Free document template
An hourly invoice that makes time entries easy to check
For hourly work, the client needs to see what the time represents. Group entries by work period, task or agreed billing rate rather than sending an unexplained total. This cross-industry hourly invoice template includes fictional project-administration work and a reimbursable supply line so you can distinguish time from materials.
Example document · illustrative amounts
Example: An hourly invoice that makes time entries easy to check
Reference: [Invoice reference; timesheet or work authorization reference]
From
[Your legal business name, address and contact]
To
[Client billing name; project and accounts contact]
| Description | Quantity / unit | Rate | Amount |
|---|---|---|---|
| Approved project setup and information review | 2.25 billable hours | $48.00 | $108.00 |
| Preparation of agreed working document | 3.5 billable hours | $48.00 | $168.00 |
| Client-requested review meeting and recorded amendments | 1.25 billable hours | $48.00 | $60.00 |
| Authorized project supplies supported by purchase record | 1 reimbursement lot | $18.00 | $18.00 |
Total (USD): $354.00
Example: these fictional hours, supplies and USD rates illustrate presentation only; they are not recommended charges.
[Identify service period and reference the reviewed time record.]
[Explain any agreed rounding convention and distinguish nonbillable breaks.]
[Use separate lines where staff or tasks have different agreed rates.]
[State invoice issue date, due date, applicable tax and payment instructions.]
[Reconcile any advance payment against the actual amount due.]
How to use the template.
- Review the time record for duplicate entries, nonbillable work and the billing convention agreed with the client.
- Group time so the descriptions remain readable while the supporting record can explain individual entries.
- Multiply each billable quantity by its agreed rate, then add only authorized supplies or reimbursable costs.
- Check taxes and earlier payments separately and send the reviewed document with the supporting detail your agreement requires.
Useful answers.
How do I turn minutes into an hourly quantity?
Divide billable minutes by the minutes in an hour and apply the rounding convention you agreed. Do not silently round each entry upward or include time the agreement treats as nonbillable.
Can several people use the same hourly invoice?
Separate their entries where rates or responsibilities differ. Identify the work and agreed billing rate clearly enough for the client to match the invoice to the supporting time record.
Can Microtra use tracked time when invoicing?
Microtra supports time entries and time-and-materials invoices from jobs. This download remains an independent example; it does not bring a timesheet into the app.
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