Everhour separates billable and non-billable work, while China purchasing needs clean PO details before fapiao issuance.
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A China purchase order should confirm the buyer, supplier, goods or services, quantities, unit prices, delivery terms, payment terms, and the person approving the purchase. It is a purchasing record, usually created before delivery or billing. It does not replace the official fapiao tax invoice used for VAT and tax purposes in mainland China.
Use the PO to prevent mismatches before the supplier issues an invoice. The PO should show the agreed currency, item descriptions, tax treatment, delivery address, receiving contact, and any contract reference. If your company needs a VAT special invoice later, collect the buyer's taxpayer identification number or unified social credit code before the supplier prepares the fapiao.
Start with a unique PO number, issue date, buyer legal name, supplier legal name, addresses, contact details, and delivery location. Add line items with item names, specifications, unit, quantity, unit price, subtotal, VAT note, and total amount. China accounting rules use renminbi as the bookkeeping base currency, so RMB amounts should be clear when the transaction is booked in China.
Add practical acceptance details next: delivery deadline, shipping method, inspection requirement, payment term, attachments, and internal approver. A simple example line is: office chairs, unit, 20, ¥450.00, subtotal ¥9,000.00, VAT handling per supplier fapiao. The PO should also state whether prices include VAT, since that affects the later invoice check and internal budget approval.
Mainland China's compliant tax invoice for sales of goods, services, intangible assets, or real estate is the official fapiao issued under PRC invoice administration rules. A PO can support purchasing control, approval, and receiving, but the tax voucher comes from the fapiao. PRC invoice rules identify basic invoice contents such as invoice name, code and number, buyer, item, quantity, unit price, amount, issuer, issue date, and seller.
China's VAT regime uses the VAT label. From January 1, 2026, China's VAT Law preserves main rates of 13%, 9%, 6%, and 0% for specified categories. If an eligible purchaser requests a VAT special invoice, the seller must show the sales amount and output VAT separately. Electronic invoices have the same legal effect as paper invoices under PRC invoice administration rules.
A free PO template works for a single purchase, a small supplier order, or a transaction that only needs basic approval before the supplier issues the fapiao. It is enough when one person controls the purchase, the item list is short, and the approval trail can live in the saved document and contract file.
A managed workflow matters when purchases connect to client work, billable project costs, or recurring supplier spend. Everhour can keep billable and non-billable time separate through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports. That gives the finance reviewer a cleaner link between approved work, recoverable costs, and later billing decisions.
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 purchase order does not replace a fapiao in mainland China. The PO records the buyer's request and approval before the supplier delivers or bills. The compliant tax invoice for sales of goods, services, intangible assets, or real estate is the official fapiao issued under PRC invoice administration rules.
Enterprise purchasers that need a VAT invoice should provide the taxpayer identification number or unified social credit code. Put that detail in the supplier instructions or tax section of the PO so the supplier has the correct buyer identifier before issuing the fapiao.
A PO should state whether prices include VAT and identify the expected VAT treatment when it is known. China's VAT Law effective January 1, 2026 preserves main rates of 13%, 9%, 6%, and 0%. The official VAT split belongs on the VAT special invoice when required.
Electronic invoices can support the purchase file because PRC invoice administration rules give electronic invoices the same legal effect as paper invoices. Keep the electronic fapiao with the PO, contract, receiving record, and payment proof so the transaction file shows approval, delivery, invoice, and settlement.
The payment term should match the contract or supplier agreement. China's Civil Code treats payment timing as a contract term. For sales contracts, if payment time is not agreed or cannot be determined, the buyer pays when receiving the subject matter or the document for taking delivery.
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 keep internal purchasing work separate from client-billable project activity.
Everhour reports can show billable time, non-billable time, billable amount, cost, project, client, member, and task details. A finance reviewer can export reports in CSV, Excel/XLSX, or PDF format when checking whether supplier costs and internal work belong to a client project.
Track approved project work before supplier costs reach the invoice stage. Everhour separates billable and non-billable time so China purchase files connect to cleaner billing decisions.
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