Everhour turns Asana task time into utilization reports for comparing capacity, actual hours, and billable work.
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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.
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Use this workflow to turn Asana tasks, assignees, and status into a clear view of how work uses team capacity. The goal is a staffing answer: which people are fully loaded, which projects are consuming more time than planned, and which work is billable enough to support the schedule. Keep the review tied to real task records so the numbers stay traceable.
Start with the same work structure your team already uses in Asana: project, task, assignee, estimate, status, and any fields that define client, service line, or priority. Then connect time entries to those records with duration, date, billable status, approval status, and description. A useful utilization view lets you inspect the underlying task behind a high or low number before changing assignments.
Planned load starts with estimates, assignments, weekly capacity, and known time off. Actual load comes from time entries recorded against the task or project, including the date and person connected to the work. Keep those two streams separate. A task estimated at 12 hours and logged at 18 hours tells you the plan missed by 6 hours; a report that merges the two hides the scheduling problem.
Resource utilization becomes useful when each person has a capacity baseline and every tracked entry keeps its project context. A full-time employee, a part-time contractor, and a teammate with scheduled time off should not be reviewed against the same weekly capacity. Compare tracked project hours with that person's available capacity, then review overages by task, project, and date before moving work.
Most utilization mistakes come from mixing unlike hours. Billable project work, non-billable project work, internal administration, corrections, and rejected time entries answer different questions. Treat approval status as a gate before leadership uses the report for staffing. Treat billable status as a classification, because the same person can be busy all week and still have low client-facing utilization.
Task categories, comments, and custom fields matter when the first total raises a question. A 38-hour week across one client launch means something different from 38 hours scattered across support tasks, sales requests, and rework. Build the view so a manager can group by member, project, task, category, and billable status, then drill into the entries that changed the result.
A one-off utilization check works for a single project review, a staffing conversation, or a quick comparison of planned hours against logged hours. It breaks down when people change tasks daily, rates differ by project, managers need approvals, or finance needs a clean handoff. At that point, the team needs a system of record for time, capacity, billable status, and reporting history.
Everhour adds that managed layer on top of Asana work by embedding timers in tasks, syncing project and task metadata, and feeding approved time into reports, budgets, and billing workflows. Use the free workflow for a narrow check. Move to a managed setup when utilization affects staffing, client billing, payroll review, or recurring budget control.
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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G2
Summer 2026
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Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A useful review needs the project, task, assignee or time entry creator, logged date, duration, billable status, approval status, and enough description to explain the work. Add estimates and categories when they exist. Those fields let you separate planned demand from actual time and check whether a high total came from delivery work, support, rework, or administration.
Estimated time is the planning input. Logged time is the record of work performed. Compare them at the task and project level before drawing a staffing conclusion. A task estimated at 10 hours and logged at 14 hours shows a 4-hour planning gap; the same overage spread across five small tasks points to a broader estimating issue.
Unapproved entries, missing manual corrections, duplicated time, and mixed billable classifications distort utilization first. Non-billable project time should stay visible, but it needs its own classification so it does not inflate client-facing utilization. Time off and part-time capacity also need separate treatment before anyone compares one person's week with another's.
Use both views. The person view shows overall load, available capacity, and whether one teammate carries too much work. The project view shows which client, internal initiative, or task group consumes the team's time. A project can look healthy while one person is overloaded, so staffing decisions need the member and project views side by side.
Check utilization before schedule changes, client billing reviews, and payroll or timesheet approval. A weekly review catches missing entries while the work is still fresh. Monthly review is too late for staffing decisions when a project is already over plan or one person has carried excess load for several weeks.
Everhour Reporting builds utilization views from logged time, budget, cost, project, task, member, billable time, and integration custom fields, with 45+ available columns. Teams can group and filter the report by Asana project context, set date ranges, export CSV, Excel/XLSX, or PDF files, and schedule recurring email delivery.
Everhour embeds tracking controls inside Asana tasks and projects, then syncs project names, task titles, custom fields, and tags into Everhour for reporting. That setup keeps time entries tied to the work record, so a manager can review utilization by the same task and project structure the team uses day to day.
Build repeatable Asana utilization reports in Everhour, with grouped columns, filtered date ranges, exports, and scheduled delivery that give managers a clearer staffing and billing view.
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