Everhour keeps retainer hours, budgets, and reports tied to the Asana projects your team already works from.
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Use this page to manage recurring client work that lives in Asana: monthly service retainers, support blocks, agency retainers, and ongoing delivery projects. The practical job is to connect tasks, tracked time, rates, billable status, and budget progress so the team knows whether the retainer is healthy before the month ends.
A useful retainer view answers four questions fast: which client or project the time belongs to, which tasks consumed the budget, which hours are billable, and how much budget remains. For example, a 40-hour monthly retainer needs task-level entries that separate planned delivery from internal coordination, client calls, and revision work.
Start with the commercial terms before you review hours. A retainer usually needs a period, a budget type, a rate basis, billable rules, and a carryover policy if the contract allows unused time to move forward. Fixed-fee retainers still need tracked time because profit depends on the gap between the fee and the work required to deliver it.
Name billable and non-billable categories before the team starts logging time. Strategy calls, client-requested revisions, production tasks, and QA review may count toward the retainer. Sales follow-up, internal planning, admin cleanup, and rework caused by your team often stay non-billable. The labels matter because a clean month-end report depends on consistent entry rules.
Retainer problems usually appear before the invoice stage. A project can look active and healthy while one client consumes hours faster than planned. Review actual logged time against the period budget during the month, then group the report by project, task, member, and billable status to see the source of the overrun.
Budget thresholds turn review into a decision. A 50% alert can trigger a mid-period check, while an 80% alert can pause scope expansion or start a client discussion. The alert percentage should match the retainer length and delivery rhythm. A weekly retainer needs earlier review than a monthly account with predictable work blocks.
A one-off review works for a single client, a short project, or a month-end cleanup. Export the hours, check the budget, fix unclear entries, and send the client summary. That process breaks down when several retainers run at once, rates differ by person, or managers need the same view every week.
A managed workflow keeps the retainer record current as work happens. Everhour adds embedded tracking controls inside Asana, syncs project and task details, supports hourly-rate, fixed-fee, or non-billable project budgets, and sends email alerts at admin-defined budget percentages. Reports can show total time, budget remaining, billable versus non-billable hours, and exportable detail for review.
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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Start with the retainer period, budget amount, billing method, and billable rules from the client agreement. Assign tracked time to the correct Asana project and tasks, then review budget progress by period instead of waiting for invoice preparation. The setup should separate delivery work, account management, revisions, and internal work so the report explains where the retainer went.
Billable retainer hours are the hours covered by the client agreement. Common examples include approved delivery tasks, scheduled client meetings, requested revisions, and support work inside the agreed scope. Non-billable hours usually include internal admin, sales work, preventable rework, and time spent fixing unclear entries unless the contract or statement of work says otherwise.
Rapid use early in the period, repeated work on the same task, rising non-billable cleanup, and hours logged without clear descriptions all deserve review. A client conversation should happen before the budget is exhausted, especially when the remaining work cannot fit inside the current retainer period.
Vague time entries create the most friction. A line that says "updates" does not explain the task, requester, or outcome. A better entry names the deliverable, task, and client request, such as "homepage copy revisions from client feedback." Clear entries make the retainer report defensible without turning the invoice into a long explanation.
Unused time should appear when the contract, policy, or client agreement makes it relevant. Some retainers expire at the end of the period, while others allow carryover or credit rules. The report should show the period budget, used time, remaining time, and the rule applied, so finance and the client see the same record.
Everhour Reporting turns tracked Asana work into customizable reports with 45+ columns, grouping, filters, exports, and scheduled email delivery. A manager can group retainer time by project, task, member, billable status, budget metrics, or client-facing detail before sharing the review.
Everhour syncs Asana projects and tasks, then tracks time against hourly-rate, fixed-fee, or non-billable project budgets. Admins can set budget email alerts at any percentage, so a retainer review starts when spending reaches the chosen threshold instead of after the period closes.
Track approved hours, budget progress, and client-ready reports from the Asana work your team already uses. Everhour gives managers current retainer visibility before billing decisions are due.
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