Everhour turns tracked billable time and expenses into invoices, while project coordinators keep scope, milestones, and terms clear.
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A project coordinator invoice should show the client exactly which coordination work is being billed. Common lines include schedule updates, milestone tracking, stakeholder communication, documentation, resource coordination, and task follow-up. The invoice should include the client name, project name, invoice number, invoice date, due date, payment terms, line items, rates, reimbursable expenses, tax treatment where applicable, and total due.
Project coordination is often scoped before billing. You may price a week of coordination hourly, bill a completed milestone, or invoice a fixed project phase. A simple line can read: "Stakeholder coordination and weekly status reporting, 12 hours at $40 per hour." A milestone line can read: "Project documentation package, fixed fee, $1,250." The better format is the one that matches the contract and the client's approval process.
Freelance project coordinators commonly bill hourly or by milestone. Hourly billing fits ongoing coordination, meeting follow-up, schedule maintenance, and task tracking. Milestone billing fits a defined deliverable, such as a documentation package, progress reporting setup, stakeholder coordination phase, or resource planning phase. Each invoice line should connect to the approved scope, not just describe generic admin work.
Marketplace examples place many project coordinators between $25 and $45 per hour, with entry-level rates commonly listed at $25 to $35 per hour, intermediate rates at $35 to $45 per hour, and expert rates at $45 to more than $60 per hour. Fixed project examples often range from $500 to $5,000 depending on documentation, reporting, stakeholder coordination, and resource management scope. Your invoice should use the rate or fee agreed with the client.
Payment terms belong on the invoice because they tell the client when the payment clock starts. Net terms are contract-specific, and "net" means the payment period starts when the invoice is sent. A project coordinator invoice can also include an approved deposit, a remaining balance, reimbursable expenses, and a late-fee term if the contract allows it. Late fees are usually written as a flat fee or a percentage.
United States private-sector invoices do not follow a single federal invoice-format statute or national VAT/GST invoice regime. Invoices are supporting documents for business records, while sales and use tax obligations depend on state and local rules, nexus, product or service taxability, and the place of sale. For United States-based project coordinator work, treat sales-tax registration and collection as state-level questions rather than a profession-wide rule.
A one-off invoice tool is enough when you need to bill one client for a defined phase, export a clean invoice, and keep a copy for your records. It works well for a single project kickoff, a documentation package, or a short milestone with a fixed price. The invoice still needs complete client details, clear scope lines, payment terms, and any tax or expense treatment required by the contract.
A managed workflow becomes necessary when billable time, expenses, approvals, and invoice status need to stay connected across projects. Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices, calculates amounts from rates while excluding non-billable work, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status syncing back to Everhour.
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 project coordinator invoice should include client details, project name, invoice number, invoice date, due date, payment terms, line items, rates or fixed fees, reimbursable expenses, tax treatment where applicable, and total due. Line items should connect to the project scope, such as schedule tracking, milestone reporting, stakeholder coordination, documentation, or resource management.
Hourly billing fits ongoing coordination work with variable time, such as meetings, follow-up, status reporting, and task tracking. Milestone billing fits a defined deliverable or phase, such as a documentation package or stakeholder coordination setup. The invoice should follow the contract, because the approved scope decides whether time, deliverables, or both appear on the bill.
United States project coordinator invoices do not use a national VAT or GST invoice regime. State and local sales and use tax rules control whether tax registration, collection, or a tax line applies. Service taxability varies by state and service type, so an invoice should not add a generic VAT or GST field unless the client or jurisdiction specifically requires it.
A project coordinator can use an estimate and deposit when the client agrees to those terms before work starts. Deposits are common for project work with upfront time or resource commitments. The invoice should show the deposit paid, the remaining balance, and the contract terms that control when the next payment is due.
Vague line items delay approval because the client cannot connect the charge to the project plan. Lines such as "project work" or "admin support" create questions. Clear lines name the task, period, milestone, or deliverable, such as "Weekly schedule maintenance and milestone status reporting, March 1-7, 2026."
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, using project or member rates while excluding non-billable tasks. Project coordinators can group invoice line items by project, task, person, date, or another available breakdown, then export invoices to QuickBooks Online, Xero, or FreshBooks.
Track approved project coordination time, expenses, and invoice status in Everhour, then turn billable work into client-ready invoices with accounting export.
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