Everhour separates cost and billable rates, giving project managers cleaner billing data before invoices leave the team.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A project manager usually needs an invoice that turns approved scope into a payable document. The invoice should identify the client, project, invoice date, invoice number, payment terms, line items, taxes where applicable, and remittance details. For project work, the source document is commonly the SOW, estimate, or project budget, because those records define the deliverables, timetable, responsibilities, acceptance criteria, and payment terms.
The invoice can cover a deposit, a completed milestone, a scheduled billing period, or final delivery. A time-and-materials project may list labor hours at fixed rates plus actual materials. A fixed-price project may bill one agreed amount for a defined phase. A cost-reimbursement project should reflect allowable incurred costs under the contract and respect any approved ceiling.
Strong project invoices use line items that mirror how the work was sold and managed. Labor, consultant fees, software licenses, raw materials, equipment, travel, fixed items, and miscellaneous costs should stay separate when the client expects that detail. A sample line might read: Discovery workshop facilitation, May 4 to May 8, 12 hours at $125 per hour.
Task-level detail matters when the client reviews planned budget against actual spend. Project cost tracking commonly assigns labor and material costs to work-breakdown-structure tasks, then compares planned and actual totals. That structure gives the approver a direct path from invoice line to project record, which reduces disputes about scope, delivery, and charge ownership.
The billing trigger should match the SOW. Upfront payments fit deposits or kickoff fees. Milestone payments fit accepted deliverables, such as requirements signoff, design approval, deployment, or final handoff. Scheduled payments fit monthly retainers or long-running work. Due-on-receipt and net-day terms should appear clearly, with net-60 meaning payment is due within 60 days after the invoice is sent.
Late-payment terms belong on the invoice only when they match the contract or policy. A flat fee per overdue period and a percentage charge are both common contractual conventions, but the invoice should state the charge plainly. A project manager should also avoid mixing fixed-fee and time-and-materials logic in the same section unless the SOW authorizes that structure.
A free invoice tool is enough for a single client bill, a deposit request, or a clean milestone invoice based on a completed estimate. It gives you a finished document when the scope, rates, payment terms, and tax treatment are already known. It is less useful when several people log time across phases, clients expect task-level detail, or the same project needs recurring billing.
A managed workflow becomes the better fit when tracked billable time must feed the invoice. Everhour separates internal cost rates from client-facing billable rates, supports per-person defaults and per-project overrides, and can price billable work by project, member, or task. That matters when project managers need invoice amounts tied to approved time, dated rate changes, and margin reporting.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
The billing model should follow the approved SOW or estimate. Fixed-price billing works for a defined scope and agreed amount. Time-and-materials billing fits uncertain duration or scope because it bills labor hours at specified rates plus actual materials. Cost-reimbursement billing follows allowable incurred costs and usually has an approved ceiling.
Separate the costs the client needs to review or approve. Common project invoice lines include labor, consultant fees, materials, software licenses, equipment, travel, fixed items, and miscellaneous costs. Work-breakdown-structure tasks can also guide the layout when the client tracks planned versus actual spend by task or phase.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are state and local matters. Taxability depends on nexus, the product or service sold, the place of sale, and applicable state and local rules. A United States invoice should not invent a VAT or GST number.
Separate invoices are often cleaner when deposits, milestones, and final payment have different approval events. A deposit invoice can reference the accepted estimate or SOW. A milestone invoice should name the accepted deliverable or scheduled billing point. The invoice history then shows which part of the project each payment covered.
The most common approval problem is a line item that does not map back to the SOW, estimate, milestone, or project budget. The approver then has to ask which deliverable, task, or cost category supports the charge. Clear references, dates, quantities, rates, and payment terms reduce that back-and-forth.
Everhour separates internal cost rates from client-facing billable rates, so project managers can report labor cost, revenue, and profit without merging those numbers. Default per-person rates, per-project overrides, dated rate changes, and project, member, or task pricing keep invoices aligned with the way the client is billed.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices. Invoice data can be grouped by project, task, person, date, or another available breakdown, then exported to QuickBooks Online, Xero, or FreshBooks as a draft for accounting follow-up.
Track approved project time, preserve the right rates, and turn billable work into client-ready invoices. Everhour keeps billing tied to project records and margin reporting.
14-day free trial · No credit card · Cancel anytime
