Invoice Calculator

Work out an invoice total from hours and rate or a flat fee, with discount, sales tax, reimbursed expenses, a deposit already taken and a late-fee rate — applied in the order that keeps the tax base correct.

Inputs

Billing basis

Hours billed

Hourly rate

Flat fee

Reimbursed expenses

Discount

Sales tax / VAT rate

Deposit already paid

Tab to move between fields

Results

Invoice total

$1,500.00

≈ 12 pairs of sneakers

Balance due

$1,500.00

≈ 12 pairs of sneakers

Work subtotal$1,500.00

Discount$0.00

Expenses billed$0.00

Taxable base$1,500.00

Tax$0.00

Deposit applied$0.00

Late fee per month$22.50

Late fee per day$0.75

Effective hourly rate$75.00

How to Use This Calculator

Choose whether you are billing hourly or a flat fee, and enter the amount.
Add any reimbursed expenses — these are passed through at cost and usually sit outside the tax base.
Set the discount and tax rate; the discount is applied before tax is assessed.
Enter any deposit already received to see the balance actually due.

How the result changes with Hours billed

Hours billed	Invoice total	Balance due
1,000	$75,000.00	$75,000.00
3,500	$262,500.00	$262,500.00
6,500	$487,500.00	$487,500.00
9,000	$675,000.00	$675,000.00

What each input means

Billing basis: Bill by the hour or as a single flat fee.
Hours billed: Total billable hours. Used when billing hourly.
Hourly rate: Your rate per hour.
Flat fee: Agreed project fee. Used when billing a flat fee.
Reimbursed expenses: Pass-through costs billed at cost — materials, travel, subcontractors.
Discount: Applied to the work, before tax.
Sales tax / VAT rate: Your jurisdiction's rate. Leave at 0 if the service is not taxable.
Tax the expenses too: Some jurisdictions treat reimbursed expenses as part of the taxable supply.
Deposit already paid: Retainer or deposit the client has already sent.
Payment terms (days): Net terms — 30 means payment is due 30 days from the invoice date.
Late fee per month: Monthly charge on an overdue balance. 1.5% per month is the common contractual figure.

What each result means

Invoice total: Work after discount, plus expenses, plus tax.
Balance due: Invoice total less any deposit already held.
Work subtotal: Before discount.
Taxable base: The amount tax is actually assessed on.
Deposit applied: Capped at the invoice total — a larger deposit leaves a zero balance, not a negative one.
Late fee per month: Charged on the unpaid balance.
Effective hourly rate: Discounted work divided by hours billed.

How this is calculated

Formula

total = work × (1 − discount) + expenses + tax; balance due = total − deposit

Worked example, using the default values

Total the work
work = hours × rate
20 h × $75 = $1,500
Apply the discount to the work only
discounted work = work × (1 − discount%)
$1,500 × (1 − 0%) = $1,500 (−$0)
Assess tax on the taxable base
tax = discounted work × rate
$1,500 × 0% = $0
Add expenses and tax for the invoice total
total = discounted work + expenses + tax
$1,500 + $0 + $0 = $1,500
Subtract any deposit already held
balance due = total − deposit
$1,500 − $0 = $1,500 due in 30 days

Engine last updated July 28, 2026.

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