Agency billing starts with task-level time, rates, and billable status. Everhour adds that billing layer inside Asana projects.
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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.
Agency client billing starts with the same work your team already manages in Asana: projects, tasks, assignees, status, custom fields, and tags. The billing layer needs each time entry tied to the right client work, not just a weekly total. A designer's 3 hours on homepage revisions and a strategist's 2 hours on campaign planning need separate task context if the client reviews the invoice.
Use this page to structure billable agency work before it reaches accounting. The useful output is a record that shows who worked, which Asana task they worked on, whether the time is billable, and which rate applies. That record supports retainers, time-and-materials projects, fixed-fee reviews, and scope conversations without forcing the billing team to rebuild project history from comments and status updates.
Agency invoices fail when internal work gets mixed with client-facing delivery. Mark client-approved production, revisions, implementation, and account work as billable only when the contract supports it. Keep internal planning, training, rework outside scope, and sales follow-up available for reporting without pushing those hours into the invoice total.
Rate rules need the same discipline. A project can use one hourly project rate, member-specific rates, or task-level pricing when the client agreement prices work differently. A clean setup lets a senior consultant, designer, and project manager all work in the same Asana project while billing correctly. Missing billable status or the wrong rate creates invoice disputes because the math may look right while the commercial rule is wrong.
Agency billing is stronger when budget review happens before the invoice leaves. Compare tracked time against the project's agreed budget, then check billable and non-billable totals by project, task, and person. For a retainer, that review shows whether the team is spending too much time on meetings, revisions, or account support before the month closes.
Budget checks also protect fixed-fee work. A fixed-fee project still needs tracked time because profitability depends on actual labor cost, not just the client price. Project summaries should show total time, budget remaining, and the split between billable and non-billable hours. Detailed reports with task and member breakdowns give account managers a defensible basis for scope changes and client conversations.
A one-off check is enough when one manager needs to review a single Asana project before sending a simple invoice. Export the relevant report, confirm billable status, and hand the approved total to accounting. That process works for a small client, a short sprint, or a one-time cleanup of hours.
A managed workflow becomes necessary when several people track time across ongoing retainers, mixed rates, and recurring invoice cycles. Everhour embeds time tracking controls inside Asana, syncs project and task details for reporting, supports configurable budget alert thresholds, and keeps billable records available for exports. Agencies get a repeatable billing trail instead of a last-minute spreadsheet rebuild.
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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Summer 2026
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Client billing needs the task, project, assignee, date, duration, billable status, and description behind each entry. Agencies should also preserve tags or custom fields that separate campaign, channel, phase, or service line. Those details let the billing team group work the way the client expects to see it.
Retainer work needs a recurring budget view and a clear split between included work and extra billable work. Track time against the actual Asana tasks, then review totals by project, person, and task type before the invoice period closes. This keeps account service, production, revisions, and overages visible.
The most damaging mistake is approving an invoice total without checking billable status and rate rules at the task or person level. A total hour count does not show whether internal work was excluded, whether a senior rate applied correctly, or whether a fixed-fee project stayed profitable.
Use the grouping that matches the client agreement. Project grouping fits simple retainers and fixed-fee summaries. Task grouping works better when clients approve detailed deliverables. Person grouping helps when the contract uses member rates or role-based pricing. Keep the internal report more detailed than the client-facing invoice.
Review active client budgets weekly for ongoing retainers and before every invoice for project work. Weekly review gives account managers time to address overruns before the invoice period closes. Final invoice review should confirm total time, billable time, non-billable time, rates, and any approved expenses.
Everhour Reporting turns Asana-linked time, budgets, costs, and project data into customizable reports with 45+ columns, filters, grouping, exports, and scheduled email delivery. Agencies can review billable time, labor costs, profit, invoice status, task context, and client totals before billing work moves to accounting.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices, using project or member rates while excluding non-billable work. Invoice line items can be grouped by the structure the client expects, such as project, task, person, or date.
Turn Asana task work into scheduled billing reports with Everhour, so account managers review client budgets, billable time, and invoice-ready totals before accounting closes the period.
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