Everhour separates UX billable rates from internal costs, giving design teams cleaner inputs for client invoices.
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A UX designer invoice should identify the client, project, invoice number, invoice date, payment terms, line items, taxes or reimbursable expenses, and remittance details. United States private-sector invoices do not follow one prescribed federal format. For ordinary businesses, invoices mainly support records, contracts, and client payment review, while state and local sales-tax rules decide whether tax applies.
The useful outcome is a document the client can match to the proposal, statement of work, or purchase order. A UX invoice commonly lists discovery research, usability evaluation, wireframes, prototypes, design-system work, or implementation support. The invoice should also separate fees from reimbursed costs, such as research incentives, travel, software, or participant recruitment expenses.
UXPA describes UX work as researching, designing, and evaluating the user experience of products and services. Those categories make strong invoice line labels because they connect the bill to recognizable project work. A line can read, "Usability evaluation, checkout prototype, 12 hours at $125 per hour," or "Design phase, mobile onboarding wireframes, fixed fee."
Phased billing also works well for UX projects. UXPA names Analysis, Design, Implementation, and Deployment as typical methodology phases, so milestone invoices can use those labels when they match the agreement. The invoice should follow the written scope first. AIGA and Graphic Artists Guild resources treat pricing, rights, deliverables, and fees as agreement topics before the work starts, not cleanup items after delivery.
AIGA's standard design-services terms use invoices payable within 30 days of receipt as an industry contract convention, but the actual due date comes from the client agreement. AIGA's terms also use a 1.5% monthly service charge on overdue balances, limited by applicable law, only when that term appears in the agreement. Put late fees on the invoice only if the contract supports them.
UX research creates one extra invoicing issue: backup detail should prove the cost without exposing participant identities. UXPA requires privacy, confidentiality, anonymity, and informed consent for study data. Participant incentives should appear as transparent reimbursable costs, and the supporting records should avoid identifiable participant information. Sales tax also requires local treatment. The United States has no national VAT or GST invoice regime.
A one-off invoice works for a solo UX designer billing a small project, a deposit, or a single research sprint. It is enough when the scope is simple, the rate is fixed, and the client only needs a clean document for payment. Keep the proposal, approvals, receipts, and invoice together so the record shows income, expenses, and the source of gross receipts.
A managed workflow becomes useful when several UX designers bill different rates across clients, projects, or phases. Everhour can separate cost and billable rates, apply per-person defaults and per-project overrides, preserve dated rate history, and price billable work by project, member, or task. That structure keeps UX billing aligned with the agreement instead of rebuilding invoice math from scattered notes.
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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UX invoices commonly list research, evaluation, and design work because UXPA defines UX professional work around those activities. Clear lines include discovery interviews, usability testing, journey mapping, wireframes, prototypes, design-system components, and implementation review. Match each line to the approved scope so the client sees the work category, deliverable, rate basis, and billing period.
Participant incentives can appear as reimbursable research costs when the client agreement allows them. UXPA says practitioners should avoid excessive or inappropriate financial inducements for UX activities, so incentives need transparent, defensible handling. The invoice can show the total incentive cost while backup records protect participant privacy, confidentiality, and anonymity.
A United States UX designer invoice does not use a national VAT or GST line because the United States has no national VAT or GST invoice regime. Sales and use tax depends on state and local rules, nexus, the service type, and where the sale is sourced. California and Texas treat services differently, so check the relevant state rule before adding tax.
Thirty-day payment terms are a design-industry contract convention, not a universal private-sector invoice rule. AIGA's standard design-services terms use invoices payable within 30 days of receipt, but client agreements can set a different payment date. For covered freelance work in New York City, qualifying agreements worth $800 or more in 120 days must be written and state the payment date.
Phased UX invoices should follow the agreement and name the work in client-recognizable stages. Analysis, Design, Implementation, and Deployment can work as milestone labels when they match the project plan. Each line should show the phase, deliverable, fee type, billing period, and reimbursable costs. Avoid inventing phases on the invoice that the client did not approve.
Everhour separates internal cost rates from client-facing billable rates, so reports can calculate cost, revenue, and profit without mixing them. Teams can set default per-person rates, override rates by project, preserve dated rate changes, and price billable UX work by project, member, or custom task rate.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time, preview the breakdown, and group line items by project, task, person, date, or another available structure before sending the invoice into QuickBooks Online, Xero, or FreshBooks.
Track UX rates, phases, and billable work in one place. Everhour connects approved time, rate history, expenses, and invoice creation for cleaner client billing.
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