Everhour turns coaching time into reports and billing records, while coach-specific logs still need client, session, and consent details.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
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.
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Coaches need more than a weekly total. A usable billing record separates individual sessions, group or team sessions, internal coaching, third-party coaching, pro bono work, and paid work. A 60-minute real-time session counts as one client coaching hour under ICF experience rules, while a 30-minute session counts as 0.5 hours. The record should make that distinction clear before it reaches an invoice, credential log, or client summary.
The practical goal is a clean trail from session to payment. A coach billing a leadership client can log a live video session, assign it to the client engagement, mark it paid, add the session date, and keep notes separate from confidential coaching content. Coaches who also provide training, consulting, facilitation, or mentoring need service-type categories so coaching hours do not get mixed with adjacent professional services.
Start with the coaching agreement because it defines the billing logic. The ICF Code of Ethics calls for a coaching agreement before coaching begins, and the agreement should cover goals, session duration and frequency, confidentiality policies, payment terms, cancellation policies, and responsibilities. Those fields shape the tracker: client, engagement dates, session length, billable status, rate, cancellation handling, and payment category.
Individual coaching records need client name, contact information, relationship start and end dates, and paid and pro bono hours. Group or team coaching records should stay separate from individual coaching and include one participant's name and email, engagement dates, paid and pro bono hours, and headcount. For a one-hour group session with 15 people, ICF counts one coaching hour, not 15.
The biggest coaching-specific mistake is treating every attendee, client, or service line as the same kind of hour. Group sessions, internal coaching, third-party arrangements, and barter can all be paid coaching time under ICF categories, but they need labels that explain the source of payment and the relationship. A generic note such as "client call" fails when you later need to separate direct client work from organizational coaching.
Confidentiality also changes the record. ICF says coaches should obtain documented client consent before adding client information to a coaching log. Internal or third-party clients covered by confidentiality policies can be verified with an organizational reference letter instead. The tracker should support enough detail to prove the engagement without exposing coaching content or client identifiers beyond the consented record.
A free tracker is enough when you need a one-off total for a small client invoice or a quick review of this month's coaching sessions. It works best when the billing arrangement is simple, the client list is short, and you can manually check whether each session is paid, pro bono, individual, group, internal, or third-party before sending the invoice.
A managed workflow becomes necessary when tracked sessions feed invoices, reports, credential logs, and client profitability reviews. Everhour Reporting can group coaching time by client, project, member, billable time, invoice status, and other columns, then export reports in CSV, Excel/XLSX, or PDF. That gives coaches a repeatable way to review billable coaching work without rebuilding the same spreadsheet every billing cycle.
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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Billable coaching hours are the paid sessions or services you intend to invoice under the coaching agreement. A coach can also track paid internal coaching, third-party coaching, and barter separately because ICF treats those as paid categories for coaching experience. Pro bono sessions should stay visible but separate so invoices, client summaries, and credential records do not mix paid and unpaid time.
The billing agreement controls the client charge, but ICF coaching-hour counting uses the session length, not the participant count. A one-hour group session with 15 people counts as one coaching hour. Groups over 15 count only if a co-coach is present and the time is split between coaches. Keep billing quantity and credential-hour quantity in separate fields.
A useful entry includes the client or organization, engagement, session date, live delivery mode, session length, paid or pro bono status, service type, and invoice status. Individual client records also need relationship start and end dates. Group or team records should include engagement dates, one participant contact, paid and pro bono hours, and headcount.
Coaches can track training, consulting, facilitation, and mentoring in the same system if each service has its own category. The 2025 ICF Global Coaching Study reports that many professional coaches also provide those services. Separate categories keep invoices clear and prevent coaching experience logs from absorbing work that does not qualify as client coaching hours.
Client billing records do not replace employer payroll records. For employees covered by the FLSA minimum wage or overtime provisions, employer records must include hours worked each workday and total hours worked each workweek. Covered nonexempt employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at at least 1.5 times the regular rate.
Everhour Reporting lets coaches build reports with 45+ columns, grouping, filters, date ranges, and exports in CSV, Excel/XLSX, or PDF. A coach can review billable time by client, project, member, invoice status, comments, costs, and budget fields before preparing invoices or analyzing client profitability.
Everhour connects tracked time to invoice generation, so approved session time can move from client work records into billing without retyping the same hours. Coaches can keep using standalone projects or supported project tools, then use the logged time as the basis for client invoices.
Track approved coaching sessions by client and engagement, then use Everhour Reporting to review billable time, export records, and support cleaner recurring billing.
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