Everhour turns tracked billable work into client invoices while keeping rates, expenses, and non-billable tasks separate.
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A time-based invoice starts before the invoice date. You need the client, project, approved work period, billable tasks, rates, expenses, payment terms, and remit-to details ready before sending. The finished invoice should show who is billing, who is being billed, the invoice number, issue date, due date, line items, subtotal, tax line when applicable, total due, and payment instructions.
For ordinary United States private-sector invoices, no single federal invoice form controls the layout. Invoices still matter because they support business records and show the amounts and sources of gross receipts. A clean time-to-invoice workflow keeps the invoice distinct from a receipt, estimate, or quote. The invoice requests payment, a receipt proves payment received, and an estimate or quote gives a pre-work price.
Time-based invoice lines should match the way the client reviews work. A monthly consulting invoice can group entries by project, task, person, or date. One line can read `Website migration, 12.5 hours x $125 = $1,562.50`, followed by reimbursable expenses if the agreement allows them. Clear descriptions reduce approval questions and keep the invoice tied to the work actually performed.
Tax treatment needs the same care as the work lines. 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, the product or service, and the place of sale. Service taxability also varies by state and service type, so a flat tax line copied across every client creates avoidable risk.
The common failure point is a gap between recorded time and invoiceable time. Unapproved entries, vague task names, missing rates, and mixed billable and non-billable work force someone to rebuild the invoice from messages or spreadsheets. That delay also makes it harder to explain the total when a client asks for a breakdown.
A time-to-invoice workflow needs a clear cutoff. Approve the period, confirm rates, separate billable expenses from internal costs, and mark billed work so it does not appear on a later invoice. Federal contract invoices have stricter rules under FAR 32.905, including contractor details, invoice date and number, contract references, line items, payment terms, remittance details, and required TIN or EFT data when agency procedures require them.
A one-off invoice tool works when you have a small number of entries, fixed rates, and a client who only needs a PDF. It is also enough for a quick invoice based on work already summarized elsewhere. The tool should still produce a document with complete seller and buyer details, sequential numbering, clear line items, payment terms, and a tax line that follows the applicable state or local rule.
A managed workflow becomes the better fit when tracked billable time and project expenses feed invoices every week or month. Everhour Billing & Invoicing selects uninvoiced time and expenses, calculates amounts from rates, excludes non-billable work, supports client defaults, and marks invoiced time so it does not get billed twice. Invoices can also be exported to QuickBooks Online, Xero, or FreshBooks as drafts.
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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Invoice lines should include approved billable time for the agreed billing period, grouped in the format the client expects. Internal admin time, sales calls, training, and non-billable project tasks should stay out of the billable total unless the contract says otherwise. Expenses belong on the invoice only when the client agreement allows reimbursement.
A United States invoice does not need a VAT or GST number because the United States does not use a national VAT or GST invoice regime. Sellers that make taxable sales may need state-level sales-tax registration, such as a seller's permit or sales-tax account, depending on the state, product or service, and seller activity.
A service invoice should use the rate named in the contract, statement of work, purchase order, or approved quote. The invoice should also reflect the agreed billing unit, such as hourly, daily, fixed fee, or task-based pricing. Mixed-rate work needs separate lines or grouping that shows each rate clearly.
One invoice can include both time and billable expenses when the client agreement allows expenses to be reimbursed. Keep labor and expenses on separate lines, include descriptions, and attach receipts when the client requires backup. Internal costs that are not reimbursable should stay in project reports instead of the invoice total.
Duplicate billing happens when previously invoiced time remains available for the next billing run. A reliable workflow marks billed entries as invoiced after the invoice is created. That status matters when a project has rolling monthly billing, multiple approvers, or several people adding time to the same client account.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices, calculates amounts from project or member rates, and excludes non-billable tasks. Client settings can hold contacts, taxes, discounts, and payment terms, while completed invoices can export to QuickBooks Online, Xero, or FreshBooks as drafts.
Everhour reporting can show billable time, non-billable time, billable amount, cost, invoice status, budget metrics, and project details in configurable reports. Teams can group and filter the data, then export reports as CSV, Excel/XLSX, or PDF for review, client backup, or billing records.
Create invoices from tracked billable time, rates, expenses, and client terms. Everhour connects the billing workflow to invoice exports and status sync for cleaner client billing.
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