Everhour adds billable-hour budgeting and reporting to Asana projects, so agencies can connect task work to client revenue.
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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.
Use this page when agency work happens on Asana tasks and the billing review needs more than a loose weekly total. The practical goal is a clean billable-hour record by client, project, task, person, date, and work description. That record should show which time belongs on an invoice and which time stays internal for delivery analysis.
For agencies, the main decision is classification. Strategy sessions, production work, QA, and approved revisions often belong in billable review. Internal resourcing, sales handoff, general admin, and preventable rework usually need a separate non-billable label. The client does not need every internal note, but the agency needs enough detail to defend the invoice.
A useful agency workflow starts with the Asana task as the work context, then adds the billing context beside it. Each entry needs the person who did the work, the task, the date, the time amount, the billing status, and a short description tied to the deliverable. Rate logic should be applied consistently by project, member, or task.
A client invoice line such as "Landing page design, 6 hours, designer rate" is easier to review when the underlying records show the assigned task, the date range, and whether revisions were in scope. Avoid mixing client calls, production, and internal project management into one time entry. Separate records make write-downs and scope discussions less painful.
Agency billable hours become risky when teams review them only after the work is finished. A retainer, fixed-fee campaign, or time-and-materials project needs a current view of budget used, remaining budget, and non-billable drag. The project manager should see whether logged time still matches the client agreement before the invoice is drafted.
Budget checks work best when they match the commercial model. Hourly projects need rate-based billable totals. Fixed-fee projects need time and cost visibility, even when the client sees one fee. Retainers need recurring periods, so unused or overrun work does not disappear inside a single project total.
A one-off billable-hour check is enough for a small project, a single weekly review, or a quick client status update. It works when the team is small, the rate structure is simple, and someone can review every entry before billing. The risk grows when multiple people, retainers, revisions, and non-billable work share the same Asana project.
A managed workflow fits agencies that need recurring budgets, approval trails, budget alerts, locked periods, and billing handoff. Everhour Project Budgeting supports time and money budgets, recurring budget periods, configurable email alert thresholds, budget protection, expenses, multiple billing methods, and client-level budgets for agency work tracked against Asana projects.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Agencies should classify billable hours by the client agreement, not by effort alone. Client-approved production, strategy, implementation, and revision work usually belongs in billable review. Internal admin, sales work, avoidable rework, and general team coordination should stay non-billable unless the contract says otherwise.
A defensible entry includes the task, date, person, time amount, billing status, and a short work description tied to the deliverable. "Homepage wireframe revisions after client comments" is stronger than "design work" because it explains the client-facing output and the reason the time was spent.
Agencies should track non-billable time on client projects when it affects profitability, staffing, or scope control. Keeping non-billable records separate from billable totals shows how much delivery effort the agency absorbed and helps managers price future work more accurately.
Agency billable hours should be reviewed before invoices are prepared and during active budget periods. Weekly review works for retainers and fast-moving projects because managers can catch missing entries, wrong billing statuses, and scope creep while the work is still fresh.
The most common mistake is using one broad task or entry for mixed work. A single record that combines client work, internal planning, and revisions forces someone to split the total later. Separate entries preserve the billing trail and make client review cleaner.
Everhour Project Budgeting lets agencies track time and money budgets against Asana projects, including recurring budget periods, configurable email alert thresholds, budget protection, and client-level budgets. Teams can monitor billable progress before the invoice review instead of discovering overruns after delivery.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices, with line items grouped by project, task, person, date, or another available breakdown. Invoiced time is marked as invoiced so the same work is not reused on a later invoice.
Track approved billable hours against Asana projects, review budget progress before invoicing, and use Everhour Project Budgeting to keep client work aligned with revenue.
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