Project invoices need SOW-level detail, and Everhour keeps billable project time ready for billing.
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.
Project managers usually invoice from a statement of work, estimate, project budget, or signed change order. The invoice should identify the client, project, invoice date, invoice number, payment terms, and the scope being billed. A clear invoice also ties charges back to accepted deliverables, milestones, labor categories, materials, travel, software, equipment, or other approved project costs.
The practical goal is payment without another clarification round. A client should see the same commercial structure used in the SOW: fixed fee, time and materials, cost reimbursement, deposit, milestone billing, or scheduled payment. If the invoice changes the structure, the project manager needs written approval first, such as an accepted estimate update or change order.
A fixed-price invoice bills the agreed amount for a defined scope. It works when deliverables, acceptance criteria, and exclusions are clear enough to price before work starts. A project manager might invoice "Phase 2 implementation, fixed fee, 50% milestone payment, $7,500" and attach the accepted milestone approval.
A time-and-materials invoice bills labor hours at specified rates plus actual materials. It fits project work with uncertain duration or changing scope. A useful line item names the role, task, period, rate, and hours, such as "Project coordination, migration sprint, March 1-15, 18 hours at $125." Cost-reimbursement invoices need the contract's allowable cost rules and any ceiling amount.
Project invoices fail when they summarize too much. A single line labeled "project services" forces the client to match the charge against emails, budgets, and meeting notes. Better invoice detail follows the work-breakdown structure: discovery, design, implementation, testing, vendor coordination, travel, software licenses, materials, or equipment.
Traceable detail also protects margin analysis. Labor cost, billable amount, non-billable coordination, and reimbursable expenses should stay separate before invoicing. If a senior project manager reviews 4 hours of internal staffing plans, that time can belong in project cost reporting without appearing on a client invoice. That distinction prevents accidental overbilling and keeps project profitability visible.
A free invoice tool is enough for a one-off project, a single client, or a simple milestone invoice where the amounts already exist. You enter the client details, describe the deliverable, add tax only when applicable under state and local sales and use tax rules, set due-on-receipt or net-day terms, and send the finished invoice.
A managed workflow matters when project time, non-billable work, task rates, approvals, and invoices repeat every month. Everhour supports project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and reports for billable time, non-billable time, billable amount, and cost. That structure turns approved project records into billing support instead of rebuilding invoices from scattered notes.
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.
A project manager invoice should include the client, project name, invoice number, invoice date, payment terms, billing period, line items, rates, quantities, totals, and payment instructions. Line items should match the SOW or estimate, such as labor, consultant fees, materials, software, travel, equipment, milestones, deposits, or approved change orders.
Milestone billing fits defined deliverables with acceptance points, such as discovery complete, prototype approved, or implementation launched. Time-and-materials billing fits uncertain scope because it bills direct labor hours at fixed rates plus actual materials. The SOW should name the billing model before work starts, including any deposit, schedule, or approval requirement.
United States private-sector invoices do not follow a single prescribed federal invoice form or national VAT/GST invoice regime. For federal tax records, invoices serve as supporting documents that help show income and expenses. Sales and use tax treatment depends on state and local rules, nexus, product or service taxability, and the place of sale.
A project manager should invoice only the time the client agreement treats as billable. Internal planning, rework, training, or administrative coordination can still belong in project cost tracking, but it should stay off the client invoice unless the contract allows it. Separating billable and non-billable time prevents inflated invoices and preserves accurate margin reporting.
Project invoices commonly use due-on-receipt or a net period, such as net-30 or net-60. Late-payment terms should come from the contract or accepted invoice policy and state the charge clearly, whether it is a flat fee or a percentage by overdue period. Federal contract invoices follow separate FAR payment timing rules.
Everhour lets admins set project billing status, mark specific tasks as non-billable, apply custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so project managers can review client-ready charges before invoicing.
Everhour Billing & Invoicing converts tracked billable time and billable expenses into client invoices. Users can select uninvoiced time, preview the breakdown, group line items by project, task, person, date, or another available structure, and keep invoiced time from being reused later.
Track billable and non-billable project work before the invoice stage. Everhour gives project managers cleaner billing records, task-level rate control, and invoice-ready project totals.
14-day free trial · No credit card · Cancel anytime
