Asana tasks hold the work plan, while Everhour tracks actual hours and billable records against that project structure.
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Use this page when you need to compare expected effort with time actually spent on Asana project work. The practical output is a clean planned-versus-actual view: task estimates on one side, logged time on the other, with enough detail to spot overruns, missing entries, and work that changed scope.
Keep the baseline close to the way the team works. A design task with a 6-hour estimate, a named assignee, and a client deliverable should collect time against that same task, not against a broad project bucket. That gives managers a usable variance without forcing the team to rebuild the project in a spreadsheet.
A useful planned-versus-actual record starts with the task, project, assignee, estimate, logged duration, date, and work description. Billable status also matters when the same project includes client work, internal review, and corrections. Actual time should reflect time spent on the task, not time remembered at the end of the month.
Use consistent categories when you compare work. If setup, review, and revision time all sit in one task, the variance shows total effort only. If those phases need separate decisions, split them into separate tasks or consistent time-entry categories before review. The structure should answer the management question without adding unnecessary admin work.
Planned-versus-actual time creates decisions, not just totals. A task estimated at 4 hours and logged at 9 hours needs a reason before it becomes a client conversation, budget adjustment, or invoice line. The reason can be scope growth, underestimated complexity, rework, waiting time, or a late correction to the entry.
The common mistake is reviewing only the total project overrun. That hides the task that caused the variance and makes the next estimate weaker. Review task-level differences while the work is fresh, then decide whether to adjust remaining estimates, mark time non-billable, update the project budget, or explain the variance in the client record.
A one-off comparison is enough when you need to inspect one project, one phase, or one disputed week. It gives you a fast answer: planned hours, actual hours, variance, and the entries that need cleanup. That is sufficient for a short internal review or a single client status update.
A managed workflow becomes necessary when planned-versus-actual data feeds billing, approvals, and repeatable forecasting. Everhour can track time inside Asana, sync task context, separate billable and non-billable work, apply project or member rates, and carry approved billable time and expenses into invoices instead of rebuilding the record by hand.
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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Compare each task estimate with the time logged against that same task, then roll the results up by project, phase, person, or client. Task-level review shows where work changed, while project-level totals show budget pressure. Use the same task names and project structure for estimates and actuals so the comparison stays readable.
A useful variance review includes the task, project, assignee, estimate, logged duration, date, work description, and billable status. Those fields explain both the size of the difference and the business impact. Missing descriptions or broad task buckets make it harder to separate real overruns from late admin cleanup.
Non-billable time should stay visible in operational review because it still consumes capacity and affects future estimates. Billing review can separate it from client charges. Keep billable status attached to the entry so managers can see total effort, client-chargeable work, and internal cost without mixing the three.
The biggest mistake is logging time to a broad project after the work is finished instead of tracking it against the task where the estimate lives. That creates a project total without a task-level explanation. Managers can see that the project ran long, but they cannot see which work item caused the variance.
Review active project variance weekly for ongoing work and at phase close for milestone-based projects. Weekly review catches missing entries, scope drift, and estimates that need adjustment before the final invoice. A closeout review still matters because it improves the next project estimate and gives billing a cleaner record.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices, calculates amounts from rates, and excludes non-billable tasks. Invoice data can be grouped by project, task, person, date, or another available breakdown, then exported to QuickBooks Online, Xero, or FreshBooks.
Everhour syncs Asana project and task context, then reports tracked time against that structure with configurable columns and Excel export. Managers can review task estimates, logged hours, billable status, budget remaining, and project summaries without moving the team away from Asana tasks.
Track approved time inside Asana tasks, separate billable work from internal effort, and convert clean records into invoices with Everhour Billing & Invoicing.
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