Everhour connects tracked billable work to invoices, while this page explains the records behind clean client billing.
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Use this page when you need to turn tracked work into an invoice without losing the link between hours, rates, projects, and client terms. The practical output is a client-ready billing record: who did the work, which project it belongs to, which time is billable, which rate applies, and which invoice line should carry the charge.
A time-based invoice still needs normal invoice structure. Include seller and buyer details, a unique invoice number, issue date, due date, line items, subtotal, any applicable sales tax line, total due, payment terms, and remit-to details. In the United States, ordinary private-sector invoices do not follow one prescribed federal invoice form, but invoices still support business records that show income and expenses.
Start with the source entries. Each billable entry should identify the client, project, task or service, worker, date, time worked, and rate basis. A useful invoice does not dump every raw timer note onto the client. It groups the work into readable lines, such as discovery, implementation, monthly support, or design revisions, while keeping the underlying detail available if the client asks.
Keep invoice documents distinct. An invoice requests payment for work, a receipt proves payment received, and an estimate or quote offers pricing before the work starts. Mixing those documents creates avoidable disputes. A time entry also differs from an invoice line: the time entry proves the work record, while the invoice line presents the commercial charge in the format the client expects.
Time tracking and invoicing break down when the same hour carries the wrong price. A contractor may have a default hourly rate, a client may have a project override, and a task may be billed at a separate rate. Store the rate source with the work record so the invoice amount traces back to the signed agreement instead of a spreadsheet guess.
Sales tax needs the same discipline. The United States has no national VAT or GST invoice regime, and there is no single national sales tax rate. State and local rules control whether tax applies, which rate applies, and whether the product or service is taxable. Washington, for example, has a 6.5% state portion plus local tax based on where the customer receives the goods or services.
A clean billing record answers three questions: which work happened, why it is billable, and why the amount is correct. Preserve the approved time entries, rate table, client terms, invoice number, issue date, due date, payment status, and any tax decision used on the invoice. This matters even when the invoice itself is simple, because the supporting documents explain the gross receipts later.
Federal contract invoices are the clearest national exception to ordinary private-sector flexibility. FAR 32.905 defines proper invoice fields for federal procurement, including contractor details, invoice date and number, contract or order references, line item descriptions, quantities, unit and extended prices, shipping and payment terms, remittance details, and TIN or EFT banking data when agency procedures require them.
A one-off invoice tool is enough when the job is small, the rate is fixed, and you can verify every line before sending. It becomes fragile when several people track time, different projects use different billing rules, or a client expects supporting detail. Re-keying approved hours into a separate invoice also raises the chance of missed billable work.
A managed workflow keeps time, rates, approvals, and invoicing in one chain. Everhour supports billable rates by project, member, or custom task rate, separates internal cost rates from client-facing billable rates, and preserves dated rate changes. That structure lets teams invoice from tracked work while keeping older reports tied to the rates that applied when the work was done.
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 billable time record should show the client, project, task or service, worker, date, time worked, and billing status. The invoice line can summarize that detail for readability, but the underlying records should remain available for review. This prevents a client-facing invoice from becoming cluttered while keeping the amount traceable.
Yes. One invoice can include work priced by project rate, member rate, or task-specific rate if the contract supports those rules. The mistake is applying one blended rate when the agreement names separate rates. Store the rate basis with the time entry before generating the invoice.
No. United States sales and use tax depends on state and local rules, nexus, product or service taxability, and the place of sale. The United States does not use a national VAT or GST invoice regime. A seller that makes taxable sales may also need state-level registration, such as a seller's permit where required.
No. The app should apply the contract terms you already use, such as rates, payment deadline, discounts, and reimbursable expenses. It should not invent commercial terms after the work is done. Treat the invoice as the billing document that reflects the agreement, not the place where the agreement gets rewritten.
No. Federal procurement invoices follow FAR rules when those rules apply. For most federal contract invoice payments, FAR 32.904 sets the due date as the later of 30 days after the billing office receives a proper invoice or 30 days after government acceptance of the goods or services, with special shorter timelines for some food and construction payments.
Everhour separates internal cost rates from client-facing billable rates, so reports can show labor cost, revenue, and profit without mixing the two. Teams can set default per-person rates, override rates on specific projects, preserve dated rate history, and price billable work by project, member, or custom task rate.
Everhour Billing & Invoicing lets users select uninvoiced time and expenses, preview the breakdown, and generate an invoice from billable records. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then marks invoiced time so the same work is not reused by accident.
Track rates, projects, and approved time before billing starts. Everhour connects those records to invoicing, so client charges reflect the right billable rates and project work.
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