Staffing invoices often mix hourly assignments, placement fees, and client approvals. Everhour keeps billable time organized by project.
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.
Staffing agencies bill several kinds of work. Temporary and contract assignments usually produce time-based invoices. Permanent placement work often uses a fee tied to the client agreement. Outsourcing, outplacement, and HR consulting can use fixed fees, milestones, or recurring service lines. A practical invoice template needs room for the client, assignment, worker role, service period, rate, quantity, taxes where applicable, and payment terms.
For U.S. private-sector invoices, no single federal invoice form controls ordinary business billing. Invoices mainly support recordkeeping and contract performance. IRS Publication 583 treats invoices as supporting documents that help show business income and receipts. Sales and use tax is state and local, not a national VAT or GST invoice regime, so the tax line depends on jurisdiction, nexus, and whether the staffing service is taxable there.
A staffing invoice should separate line items by billing model. A weekly temp assignment can show regular hours, overtime hours, job title, worksite, rate, and approved dates. A permanent placement invoice can show the candidate name or placement reference, role, start date, fee basis, and any guarantee or replacement terms from the agreement. A consulting invoice can list the phase, deliverable, or monthly retainer.
For hourly assignments involving covered nonexempt employees, the FLSA requires overtime pay after 40 hours in a workweek at not less than 1.5 times the employee's regular rate. Higher applicable state standards control where both state and federal overtime laws apply. That makes separate regular and overtime quantities important for applicable U.S. staffing assignments, especially when the client expects to approve each worker's weekly time.
Staffing billing terms come from the client agreement. Due dates, approval steps, late charges, minimum shift rules, weekend premiums, night premiums, double-time charges, and expense reimbursement are not universal federal staffing invoice rules. The FLSA does not require extra pay for weekend or night work and has no double-time requirement, so those charges need a contract term or another applicable legal source.
A clean staffing template keeps agreement-driven items visible instead of burying them in notes. Add a PO number when the client requires one, identify the worksite or department when rates differ, and use separate lines for pass-through expenses. For example, an industrial assignment invoice can show 38 regular hours for a warehouse associate, 4 overtime hours, a client-approved safety equipment charge, and net-30 terms from the master service agreement.
A free template works for a single client invoice, a one-time placement fee, or a small batch of approved weekly hours. It is enough when you already have the timesheets, rates, tax decision, and payment terms in front of you. The main risk is re-keying. Manual invoices can duplicate time, miss non-billable tasks, or combine regular and overtime hours that the client expects to review separately.
A managed workflow fits staffing agencies that bill many clients, workers, assignments, and rate types. Everhour can keep billable and non-billable time separated 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. That structure gives billing staff a cleaner path from approved work records to client-ready invoices.
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.
Separate lines when the client needs to approve or code them differently. Common divisions include regular hours, overtime hours, placement fees, consulting retainers, pass-through expenses, and work by role or department. For applicable U.S. hourly staffing assignments, covered nonexempt employees' regular and overtime quantities should stay separate because the FLSA overtime rule applies after 40 hours in a workweek.
Sales tax treatment depends on state and local rules, nexus, service taxability, and where the sale is sourced. The United States has no national VAT or GST invoice regime. Some states tax broad service categories, while others generally tax tangible personal property and only selected services. A staffing agency should apply the rule for the specific service and jurisdiction.
Overtime should appear as a separate quantity and rate when the assignment involves covered nonexempt employees and overtime is billable to the client. The federal baseline under the FLSA is overtime after 40 hours in a workweek at not less than 1.5 times the employee's regular rate, with higher applicable state standards controlling where they apply.
One invoice can include both if the client agreement and the client's accounts payable process allow it. Separate sections or line groups make review easier because temp work is time-based and placement work is usually fee-based. Many agencies keep them on separate invoices when approval routes, departments, or payment terms differ.
Blending approved and unapproved charges creates avoidable disputes. Staffing invoices should tie hourly charges to the service period, worker role, worksite, approval record, and rate type. Contract-only premiums, such as weekend, night, or double-time charges, need the supporting agreement term or applicable legal basis. Missing that detail slows approval and invites line-item challenges.
Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports for billable time, non-billable time, billable amount, and cost. Admins can review the billing split before invoice preparation.
Everhour Billing & Invoicing can generate invoices from uninvoiced billable time and expenses, then group invoice lines by structures such as project, task, person, or date. Invoiced time is marked as invoiced, so the same approved hours do not appear again in a later invoice.
Use the template for one-off invoices, then move recurring assignment billing into Everhour to separate billable time, non-billable work, rates, and client-ready billing totals.
14-day free trial · No credit card · Cancel anytime
