Everhour tracks billable expenses and costs on Asana projects, so client work stays ready for billing review.
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Client work in Asana needs project records that support billing, cost review, and reimbursement without a cleanup sprint at month-end. The practical job is to connect tasks, logged time, rates, expenses, and billing status so the project record can become a client invoice or a profitability report.
Start with the project structure the team already uses. Tasks should carry enough context to explain the work later: task name, assignee, project, date, and description when the entry needs one. Then separate billable client work from internal work before totals reach an invoice draft or finance report.
A billable project record needs more than total hours. Each time entry should connect to a task, a logged date, a duration, a person, and a billable status. Rates then turn approved time into a client-facing amount, while non-billable entries stay visible for project analysis without inflating the invoice total.
Expenses need the same discipline. A reimbursable item should include a category, amount, description, and receipt when the client or accounting team expects proof. Unit-based categories, such as mileage or per-copy charges, keep repeated expenses consistent. The clean result is a project record that shows labor, reimbursable costs, and excluded internal work separately.
The common mistake is treating every task inside a client project as billable by default. Project management, internal review, rework, sales handoff, and administrative follow-up belong in the project record when they explain real effort, but the billing status needs an explicit decision before the invoice is created.
Review billing status at the task or entry level when the project has mixed work. A single project can contain client-approved delivery work and internal coordination. Keep both in the record if both explain the project cost, but make the invoice source only the time and expenses the client agreed to pay.
A one-off review works when you have one Asana project, a short date range, and a small group of people. It is enough for checking whether billable hours, non-billable work, and reimbursable expenses look reasonable before a simple client update or invoice draft.
A managed workflow matters when several people log time, expenses require receipts, budgets need monitoring, or billing depends on approvals. Everhour layers that workflow on top of Asana with project expense tracking, receipt attachments, budget inclusion controls, invoice integration, and expense reports for profitability and reimbursement review.
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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A billable Asana project is client work where tracked time, rates, and reimbursable expenses can be charged to the client under the agreed terms. The record should separate billable delivery work from internal work, keep dates and task context attached to entries, and preserve enough detail for invoice review.
Non-billable entries usually cover internal coordination, admin cleanup, sales activity, warranty work, or client work excluded by the agreement. Keep those entries in the project record when they explain real project effort, but mark them separately so they do not increase the invoice amount.
Expenses should be logged with a category, amount, description, and receipt when documentation is needed. Billable expenses can move into the invoice alongside approved billable time. Non-billable expenses should stay available for cost and profitability review without being charged to the client.
The biggest cleanup comes from mixing billable and non-billable work without a clear entry-level review. A project total may look correct while the invoice source includes internal meetings, rework, or unapproved expenses. Review billing status before invoice generation, especially on mixed-scope projects.
Rates convert approved time into billable value. A project may use project rates, member rates, or task rates depending on how the client is charged. Keep rate rules consistent for the billing period, and record effective dates when older reports need to keep their original calculations.
Everhour Expenses lets team members log project costs with receipt images or PDFs, unit-based categories, and billable status. Those expenses can count toward project budgets, appear in expense reports by project or client, and move into invoices when they are reimbursable.
Everhour syncs Asana project and task data into reports, including project names, task titles, custom fields, and tags. Teams can then review billable time, non-billable time, costs, and invoice-related amounts in exportable reports without rebuilding the project context manually.
Track expenses, receipts, and budget impact on client projects. Everhour connects Asana work to expense reports and invoice-ready records for cleaner billing and profitability review.
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