Everhour turns tracked billable work into invoices, giving small businesses cleaner billing without rebuilding time records by hand.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
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Small-business owners need invoices that identify the sale, explain the amount due, and give the customer clear payment instructions. A practical invoice includes your business name, customer details, invoice number, invoice date, line items, payment terms, and remit-to information. Line items should show the goods or services sold, quantity, unit of measure, unit price, and extended price.
United States private-sector invoices do not follow one federal invoice-format statute or a national VAT/GST invoice regime. For federal tax records, invoices function as supporting documents that help show income and expenses. Your invoice format can fit your business, but the records must clearly support gross receipts, deductions, and other tax items reported on a return.
A service business commonly invoices by hour, project, milestone, or recurring package. A product business commonly lists SKUs or item descriptions, quantities, shipping terms, and any separate fee. A repair shop, agency, consultant, or local contractor often needs both labor and materials on one invoice, with enough detail for the customer to approve the charge without asking for a replacement.
Payment terms should match the customer relationship and the underlying agreement. Net 15 and net 30 are common business choices, but the contract controls when one exists. For federal contracts, FAR rules define proper invoice fields more specifically, including contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, payment terms, remittance details, and required supporting documentation.
Sales tax on an American small-business invoice depends on state and local rules, product or service taxability, nexus, and the place of sale. The United States has no single national sales-tax rate and no VAT/GST registration number for ordinary invoices. Washington, for example, has a 6.5% state sales-tax portion plus a local portion that varies by city or county.
Service taxability also varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories. A small business should separate tax from the sale amount when tax applies, keep the invoice with supporting records, and retain records as long as needed to prove tax return items.
A free invoice tool works well for a one-off sale, a first client, or a simple monthly bill with a few line items. It gives you a finished document, a consistent invoice number, payment terms, and a clear total. That is enough when you already know the hours, expenses, tax treatment, and customer details before you start.
A managed workflow becomes better when invoices depend on tracked billable time, project rates, expenses, approvals, or accounting handoff. Everhour Billing & Invoicing converts uninvoiced billable time and expenses into invoices, applies project or member rates, excludes non-billable tasks, and can export invoices to QuickBooks Online, Xero, or FreshBooks as drafts for accounting follow-through.
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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Start with the seller name, customer name, invoice number, invoice date, line-item description, quantity, unit price, total due, payment terms, and remittance details. Add contract, quote, purchase order, or project references when the customer uses them for approval. Federal contract invoices require more specific fields under FAR rules.
A federal tax ID is not a universal private-sector invoice field in the United States. Businesses commonly provide a Taxpayer Identification Number through Form W-9 when a payer needs it for IRS information reporting. Federal contract invoices include a TIN only when agency procedures require it.
List sales tax separately when the sale is taxable and you are required to collect it. State and local rules control the rate, nexus threshold, and taxability of the product or service. The invoice should avoid a VAT or GST field unless the transaction actually falls under a jurisdiction that uses those taxes.
Use the payment term agreed with the customer, such as due on receipt, net 15, or net 30. The term should appear next to the due date or payment instructions so the customer sees the deadline immediately. For most federal contracts, payment is generally due 30 days after receipt of a proper invoice or acceptance, whichever is later.
Federal agency invoices need closer field discipline than most private-client invoices. FAR proper-invoice rules require contract or order references, line-item descriptions, quantities, unit and extended prices, shipping and payment terms, remittance details, and required documentation. Federal construction progress payments generally follow a 14-day due-date standard after a proper payment request reaches the billing office.
Everhour Billing & Invoicing lets a business select uninvoiced time and expenses, preview the breakdown, and generate an invoice from billable rates while excluding non-billable tasks. Invoice data can be grouped by project, task, person, date, or another available breakdown before export to QuickBooks Online, Xero, or FreshBooks.
Everhour Reporting connects logged time, budgets, costs, invoice status, and project data in customizable reports. A small-business owner can review billable time, non-billable time, labor cost, revenue, profit, and invoice status in one reporting layer before sending records to a client or accountant.
Track approved time, expenses, rates, and invoice status in Everhour so small-business billing moves from scattered records to a repeatable invoicing workflow.
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