Everhour turns billable time into invoices, while professional billing still needs complete fields and correct tax handling.
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| Description | Qty | Rate | Tax | Amount |
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This page is for creating invoices that look complete, match the work delivered, and give the buyer clear payment instructions. A professional invoice identifies the seller and buyer, assigns a sequential invoice number, lists the issue date and due date, describes each line item, shows the subtotal, adds the correct tax line when applicable, states the total due, and tells the client where to pay.
The United States does not have one federal private-sector invoice form or a national VAT/GST invoice regime. Ordinary business invoices mainly support recordkeeping, contracts, and payment workflows. Federal contracts are the clearest national exception because FAR rules define proper invoice fields and generally use a 30-day payment timing standard after receipt of a proper invoice or acceptance.
A professional invoice starts with identity and timing. Include the seller name, address, buyer name, buyer billing details, invoice date, due date, invoice number, payment terms, and remit-to instructions. Add contact details for billing questions so the client knows who can resolve a dispute. Use a numbering sequence that makes the invoice traceable in accounting records.
Line items should show the commercial basis of the charge. For example: "Website design, 12 hours × $85, $1,020." Products need quantity, unit price, and extended price. Services need a description, date range or project reference, rate basis, and amount. The invoice should separate subtotal, discount, sales tax when applicable, and total due so the buyer can review each part.
Professional invoicing fails when the invoice uses a generic tax line that does not match the sale. The United States uses state and local sales and use tax, and there is no single national rate. Tax treatment depends on nexus, product or service taxability, the applicable state and local rate, and 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. Sellers that make taxable sales may need state-level sales-tax registration, such as a California seller's permit, but there is no federal VAT/GST registration number to place on invoices.
A one-off invoice tool is enough when you need a clean PDF for a single job, the line items are already known, and you can confirm tax treatment separately. It also works for a small batch of simple invoices when you keep your own numbering log and store copies with the related contract, estimate, purchase order, or delivery record.
A managed workflow becomes necessary when billable hours, expenses, client rates, approval steps, and invoice status need to stay connected. Everhour can turn tracked billable time and expenses into invoices, calculate invoice amounts from rates while excluding non-billable work, group line items by project, task, person, or date, and mark invoiced time so it does not appear again on future invoices.
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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A professional invoice includes seller and buyer details, a sequential invoice number, invoice date, due date, line-item descriptions, quantities or hours, rates, subtotal, tax line when applicable, total due, payment terms, and remit-to information. A logo and clear layout help, but complete commercial details matter more than visual polish.
The United States does not prescribe one federal private-sector invoice format for ordinary businesses. Businesses may choose a recordkeeping system suited to the business if it clearly shows income and expenses. Invoices serve as supporting documents for gross receipts, contracts, payment approval, and accounting records.
Every domestic invoice should include sales tax only when the seller has a collection obligation and the sale is taxable under the relevant state and local rules. Rates depend on jurisdiction, and service taxability varies by state and service type. A flat national sales-tax line is incorrect because the United States has no national VAT or GST invoice regime.
Private-sector invoice numbering is mainly a recordkeeping and contract control issue, not a single federal format requirement. Sequential invoice numbers help prevent duplicates, support audit trails, and let clients match payments to specific charges. Federal contract invoices have stricter requirements because FAR 32.905 includes an invoice date and number among proper invoice fields.
An invoice requests payment for goods or services supplied under agreed terms. A receipt proves payment received. A quote or estimate gives a pre-work price offer, with a quote usually treated as firmer than an estimate. Keeping the documents separate prevents confusion in accounting records and client approval workflows.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses, excludes non-billable work, lets you group line items by project, task, person, or date, and marks invoiced time so the same work is not billed twice.
Everhour Reporting gives teams customizable reports with 45+ columns, grouping, filters, date ranges, and exports to CSV, Excel/XLSX, or PDF. Reports can show billable time, non-billable time, invoiced amounts, uninvoiced amounts, costs, revenue, and profit so billing status stays tied to project performance.
Create a clean invoice for one job, then use Everhour when tracked time, expenses, rates, and invoice status need to stay connected through billing.
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