a vague software fee.
Recurring SaaS prices commonly run by day, week, month, or year, including intervals such as every 3 months. The invoice should show the billing period that the charge covers, especially for annual subscriptions, renewals, upgrades, and mid-cycle changes. Clear period dates reduce disputes over whether the customer paid for access already delivered or access still ahead.
Usage-based billing needs recorded usage events for the billing period. Keep the usage line tied to the unit the customer expects, such as seats, API calls, transactions, storage, or another contracted measure. One-time invoice items, including setup fees and off-cycle charges, belong outside the recurring subscription line so the customer can separate ongoing spend from non-recurring work.
United States private-sector invoices do not follow one national federal invoice format or a VAT/GST invoice regime. Invoices still matter as supporting documents for business records. Sales and use tax treatment depends on state and local rules, nexus, product or service taxability, customer location, seller registration, and whether the price is tax-exclusive or tax-inclusive.
Payment collection also shapes the invoice. A stored payment method can be charged automatically, while an emailed invoice needs payment instructions and a due date from the contract or billing settings. Failed subscription payments usually move through retry and dunning rules, with the subscription marked past due, unpaid, or canceled according to the billing policy.
A free invoice is enough for a single customer charge, a setup fee, or a manually approved subscription adjustment. It works when the source data is already final and no one needs a durable trail across sales, delivery, finance, and account management. Keep the invoice PDF and the underlying billing data together for later review.
A managed workflow fits better when SaaS billing depends on project work, implementation hours, support retainers, or customer-specific service rates. Everhour can price billable work by project, member, or custom task rate, while dated rate changes preserve older calculations. That gives finance cleaner billing inputs before invoices move to accounting.
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 SaaS invoice should show seller and customer details, customer tax IDs where applicable, currency, billing-period dates, line items, subtotal, tax totals, total due, amount paid, amount remaining, and payment status. Subscription invoices also need clear recurring charge dates, and usage-based invoices need the metered quantity charged for that period.
Yes. A SaaS invoice can include recurring subscription charges and one-time invoice items such as setup fees, off-cycle charges, or implementation fees. Keep each charge on its own line so the customer can see which amount repeats and which amount applies only once.
No. The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations come from state and local rules. A SaaS seller may need state-level sales-tax registration where taxable sales, nexus, and local rules require it.
Usage-based SaaS billing should show the unit the customer agreed to pay for, the billing period, and the charged quantity. A single total without the usage measure makes approval harder because the customer cannot tie the invoice back to seats, transactions, API calls, storage, or another contracted unit.
No. Invoice timing and revenue recognition are separate accounting questions. Under IFRS 15, revenue from customer contracts is recognized by identifying performance obligations, assigning the transaction price, and recognizing revenue as those obligations are satisfied, which can happen over time for SaaS services.
Everhour separates internal cost rates from client-facing billable rates, then supports default per-person rates and per-project overrides. SaaS teams can price implementation, support, or professional services by project, member, or custom task rate while dated rate changes keep older reports calculated with the correct historical rate.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices. Users can select uninvoiced time, preview the breakdown, group line items by the structure the customer expects, and export invoices to QuickBooks Online, Xero, or FreshBooks.
Track billable SaaS service work with dated rates, project overrides, and clean invoice inputs. Everhour keeps cost, revenue, and client billing aligned before invoices reach accounting.
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