Subcontractor hours drive invoices, job costing, and payroll review. Everhour keeps project budgets tied to tracked work.
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 |
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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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Subcontractors usually need more than a weekly total. Each entry should identify the person, date, job or project code, task or work element, direct labor hours, and the labor category or rate used for billing. That detail supports time-and-materials invoices, internal job costing, and questions from a prime contractor, client, or payroll reviewer.
A usable entry reads like a project record, not a note. For example: June 12, site electrical rough-in, 7.5 direct labor hours, journeyman rate, project phase 03. If materials, travel, computer usage, or other direct costs are reimbursable under the contract, those items belong beside the labor record instead of inside the time note.
For time-and-materials or labor-hour work, billable labor commonly equals direct labor hours multiplied by the applicable contract hourly rate. Federal time-and-materials contract hourly rates can include wages, indirect costs, general and administrative expense, and profit, so the assigned labor category matters as much as the time total.
Federal time-and-materials or labor-hour vouchers generally may be submitted no more often than once every two weeks, except small business concerns may receive more frequent payments. Reimbursed subcontractor hours may need individual daily job timekeeping records, labor-category qualification records, or contracting-officer-approved evidence. A vague end-of-week reconstruction weakens the invoice and the cost file.
A subcontractor business that employs covered nonexempt workers under the FLSA needs payroll records showing hours worked each day 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 not less than one and one-half times the regular rate of pay.
Contract billing and employee payroll can use the same raw time entry, but they answer different questions. The federal time-and-materials clause generally does not increase hourly rates solely because work was overtime unless the schedule provides overtime rates, and overtime premium reimbursement requires approval where applicable. Payroll review still applies the worker's wage-and-hour status and jurisdiction rules.
A free one-off tool is enough when you need a clean weekly total for a small job, a short invoice backup, or a quick review of direct labor by task. That approach works best when the contract is simple, the crew is small, and the person approving the invoice already recognizes the work performed.
A managed workflow becomes necessary when tracked hours feed recurring vouchers, budgets, payroll review, or multiple job codes. Everhour Project Budgeting supports time and money budgets, recurring budget periods, threshold email alerts, budget protection, expense controls, multiple billing methods, and client-level budgets, so subcontractor hours can stay connected to the project limits they affect.
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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Subcontractor time entries should include the worker, date, job or project code, task or work element, direct labor hours, and the labor category or billing rate when the contract uses rates. Time-and-materials work also needs materials and other direct costs tracked separately when the contract allows reimbursement for those items.
No single timekeeping system applies to all subcontractors. The FLSA requires covered employers to keep complete and accurate records for nonexempt workers, but it does not require a specific form or software. Contracts can add their own evidence requirements, especially for time-and-materials or labor-hour vouchers.
Time-and-materials invoices use direct labor hours multiplied by the applicable contract hourly rate, plus reimbursable materials and other direct costs allowed by the contract. The rate is tied to the contract labor category, so a correct invoice needs both the approved hours and the correct rate assignment.
Overtime does not automatically change the contract billing rate. Under the federal time-and-materials clause, hourly rates generally stay the same for overtime unless the schedule includes overtime rates, and overtime premium reimbursement requires approval where applicable. Employee payroll rules still apply separately to covered nonexempt workers.
For FLSA-covered employers, payroll records must be preserved for at least three years, and basic time and earnings records, such as daily start and stop time cards or sheets, must be preserved for at least two years. Contract terms, grant rules, or client requirements can require longer retention.
Everhour Project Budgeting tracks time and money budgets as subcontractors log hours and expenses against projects. Teams can use recurring budget periods, threshold email alerts, budget protection, expense inclusion controls, multiple billing methods, and client-level budgets to keep labor activity tied to project limits.
Track approved hours by job, rate, and budget before they become invoice disputes or cost overruns. Everhour connects subcontractor time with project budgeting for cleaner billing and cost control.
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