Agency projects move through tasks, hours, budgets, and billing. Everhour adds the budget layer that keeps that work accountable.
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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 project management in Asana starts with the work itself: tasks, assignees, due dates, project status, and client-facing deliverables. The budget workflow starts when you attach measurable limits to that work. A retainer, fixed-fee campaign, or time-and-materials project needs a target budget, tracked hours, billable status, and a rate structure before the first week closes.
You are usually trying to answer three questions quickly: which tasks are moving, which hours are billable, and whether the project is still inside the client agreement. A usable agency setup keeps those answers close to the project plan instead of splitting them across task comments, spreadsheets, and month-end invoice notes.
Agency budgets usually fit one of three patterns. A fixed-fee project needs a money budget tied to delivery scope. A time-and-materials project needs hourly billing by project, member, or task. A retainer often needs a recurring budget period so each month or quarter starts with a fresh limit and a clear carryover policy.
Cost and billable views answer different management questions. Cost shows internal labor spend and margin pressure. Billable time shows what can appear on a client invoice. Mixing the two in one field creates disputes because the account manager, project lead, and finance reviewer read the same number differently.
A defensible agency workflow records time at the task level, keeps billable and non-billable work separate, and connects each entry to the right client project. A sample week can include billable design production, non-billable internal review, and client management time. Each category affects budget burn and invoice totals differently.
Project managers should also decide who approves time before it reaches billing. Weekly review catches missing entries, unusually high daily totals, and work logged to the wrong project while the context is still fresh. Locked periods prevent late edits from changing a client report after finance has already prepared the invoice.
A one-off budget check works for a single project, a short sprint, or a quick client status call. It gives you a point-in-time answer: hours used, budget remaining, and billable work to review. That is enough when the team only needs a snapshot and the next billing step is manual.
A managed workflow becomes necessary when agency work repeats across clients, retainers, and billing cycles. Everhour Project Budgeting supports time and money budgets, recurring budget periods, configurable email alerts, budget protection, expense inclusion controls, multiple billing methods, and client-level budgets for teams that need a durable operating record.
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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Create the project around the client deliverable, retainer, campaign, or service line that needs its own budget and reporting view. Keep tasks specific enough for time entries to explain the work later. Broad tasks such as "client work" weaken billing review because the hours do not show scope, owner, or deliverable.
A single client-level budget works when the retainer covers several related workstreams under one spending limit. Separate projects work better when each campaign, service, or department has its own scope and approval path. The decision should match the client agreement, because reporting needs to mirror the budget the client approved.
Internal status meetings, rework outside the client agreement, sales support, admin cleanup, and training usually stay non-billable unless the contract says otherwise. Keep those hours visible in reports instead of deleting them. Non-billable time still affects margin, staffing, and whether the agency priced the work correctly.
Budgets drift when tracked time lands on generic tasks, non-billable work is hidden, rates are applied inconsistently, or approvals happen after invoices are drafted. A weekly review cycle reduces cleanup because project managers can fix missing task context, wrong billable status, and unusual daily totals before finance closes the period.
Weekly review fits most active agency projects because it catches budget burn before the month-end invoice. Fixed-fee projects need review before major delivery milestones. Retainers need review before the next recurring period starts so the account lead can adjust scope, staffing, or client communication with current numbers.
Everhour Project Budgeting lets agencies track time and money budgets against Asana work, including recurring budget periods, configurable email alerts, budget protection, expense inclusion controls, multiple billing methods, and client-level budgets. Teams can manage budget burn while tasks remain organized in Asana.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates and billable expenses, and excludes non-billable work. Invoice line items can be grouped by structures clients expect, such as project, task, person, or date.
Connect client work, tracked time, rates, alerts, and billing review in one workflow. Everhour gives agencies the budget visibility needed to protect margin and invoice with confidence.
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