Everhour separates billable and non-billable work so small teams can turn tracked hours into cleaner invoices.
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.
A small business invoice should show who sold the product or service, who bought it, the invoice date, a unique invoice number, the line items, the payment terms, the remit-to details, and the amount due. For service work, each line should state the work performed, quantity or time, rate, and extended price.
An invoice is a request for payment. A receipt proves payment received. An estimate gives a pre-work price expectation, and a quote gives a firmer price offer before work begins. Keep those documents separate so clients, bookkeepers, and tax records all show the same transaction stage.
Private-sector invoices in the United States do not follow one prescribed federal invoice form. For federal tax records, businesses can use any recordkeeping system suited to the business if it clearly shows income and expenses. IRS Publication 583 lists invoices as supporting documents for business transactions and gross receipts, so the template should preserve enough detail to explain each charge later.
Payment terms belong on the invoice, even when the client relationship feels informal. State the due date, accepted payment method, payee name, and mailing or electronic remittance details. For federal contracts, FAR 32.905 defines proper invoice fields in more detail, and FAR 32.904 generally uses a 30-day payment timing standard for most federal contract invoice payments.
The United States does not use a national VAT or GST invoice regime. Sales and use tax rules come from states and local jurisdictions, and sellers generally collect and remit tax where applicable. A template should leave room for a sales-tax line, but you should apply the rate only after checking nexus, product or service taxability, and the customer's place of sale.
A flat national tax rate does not exist. Washington, for example, has a 6.5% state sales-tax portion plus a local portion that varies by city or county and is based on where the customer receives the goods or services. Service taxability also varies. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories.
A free template works well when you need a single invoice, a printable record, or a simple PDF for a client. It is enough for a one-time job when the line items, rates, tax treatment, and payment terms are already clear before you start filling the document.
A managed workflow becomes necessary when several people track time, split billable and non-billable work, apply task or member rates, and send repeated invoices from the same projects. Everhour supports project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports that separate billable time, non-billable time, billable amount, and cost.
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 small business invoice should include seller and buyer details, invoice date, invoice number, line items, quantity or time, rate, subtotal, tax line when applicable, total due, payment terms, and remit-to details. Add a contact for invoice questions when the client has a finance team or approval process.
The IRS does not prescribe one private-sector invoice form. Businesses can choose a recordkeeping system that fits the business as long as it clearly shows income and expenses. Invoices serve as supporting documents for gross receipts and transaction records, so complete fields matter even without a federal template rule.
A small business invoice should show sales tax when the seller has a duty to collect it for that sale. The correct treatment depends on state and local rules, nexus, product or service taxability, and where the customer receives the goods or services. The United States has no national VAT or GST invoice rate.
A unique invoice number is standard practice and is required in some formal contexts, such as federal procurement rules for proper invoices. Sequential numbering also helps match payments, spot missing invoices, and keep clean records for bookkeeping. The format can be simple, such as a year plus a running number.
An invoice should not be treated as a receipt. The invoice requests payment, while the receipt confirms payment received. After a client pays, issue or save a receipt or paid invoice record that shows the payment date and amount so the sales record and cash record stay clear.
Everhour lets admins set billing status at the project level, mark specific tasks as non-billable, use custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so invoice totals come from the right work.
Track billable work by project, exclude non-billable tasks, and review billable amounts before sending client invoices. Everhour gives small teams cleaner billing records from tracked time.
14-day free trial · No credit card · Cancel anytime
