Everhour turns staffing time data into reports and invoices, while agency billing still depends on client agreements.
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Staffing agencies use invoices for several billing models: temporary or contract labor, permanent placement fees, outsourced work, and HR consulting. A client approving a warehouse assignment needs different detail than a client paying a search fee. Put the engagement type, assignment dates, worker role or labor category, and client reference on the invoice so the approver can match the charge to the agreement.
For time-based staffing work, the invoice usually needs worker or role, workweek, regular hours, overtime hours, rate, markup or bill rate, and total. For placement or consulting work, use a fee line tied to the contract trigger, such as accepted offer, start date, milestone, or project phase. Keep payment terms, late-fee terms, and approval rules aligned with the client agreement.
U.S. staffing companies commonly bill across industrial, office-admin, professional-managerial, engineering, IT, scientific, and health care roles. Different labor categories often carry different bill rates, so a single blended line can create approval questions. List the assignment or role clearly, especially when the invoice combines multiple workers, shifts, or locations under one client.
For covered nonexempt employees, the FLSA requires overtime pay after 40 hours in a workweek at not less than 1.5 times the employee's regular rate. Higher applicable state standards control where they apply. Weekend, night, and double-time premiums are agreement-based under the FLSA unless another applicable law or contract requires them, so label those charges as the contract defines them.
The United States has no national VAT or GST invoice regime and no prescribed federal private-sector invoice form. For ordinary business invoices, content is mainly a recordkeeping and contract matter. Invoices still support gross receipts and expenses, so use consistent invoice numbers, issue dates, client names, service descriptions, quantities, rates, totals, and payment terms.
Sales and use tax treatment depends on state and local rules, nexus, the service type, and where the sale occurs. A staffing agency should avoid adding a generic tax line by habit. Use the applicable state sales-tax account or seller permit where required, and collect a TIN or EIN through Form W-9 or client procedures when the payer needs it for information reporting.
A free invoice is enough when you need a single bill for one placement fee, one weekly assignment, or one consulting milestone. It works when the approved hours already exist, the client agreement is simple, and no one needs recurring reports by worker, role, project, office, or client.
A managed workflow becomes the better fit when staffing hours feed billing every week. Everhour Reporting gives teams customizable reports with more than 45 columns, grouping, filters, date ranges, exports, and scheduled email delivery. That lets an agency review billable time, non-billable time, invoice status, costs, and project details before the invoice reaches 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 time-based staffing invoice should show the client, assignment dates, worker or labor category, regular hours, overtime hours, bill rate, premium rate if the agreement uses one, subtotal, taxes if applicable, and payment terms. Add the client purchase order, worksite, supervisor approval, or department code when the agreement requires those fields.
Separate lines prevent approval disputes. For covered nonexempt employees, the FLSA requires overtime pay after 40 hours in a workweek at not less than 1.5 times the employee's regular rate, with higher applicable state standards controlling where they apply. Separate quantities also help clients audit the invoice against timesheets.
One invoice can include both if the client agreement allows combined billing and the approver can understand each charge. Use separate sections or line items for hourly assignments, permanent placement fees, consulting work, expenses, and discounts. Mixed billing becomes easier to review when each line names the contract trigger and service period.
No. The United States does not use a national VAT or GST invoice regime. A staffing agency may need state-level sales-tax registration for taxable sales in a specific state, but there is no U.S. VAT or GST registration number to place on ordinary private-sector invoices.
The most common practical mistake is sending totals without the approval detail the client expects. Missing workweek dates, role names, regular and overtime quantities, purchase order references, or supervisor approvals forces the client to reconstruct the invoice from timesheets and contract terms before payment can move forward.
Everhour Reporting lets staffing teams build reports with more than 45 columns, filters, grouping, date ranges, and export formats such as CSV, Excel/XLSX, and PDF. Agencies can review billable time, non-billable time, invoice status, cost, project, client, member, and task details before preparing the client invoice.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates and time, and excludes non-billable work. Invoice data can be grouped by project, task, person, date, or another available breakdown so the invoice matches the client's review format.
Track approved hours by client, role, and project, then use Everhour Reporting to review billing detail before invoices move to accounting.
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