An hours allowance needs a different check from a partial-month fee. Enter the hours available under the agreement and the confirmed usage for the same period to see whether any capacity remains or needs overage approval.
What you can do here
Reconcile included hours, authorized rollover and confirmed usage, then check unused hours and a possible overage subtotal.
Built for real invoice workflows
Approve the time record and any excess first, then prepare the invoice for scheduled delivery.
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Available allowance = included hours + authorized rollover. Compare confirmed usage with that allowance. Excess hours × the entered hourly rate gives an illustrative overage subtotal, rounded once to cents. Hours accept two decimals; expiry, refunds, minimum blocks, and the authority to bill excess are not decided by the arithmetic.
Formulas and examples reviewed October 2, 2026. Illustrative figures; no tax or contractual determination.
20 included hours plus three approved rollover hours gives 23 available. Usage of 25.50 hours exceeds that by 2.50 hours. At an agreed USD 100 rate, the possible overage subtotal is USD 250 before tax and approval.
Ten included hours, no rollover, and 7.25 used leaves 2.75 hours. The overage is zero. Whether the unused hours expire, roll forward, or have any refund treatment comes from the agreement.
Only if the agreement allows it and any conditions are met. Enter the authorized rollover for the current period, not every unused hour from the past.
Check the agreed categories and approval process. Internal administration or excluded rework may be logged but may not consume the client's allowance.
How to use it
Enter included hours and only the rollover hours authorized for this period.
Add confirmed used hours from the reviewed time record.
Enter the agreed overage rate; seek approval before treating an excess as billable.
Why it helps
Show remaining allowance without losing the rollover reference.
Separate unused hours from excess consumption.
Check a possible overage amount before drafting a line.
Use the result when creating your invoice in InvoiceAgent. Planner setup links carry the settings they describe into a draft. Review your dates, amounts, PDF, and reminder settings before scheduling.
Draft the usage statement
Explain the period, allowance, consumed hours, and unresolved items.
Review retainer usage evidence
Verify rollover and excess approval before billing.
Invoice templates
Use the result inside invoice formats that are ready for clients and easier to automate.
Knowledge base
Review the billing concepts behind the numbers before they go onto a live invoice.
Profession pages
See how freelancers, consultants, and agencies apply the same calculator output in different workflows.