Agency billing breaks when project work, rates, and approvals drift apart. Everhour adds structured planning and time control around Asana tasks.
Try with my Asana
$10k of $15k
Hourly
0:00:00
Alejandro Luna0:00:00Kai Nani0:00:00Kai Nani0:00:00Click!
Dave Jung0:00:00Alejandro Luna0:00:00Dave JungThe 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.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Agency billing starts with a simple job: turn approved project work into a client-ready billing record. The useful record shows who did the work, which task it belongs to, the date, the time spent, the billing status, and the description the client can understand. Asana holds the task context. The billing layer has to preserve that context while adding rates, budgets, approvals, and reporting.
For an agency, the same project often includes discovery, production, review, meetings, and account management. Some of that work is billable, some belongs in overhead, and some depends on the contract. A clean setup labels billable and non-billable work before the invoice review, not after totals already look wrong. That keeps retainers, time-and-materials work, and fixed-fee projects easier to explain.
A useful agency billing workflow defines the project billing method before time starts moving through reports. Hourly work needs a rate source, usually by project, person, or task. Fixed-fee work needs a budget target and a way to compare actual tracked time against the fee. Non-billable internal work should stay visible in reports without landing on the client invoice.
Descriptions matter because clients challenge vague entries first. "Landing page design review" is stronger than "Design." "Client call about revised scope" is stronger than "Meeting." The entry should connect the task to a business reason, especially when the work affects budget burn or a change request. A manager should be able to approve the time without reconstructing the week from chat messages.
The common mistake in agency billing is treating the invoice as the first serious review. That creates cleanup work because missing descriptions, wrong billing status, and unapproved time all surface at the end. A better flow checks time against the project budget during the week, then locks the billing period after review so old entries do not keep changing.
Client-facing totals also need consistent grouping. Some clients expect line items by project phase, others by task, person, or date range. The grouping should match the contract and the client's approval process. A retainer client may need a summary with supporting detail. A time-and-materials client often needs enough detail to connect each charge to actual work performed.
A one-off billing check works for a small project with a short date range and a single reviewer. It is enough when you only need to confirm whether this week's task time belongs on one invoice. The workflow starts to strain when multiple people log time, managers need approvals, budgets reset, or finance needs a repeatable handoff.
Everhour fits the managed version of that workflow by keeping Asana tasks connected to visual resource planning, weekly capacity, availability gaps, scheduled time off, and planned-versus-actual comparisons. That planning view helps agencies keep staffing realistic before billing problems appear. Approved time can then support reports, invoices, and client reviews without rebuilding the record from scratch.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Use the task as the work record and add billing context around it: client, project, date, person, description, billing status, and rate rule. Keep internal planning or admin work visible as non-billable instead of deleting it. Deleted work hides delivery cost and makes project margin harder to review.
Use hourly billing when the client pays for actual time at defined rates. Use a fixed fee when the client pays a set amount for the agreed scope. Use non-billable tracking for internal work or client work that should inform cost and capacity but should not appear on an invoice.
A billing description should identify the work, the deliverable, and the reason the time belongs to the client project. Short labels like "Edits" or "Call" create review friction. Strong descriptions make the task understandable without forcing the client or manager to open every project thread.
Late billing review causes disputes because wrong billing status, missing descriptions, and unapproved entries reach the invoice together. Review billable time before invoice creation, separate non-billable work, and confirm that line-item grouping matches the contract. That process gives the client a clearer record.
Yes. Non-billable time should stay in project reports because it shows the actual cost of delivery, account management, revisions, and internal coordination. It should not be charged to the client unless the contract allows it, but removing it from reports hides whether the project is profitable.
Everhour Resource Planning shows agency workload on visual timelines with member and project views, weekly capacity, availability gaps, scheduled time off, and planned-versus-actual time. That helps managers staff client work realistically before tracked hours turn into budget pressure or billing cleanup.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices, with line items grouped by project, task, person, date, or another available breakdown. After time is invoiced, Everhour marks it as invoiced so the same time is not reused later.
Use Everhour Resource Planning to match Asana project work with capacity, availability, and planned-versus-actual time before approved hours flow into billing reviews and client-ready records.
14-day free trial · No credit card · Cancel anytime
