Everhour turns staffing time, rates, and reports into billing-ready records for agencies managing hourly assignments and placement work.
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Staffing agencies bill more than one type of work. A temporary warehouse assignment usually needs worker names, dates, regular hours, overtime hours, role rates, and an approved timesheet reference. A permanent placement invoice usually needs the candidate name, placement role, agreed fee basis, start date, and payment terms. HR consulting and outsourcing invoices commonly use project, milestone, or recurring service lines instead of shift-level labor detail.
The American Staffing Association identifies temporary and contract staffing, recruiting and permanent placement, outsourcing and outplacement, and HR consulting as predominant U.S. staffing services. That mix matters because a single invoice format rarely fits every client. Use invoice software to create consistent billing records, then adjust line items so each invoice reflects the contract category, approval path, and billing trigger for that engagement.
Hourly staffing invoices need enough detail for the client to match charges to approved work. A practical line item can read: "Forklift operator, week of March 9, 2026, 40 regular hours at $32.00, 6 overtime hours at $48.00." The invoice should also show the worker or assignment ID when the client uses one, the job location, purchase order, department, and the name or system record tied to approval.
For covered nonexempt employees, the FLSA requires overtime pay after 40 hours in a workweek at not less than one and one-half times the employee's regular rate. Higher applicable state standards control where both state and federal overtime laws 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 according to the governing client agreement.
The United States does not use a national VAT or GST invoice regime, and private-sector invoices do not follow one prescribed federal form. For ordinary businesses, invoice content is mainly a recordkeeping and contract matter. IRS Publication 583 treats invoices as supporting documents that help show business transactions, gross receipts, and income sources, so the invoice should preserve the commercial facts behind the charge.
Sales and use tax depends on state and local rules, nexus, the place of sale, and whether the specific service is taxable. Service taxability varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories. Use a state seller permit or sales-tax account where required, not a nonexistent U.S. VAT or GST number.
A free invoice is enough for a single placement fee, a small consulting project, or an occasional client bill that you can support with a separate approval record. It stops being enough when recruiters, account managers, payroll, and billing staff need the same source of truth for regular hours, overtime, non-billable work, client rates, and uninvoiced time across multiple assignments.
Everhour fits that managed workflow by turning tracked billable time and expenses into invoices, while reporting keeps hours, costs, invoice status, and project data visible. Staffing agencies can use customizable reports with 45+ columns, grouping, filters, exports, and scheduled email delivery to review billable work before it becomes a client invoice. That control matters when timesheets, payroll support, and client billing need to line up.
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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Separate regular hours, overtime hours, placement fees, pass-through expenses, and consulting or outsourcing services. Hourly assignments need separate quantities when rates differ by worker, role, shift premium, location, or client department. Permanent placement invoices should stay separate from temporary staffing invoices because the billing trigger, fee basis, and supporting details are different.
Hourly U.S. staffing invoices commonly need separate regular and overtime quantities for applicable assignments. For covered nonexempt employees, the FLSA requires overtime pay after 40 hours in a workweek at not less than one and one-half times the employee's regular rate. Higher applicable state standards control where they apply, and the client agreement should explain how those hours are billed.
The FLSA does not require extra pay for weekend or night work and has no double-time requirement. Staffing agencies should add weekend, night, holiday, or double-time premium lines only when the governing client agreement, policy, or applicable law requires them. Label each premium clearly so the client can trace the charge to the contract term.
U.S. staffing invoices do not need a national VAT or GST number because the United States has no national VAT or GST invoice regime. Sellers that make taxable sales may need state-level sales-tax registration where required. Sales and use tax treatment depends on state and local rules, nexus, service taxability, and the place of sale.
Missing approval detail slows payment most often because the client cannot match the invoice to the agreed assignment. Include the billing period, worker or assignment identifier, approved hours, regular and overtime quantities, rate type, purchase order, client department, and payment terms from the agreement. For federal contract work, FAR proper-invoice rules add specific required fields.
Everhour Reporting lets staffing agencies build reports with 45+ columns, grouping, filters, date ranges, invoice status, billable time, labor costs, and exports. Teams can schedule recurring email reports so billing staff review approved hours, costs, and uninvoiced work before invoices go to clients.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices from uninvoiced records. It calculates invoice amounts from billable time, project or member rates, and billable expenses while excluding non-billable work, then marks invoiced time so the same hours do not appear on a later invoice.
Review staffing hours, rates, and invoice status before billing clients. Everhour reporting gives agencies the detail needed to invoice approved work with fewer billing disputes.
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