HR teams split time across recruiting, onboarding, records, and client work. Everhour turns tracked hours into budgets and billing records.
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.
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.
HR teams use a billable hours tracker when client-facing work needs a clean record behind an invoice, retainer, or staffing agreement. The tracked unit may be a client, candidate requisition, onboarding project, employee relations case, benefits review, payroll support task, or HR policy project. Internal HR teams also use the same structure to see workload by function, even when no client invoice follows.
External HR consulting, recruiting, staffing, and PEO teams need more detail because time often connects to a client business. A recruiting specialist may log candidate screening to one requisition, job fair follow-up to another client, and hiring paperwork to a placement project. That structure keeps billable work separate from internal admin, sales calls, and general operations.
HR work becomes hard to bill when every entry lands under a broad label such as "client support." Use the smallest unit that matches how the work is reviewed: client for retainers, requisition for recruiting, employee case for employee relations, assignment for staffing, or project for policy and records cleanup. The right unit lets a manager approve time without reconstructing the week from emails.
A useful entry names the activity and the outcome. For example: "Acme Corp, Sales Manager requisition, screened 6 resumes and updated candidate notes, 1.5 hours." That line is clearer than "recruiting, 1.5 hours" because it shows the client, workstream, deliverable, and time spent. HR teams that support payroll review should also keep daily hours and weekly totals where covered nonexempt employee records are involved.
HR teams handle daily communication, records work, scheduling, reporting, and process updates. Some of that time is billable for client-facing teams, and some belongs to internal administration. A tracker should let you mark entries by billable status so invoices include client work only, while internal meetings, team training, and sales support remain visible for workload planning.
U.S. HR teams also need to keep payroll and wage-record duties separate from client billing logic. The FLSA requires covered employers to keep accurate records for nonexempt workers, including hours worked each day and total hours worked each workweek. It does not require a specific timekeeping system. For payroll records, employers must preserve records for at least three years and wage-computation records for two years.
A simple tracker is enough for a short HR project, a small recruiting engagement, or a one-time invoice where you only need client, date, activity, billable status, rate, and total hours. It works when one person owns the record and the client does not require detailed approval, budget tracking, or recurring reporting.
A managed workflow becomes necessary when HR time feeds retainers, client budgets, staffing assignments, payroll review, or manager approval. Everhour Project Budgeting supports hour-based and money-based budgets, recurring budget periods, client-level budgets, and threshold email alerts. That gives HR teams a durable way to compare logged work against retainer limits before an invoice or client report goes out.
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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Client-facing HR teams usually track consulting advice, recruiting work, candidate screening, onboarding support, benefits administration, compensation or wage administration projects, employee relations support, and client reports when those services belong to a paid engagement. Internal HR admin, sales work, team training, and general operations should stay separate unless the client agreement specifically makes them billable.
Client-level tracking works for retainers and broad advisory work. Requisition-level tracking works better for recruiting because it ties screening, interviews, outreach, and hiring paperwork to a specific role. Employee case or project tracking fits employee relations, policy, records, and onboarding work. Use the unit that matches the invoice, budget, or manager review.
A tracker can support payroll review when it captures complete and accurate time records. For covered nonexempt employees in the United States, FLSA records must include hours worked each day and total hours worked each workweek. Client billable hours do not replace payroll records unless the tracker also captures the required daily and weekly hours-worked information.
Billable rates come from the client agreement, contract, or internal billing policy. Federal FLSA overtime is a payroll rule for covered nonexempt employees, not a client billing rule by itself. Unless exempt, covered employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the regular rate.
The most common mistake is mixing billable client work, internal admin, and payroll-support time in one generic entry. That forces managers to guess which hours belong on the invoice and which hours belong only in workload reporting. Each entry should identify the client or internal function, activity, billable status, and enough detail to explain the time.
Everhour Project Budgeting lets HR teams set hour-based or money-based budgets for client work, including recurring periods for retainers and client-level budgets across multiple projects. Email alerts at budget thresholds help managers see when recruiting, consulting, or staffing work is approaching the agreed limit.
Track HR work by client, requisition, case, or project, then use Everhour budgets and alerts to keep billable hours aligned with retainers and client expectations.
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