How to invoice for hours worked
An hourly invoice is a timesheet with prices. Add one row per day (or per task if the client prefers): the date, what you did, the hours, and your rate. The generator multiplies hours by rate for each row, shows total hours on the invoice, and adds tax if you charge it. Use the Work period field to state the span you are billing, e.g. “1–15 September 2026”, so the client can match it against their records.
Round hours the way your contract says. Fifteen-minute increments (0.25 h) are the norm for consultants and developers; six-minute increments (0.1 h) are common in legal and accounting work. Whatever you choose, say it in the notes so nobody is surprised by 7.75 hours.
Overtime is optional. Independent contractors are not covered by statutory overtime rules – the US Fair Labor Standards Act and UK Working Time Regulations apply to employees – so an overtime rate only exists if your agreement includes one. If it does, the Overtime line button adds a row at 1.5× the rate of your last row; adjust the hours and description.
What to put on an hourly invoice (US and UK)
Everything a normal invoice needs still applies: unique number, your name or business name and address, the client’s name and address, invoice date, due date and total. On top of that, an hourly invoice should show the dates the work was done, a description per entry, the hours per entry, the hourly rate, and the total hours. UK clients also expect the date of supply – for hourly work that is the last day of the period. If you are VAT-registered in the UK, VAT goes on top of the labor total and your VAT number must appear on the invoice.
US clients paying a contractor more than a modest annual amount may need your W‑9 to issue a 1099‑NEC at year end – that is separate from the invoice, but keep your invoices as the backup for the amounts they report.
Common mistakes
- One line for the whole month. “Consulting – 120 h” invites questions. Daily rows with short descriptions get approved faster.
- Different rates without saying why. If some rows are at a higher rate, label them: “Weekend support (1.5×)”.
- Forgetting non-hourly extras. Travel, software licenses or materials go on their own rows with quantity 1 and the amount as the rate.
- No work period. Without it the client cannot tell whether this invoice overlaps the previous one.
Frequently asked questions
How do I enter partial hours?
Type decimals in the Hours field: 7.5 for seven and a half hours, 0.25 for fifteen minutes. The total hours line on the invoice sums them exactly.
Can I bill different rates on one invoice?
Yes. Each row has its own rate. Use the description to explain the difference, for example “On-site work” versus “Remote work”.
How does the overtime line work?
Click “Overtime line (1.5×)”. A new row is added with the description “Overtime hours (1.5× rate)” and a rate equal to 1.5 times the rate in your last row. Change the multiplier or the hours to match your agreement.
Should I add tax to an hourly invoice?
In the US, most states do not tax services, but some do (and product-like services can be taxed). In the UK, add VAT only if you are VAT-registered. If you are unsure, leave the tax rate at 0 and check with an accountant.
Can I attach my timesheet?
The invoice itself is the timesheet when you use daily rows. If the client wants a separate export, print the page to PDF as a second document.