Everhour turns tracked project time into invoices, while managers still need contract references, terms, and clean line items.
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Managers usually invoice against a project agreement, statement of work, purchase order, or client authorization. The billable unit comes from the project's defined scope, deliverables, resources, and documented tasks rather than from a profession-specific invoice statute. A clean invoice lets the client match the charge to approved work without searching through email threads or status updates.
Use the invoice to show the work period, invoice number, client details, remit-to details, payment terms, and a contact for questions or defects when the contract requires one. For a project manager billing a client rollout, line items can separate discovery sessions, implementation coordination, stakeholder reporting, and approved travel costs.
Fixed-price work bills the agreed amount for a defined scope. The price does not adjust based only on the contractor's actual cost experience, so the invoice should name the milestone, phase, deliverable, or acceptance point that triggers billing. A manager can invoice "Phase 2 implementation management, fixed fee, $4,000" with the contract reference and payment terms.
Time-and-materials work bills direct labor hours at specified fixed hourly rates plus actual material costs. Labor-hour work is similar, but it centers on labor categories, hours, and fixed rates because materials are not supplied by the contractor. Cost-reimbursement work bills allowable incurred costs to the extent stated in the contract, so direct labor, direct travel, other direct costs, and allocable indirect costs need support.
The United States does not use a national VAT or GST invoice regime, and there is no single national sales-tax rate. State and local sales and use tax rules control whether a seller must collect tax, which rate applies, and whether the specific service or deliverable is taxable. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories.
Private-sector payment timing, late fees, and payment method rules come from the contract and applicable law. United States coins and currency are legal tender, but no federal statute requires private businesses to accept cash for goods or services unless state law says otherwise. Federal contracts are different: a proper invoice follows FAR invoice-field rules, and payment is generally due 30 days after receipt of a proper invoice or government acceptance.
A one-off template is enough when you need a single invoice for a simple fixed-fee engagement, a short time-and-materials project, or a client request for a PDF. It works best when the contract terms are already clear, the hours are already approved, and the sales-tax treatment has already been checked against the correct state and local rules.
A managed workflow fits recurring client work, multiple managers, billable and non-billable time, reimbursable expenses, and accounting handoff. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates while excluding non-billable tasks, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync 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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Use fixed price when the client approved a defined scope or milestone amount. Use time-and-materials when the contract prices direct labor hours at fixed hourly rates plus actual material costs. Use labor-hour billing when the invoice only covers labor categories, hours, and fixed rates. Use cost-reimbursement only when the agreement allows supported incurred costs.
Private-sector U.S. invoices do not have one prescribed federal format. For federal tax records, businesses may use any recordkeeping system suited to the business if it clearly shows income and expenses, and invoices serve as supporting documents. Federal procurement invoices are the major national exception because FAR 32.905 defines proper invoice fields.
Do not add U.S. VAT or GST because the United States does not use a national VAT or GST invoice regime. Sales and use tax obligations come from state and local rules, nexus, product or service taxability, and the place of sale. A manager billing consulting, implementation, or project services should check the applicable state rules before adding a tax line.
Include the contract or authorization reference, invoice number, invoice date, item descriptions, quantities, unit measures, unit prices, extended prices, payment terms, and remit-to details. For time-based work, show the labor category, approved hours, hourly rate, and work period. For reimbursable expenses, attach or retain support when the contract requires it.
Private-sector late fees depend on the contract terms and applicable law. State the late-fee rule in the agreement and repeat the payment terms on the invoice. Federal Prompt Payment Act invoices use a separate framework; for January 1 through June 30, 2026, the late-payment interest rate is 4.125%.
Everhour Billing & Invoicing lets managers select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice from approved project data. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then exports invoices to QuickBooks Online, Xero, or FreshBooks.
Turn tracked billable time, expenses, rates, and client terms into invoices without rebuilding project records manually. Everhour keeps invoicing tied to the work managers already approved.
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