Everhour keeps billable work tied to rates and projects, so team invoices start from clean time records.
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| Description | Qty | Rate | Tax | Amount |
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Team invoicing is for businesses that need to bill work from more than one person, project, task, or rate. The finished invoice should show the seller and buyer, invoice number, issue date, due date, line items, subtotal, tax line where applicable, total due, payment terms, and remit-to details. A team invoice also needs enough detail to explain who did the work and how the charges were grouped.
Keep the invoice distinct from nearby documents. An estimate or quote offers a price before work starts. A receipt proves payment received. An invoice requests payment for delivered work, approved time, billable expenses, or contracted milestones. For United States private-sector invoices, no single federal invoice-format statute controls ordinary business invoices, but invoices still support income, expense, and contract records.
Start with client and project scope, then choose line-item grouping. A consulting team may group by project phase, task type, person, date range, or retainer bucket. A clear line item reads like `UX research, March 1-15, 22 hours x $125`, followed by the extended amount. Separate billable expenses from labor unless the contract says to combine them.
Sales tax needs a jurisdiction-specific decision. The United States does not use a national VAT or GST invoice regime, and there is no single national sales-tax rate. State and local sales and use tax rules depend on nexus, product or service taxability, and where the sale is sourced. A taxable software setup fee, a non-taxable professional service, and a shipped product can require different treatment.
The biggest team-invoice mistake is mixing internal cost with client-facing billable rate. Cost rate shows what labor costs the business. Billable rate shows what the client pays. A profitable project can look wrong when those rates are swapped, and a client invoice can be underbilled when senior work is priced at a junior default rate.
Another common error is billing the same approved time twice after a partial invoice. Teams need a clean split between uninvoiced time, invoiced time, non-billable work, and billable expenses. Manual spreadsheets break down when a project has rate changes, different people, discounts, or separate client terms. Sequential invoice numbers and dated rate records prevent rework during client review.
A free invoice tool is enough when you need one clean PDF, the work is simple, and the client already agrees on the amount. It works for a fixed-fee job, a single project, or a short engagement with one rate and no recurring billing. Keep a copy with the contract, approval email, and payment record.
A managed workflow becomes necessary when team time feeds the invoice every week or month. Everhour can price billable work by project, member, or custom task rate, while separating internal cost rates from client-facing billable rates. Dated rate changes protect older reports, and per-project overrides keep client-specific pricing out of one-off spreadsheets.
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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Use the grouping your client can approve fastest. A project-based client usually wants line items by project or phase. A staff-augmentation client often expects people, roles, hours, and rates. A task-heavy engagement may need task or date detail. Keep the invoice summary readable, then keep supporting timesheets or reports available for review.
Use the rate basis in the contract or statement of work. Some clients approve one blended project rate. Others require member rates, role rates, or task rates. Do not use internal cost rates on the client invoice. Cost rates belong in profitability reporting, while billable rates determine the amount charged to the client.
Sales tax depends on state and local rules, nexus, the buyer's location or place of receipt, and whether the product or service is taxable. The United States has no national VAT or GST invoice regime. Service taxability varies by state and service type, so a tax line should follow the applicable jurisdiction, contract, and registration status.
A team invoice requests payment. A timesheet supports the charge by showing time entries, people, tasks, dates, and approval status. Clients may need both, but they serve different purposes. The invoice should present the amount due and payment terms, while the timesheet explains the work behind selected line items.
Ordinary United States private-sector invoices do not use a VAT or GST registration number. A payer may request a Taxpayer Identification Number through Form W-9 when IRS information reporting applies. State seller permits or sales-tax account details apply where state registration rules require them, and federal contract invoices include TIN or EFT banking data when agency procedures require them.
Everhour separates cost rates from billable rates, so reports can show labor cost, revenue, and profit without exposing internal pricing on client invoices. Teams can use default per-person rates, per-project overrides, dated rate changes, and project, member, or custom task rates for different billing arrangements.
Everhour marks time as invoiced after it is included in an invoice, so the same billable entries do not appear again as uninvoiced work. Teams can generate invoices from selected uninvoiced time and expenses, then keep invoice status, number, issue date, and amount connected to billing reports.
Track approved billable work, apply the right project or member rates, and create invoices from clean records. Everhour gives teams rate control and billing visibility.
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