Everhour turns tracked billable work into client invoices, while the invoice still needs clear fields, rates, taxes, and terms.
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Use this page to turn completed work into an invoice that a client can review, approve, and pay without asking for a timesheet reconstruction. The practical job is matching people, dates, projects, tasks, hours, rates, expenses, taxes, and payment terms into one document. A clean invoice shows the commercial story behind the total instead of dumping raw time entries on the buyer.
For United States private-sector businesses, no prescribed federal private-sector invoice form controls ordinary invoice layout. Businesses use invoices as supporting documents for income and expense records, and contracts often define the required detail. Federal contracts are different: FAR rules define proper invoice fields, including contractor details, invoice number, contract references, line items, terms, payee information, and required TIN or EFT data.
A time-based invoice starts with approved time entries. Each entry needs a date, person or role, project, task or description, billable status, and rate source. The invoice then groups those entries in the format the client expects, such as by project, task, person, date, or milestone. A useful line item reads like: Website redesign, UX review, 6 hours at $125 per hour, $750.
Expenses belong on separate lines when the client reimburses them. Discounts, retainers, credits, and deposits need separate treatment so the subtotal, tax line, and amount due remain readable. The payment section should name the due date, accepted payment method, remit-to details, and late-fee or collection terms if the contract allows them. The invoice number should follow a consistent sequence so records stay searchable.
The United States does not use a national VAT or GST invoice regime, so a domestic invoice should not show a VAT or GST registration number unless another jurisdiction or buyer requirement applies. Sales and use tax obligations come from state and local rules. Rates depend on the applicable state and local rate, product or service taxability, nexus, and the place where the customer receives the goods or services.
Service taxability changes 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 categories of taxable services. Remote sellers also need nexus checks. South Dakota v. Wayfair upheld a remote-seller rule using more than $100,000 in sales or 200 separate transactions annually, and other states set their own thresholds.
A free invoice tool is enough for a single project, a small batch of manually checked time entries, or a client that only needs a PDF with clear line items. It works best when you already know the billable hours, rates, tax treatment, invoice number, and payment terms. Manual entry becomes fragile when several people log time, tasks switch between billable and non-billable, or projects use different rates.
A managed workflow becomes the better answer when tracked billable time and expenses need to feed invoices directly. Everhour Billing & Invoicing lets teams select uninvoiced time and expenses, calculate invoice amounts from rates, exclude non-billable work, apply client defaults, customize invoice details, and export invoices to QuickBooks Online, Xero, or FreshBooks. Invoiced time is marked invoiced, so the same time does not appear on the next bill.
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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Yes. Tracked time becomes an invoice line item when each entry has a billable status, project or task, date, quantity of hours, and rate. The invoice can group time by project, task, person, date, or another client-facing breakdown. Raw time logs should stay behind the invoice unless the contract requires full detail.
No. The United States has no national VAT or GST invoice regime, and sales tax treatment depends on state and local rules. The seller must check nexus, the type of service or product sold, the buyer location, and the delivery or use location. A service invoice can be taxable in one state and exempt in another.
Non-billable time should stay off the amount due unless the client specifically asks to see it as context. Internal admin, rework outside the contract, sales calls, and excluded tasks can remain in reports without increasing the invoice total. Mixing billable and non-billable time on the same charge line creates payment disputes.
The most important details are invoice number, issue date, due date, client name, seller name, project or contract reference, line-item descriptions, hours, rates, taxes, discounts, total due, payment terms, and remit-to information. Time-based invoices also need a clear date range, because clients often approve charges by billing period.
Yes. Billable expenses can appear on the same invoice as labor, but they should use separate lines from time charges. The description should identify the expense, date, project, and reimbursement basis. Receipts belong in supporting records or attachments when the client contract requires proof before reimbursement.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices. Teams can select uninvoiced items, calculate amounts from project or member rates, exclude non-billable tasks, use client defaults for taxes, discounts, and terms, and export invoices to QuickBooks Online, Xero, or FreshBooks with status synced back.
Everhour marks invoiced time as invoiced after it is included on an invoice, which prevents accidental reuse in a future bill. Reports can show billable, non-billable, invoiced, and uninvoiced amounts alongside project data, so admins can review what has been billed and what still needs attention.
Turn approved hours, rates, and expenses into client-ready invoices with Everhour Billing & Invoicing, then keep invoice status connected to project billing records.
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