Everhour keeps billable and non-billable time organized, while government invoices require contract-specific payment detail.
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Government invoice software should help you produce a payment request tied to the right contract, order, or authorization. For United States federal vendor payments, an invoice is a request for payment for property received or services rendered, and a contract can designate a receiving report or delivery ticket as the invoice. The important job is to match charges to the agency's billing instructions.
A strong government invoice includes the vendor name, invoice date, government contract or authorization number, vendor invoice or account identifier, descriptions, quantities, prices, shipping and payment terms, TIN unless agency procedures say otherwise, banking information unless waived or excluded, contact information, and any contract-required substantiation. Missing identifiers slow review because the billing office has to connect the request to the contract before payment can move.
Federal contractor invoices must identify the contract number or other authorization for the supplies delivered or services performed, including the order number and line item number where applicable. A service invoice might list "IT support, CLIN 0002, 42 labor hours, fixed hourly rate per contract" instead of a broad line such as "technical services." That detail gives the reviewer a direct path from the invoice to the award document.
Time-and-materials contracts need special care because billing is based on direct labor hours at contract-specified fixed hourly rates plus actual material costs. Materials can include direct materials, certain subcontracts, travel, other direct costs, and applicable indirect costs. Cost-reimbursement contracts using the Allowable Cost and Payment clause also have cadence limits: except for small business concerns, contractors may not submit payment requests more often than once every two weeks.
The most common mistake is treating a government invoice like a private-sector invoice with only a client name, amount due, and short description. Federal billing offices can return an improper invoice with reasons within 7 days after receipt, with shorter windows for certain food products. A missing contract line item, incomplete banking detail, or absent substantiation can restart the payment clock.
The ordinary federal invoice payment due date under the FAR Prompt Payment clause is the later of 30 calendar days after the designated billing office receives a proper invoice or 30 calendar days after government acceptance, unless a contract clause or special payment rule sets a different date. Late federal vendor payments generally require interest when a proper valid invoice was submitted to the correct agency office and paid late. The Treasury Prompt Payment interest rate is 4.125% for January 1 through June 30, 2026.
A free invoice tool is enough for a one-off payment request when you already have the contract number, line item, tax and banking details, and supporting records ready. It works for a simple delivery, a small service job, or a draft invoice that still needs agency portal entry. The limit appears when multiple people, tasks, rates, and approvals feed the same invoice.
Government vendors need a managed workflow when billable time must be separated from non-billable work, labor categories carry different rates, and invoice support must survive review. Everhour can keep billable and non-billable time separate through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports showing billable time, non-billable time, billable amount, and cost.
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 proper federal invoice generally needs vendor details, invoice date, contract or authorization number, vendor invoice identifier, descriptions, prices, quantities, payment terms, TIN unless agency procedures say otherwise, banking information unless waived or excluded, contact information, and contract-required substantiation. The invoice also needs the correct billing office submission path.
Federal contract invoices usually follow a 30 calendar day standard: the due date is the later of 30 days after the billing office receives a proper invoice or 30 days after government acceptance. A contract clause or special rule can set a different date, including shorter timelines for some food and construction payments.
Federal vendors required to use the Invoice Processing Platform are enrolled by the agency they do business with. After enrollment, vendors can view purchase orders, submit invoices, and access payment information in IPP. Vendors also maintain and annually recertify SAM registration data.
An invoice that cannot be matched to the contract, order, or line item is exposed to quick rejection. Federal contractor invoices must identify the contract number or other authorization for the supplies delivered or services performed, including the order number and line item number where applicable.
The United States does not use a national VAT or GST invoice regime, and there is no United States VAT/GST registration number for invoices. Sales and use tax obligations are imposed by state and local jurisdictions. Government contracts can also set tax, exemption, and documentation requirements, so the invoice should follow the contract and applicable jurisdiction rules.
Everhour lets admins set project billing status, mark specific tasks as non-billable inside billable projects, set custom task rates, and use member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost for invoice support.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates and billable expenses, and excludes non-billable work. Invoice data can be grouped by project, task, person, date, or other available breakdowns.
Track billable government work by project, task, and rate, then use Everhour reports to support invoice amounts with clean billable and non-billable detail.
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