Freelance work often starts in Asana tasks. Everhour connects tracked time to client-ready billing records.
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This page is for freelancers who manage client work in Asana and need to turn completed tasks into an invoice. The practical job is simple: pull the right billable work, apply the right rate, separate non-billable time, add approved expenses, and send a document the client can understand without a follow-up explanation.
Use the Asana project as the task record: client deliverables, assigned work, status, tags, and task names. Keep the billing layer separate and precise. A task called "Homepage revisions" becomes a stronger invoice line when the time entry, billing status, rate, date range, and notes already match the work the client approved.
A freelance invoice needs enough detail to justify the amount due without burying the client in internal task noise. Common fields include invoice number, issue date, due date, client name, freelancer details, description of work, quantity or hours, rate, subtotal, tax if applicable, discount if agreed, expenses, total due, and payment terms.
Line-item grouping is a billing decision. A small client may prefer one line for "July design support, 18 hours at $75." A larger client may expect lines by project phase, task group, person, or date. Group by the structure in the contract or statement of work, then keep the time records behind each line available for backup.
Freelance invoice disputes usually start with vague work descriptions, mixed billable and non-billable time, or a rate that does not match the agreement. Mark internal admin, sales calls, rework outside scope, or unpaid discovery as non-billable when the client should not pay for it. Keep those records visible for reporting, but exclude them from invoice totals.
Expenses need the same discipline. A reimbursable software license, travel cost, or subcontractor charge should carry a category, description, amount, and receipt when the client requires proof. Taxes and discounts should follow the client agreement and applicable rules. Never hide a discount inside a reduced hourly rate unless the contract bills that way.
A one-off invoice tool is enough when you have one client, one short date range, and a small set of already approved hours. It works best when you can manually enter the client details, rate, descriptions, payment terms, and totals from a clean timesheet without rebuilding the work history.
A managed workflow becomes the better choice when Asana tasks produce recurring invoices, retainers, expenses, or mixed billable work. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, excludes non-billable tasks, applies project or member rates, supports client defaults, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
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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Use Asana tasks as the work record and invoice from billable time entries tied to those tasks. The invoice should show the client, invoice dates, payment terms, service descriptions, hours or quantities, rates, expenses, discounts, tax if applicable, and total due. Keep task-level notes available for backup, but group lines in the format the client expects.
Task-by-task detail works for clients who want a detailed audit trail, but it can make a simple invoice harder to read. Group lines by project phase, deliverable, person, or date range when the contract allows it. Keep the underlying task records so you can answer questions without sending an overloaded invoice.
Exclude time the client did not agree to pay for, such as internal admin, unpaid sales work, non-billable corrections, or work outside the billing terms. Keep those entries in your records if they help measure profitability. The invoice total should include only billable work, approved expenses, and agreed commercial terms.
Specific descriptions, correct dates, clear rates, and consistent billable status prevent most disputes. A line such as "Landing page revisions, July 1 to July 15, 12 hours at $80" is easier to approve than a vague "website work" entry. Attach receipts for reimbursable expenses when the client requires documentation.
Yes. Billable expenses can sit alongside billable time when the client agreement allows reimbursement. Each expense should have a category, description, amount, and receipt when needed. Keep expenses separate from hourly labor in the invoice layout unless the client specifically asks for one combined service line.
Everhour Billing & Invoicing uses tracked billable time and expenses to generate invoices, calculates amounts from rates, and excludes non-billable tasks from invoice totals. Client settings can store contacts, taxes, discounts, and payment terms, and invoices can export to QuickBooks Online, Xero, or FreshBooks as drafts.
Everhour syncs Asana project and task details into reports, including project names, task titles, custom fields, and tags. Freelancers can review billable time, non-billable time, invoice status, and uninvoiced amounts before sending a client invoice.
Track approved freelance time in Everhour, convert billable work into invoices, and export drafts to accounting tools with rates, expenses, and status kept connected.
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