Agency task work lives in Asana; Everhour adds approvals, rates, and time records for client billing.
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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.
Use this page when an agency needs a practical way to track time against Asana tasks and turn those hours into usable billing, budget, and staffing records. The goal is not a loose weekly total. The useful record ties each entry to the client project, task, person, date, billable status, and description of the work completed.
That structure matters when account managers review retainers, finance prepares invoices, and project leads check whether scoped work is drifting. A designer logging 2.5 hours to a landing page task gives the team a record it can review. A note that says only "design work" gives finance and delivery teams cleanup work later.
A strong agency time workflow starts with the task in Asana and adds the billing context around it. Each entry should identify the task, project, team member, logged date, duration, billable or non-billable status, and short work note. Rate logic should stay consistent with the client agreement, whether the project uses hourly billing, a fixed fee, or non-billable internal tracking.
Agencies also need separation between client-facing production and internal activity. Discovery calls, rework, project management, QA, and account communication may follow different billing rules by contract. Mark those categories consistently before the invoice review stage. Late classification creates disputes because the team must reconstruct intent from task names and comments after the work is already finished.
Agency time records break down when every person uses a different habit. One person starts timers on every task, another fills Friday from memory, and a project manager edits totals after the client asks for detail. A reliable process sets expectations for daily entries, complete task assignment, clear notes, and review before time reaches billing or payroll.
Approval timing matters. Weekly review gives managers time to catch missing days, unusual totals, and entries attached to the wrong client project. Locked periods protect approved time from later edits, while admin corrections handle legitimate cleanup without creating a second spreadsheet. For agencies, the approval trail is part of the client service record.
A simple time check is enough for a single project, a short audit, or a quick comparison between planned and actual hours. It answers one narrow question: where did the week go? That snapshot stops being enough when multiple clients, retainers, approvals, and billing handoffs depend on the same time data.
Everhour gives agencies a managed workflow on top of Asana projects: team rules, approval workflows, locked time periods, admin corrections, weekly capacity, roles, project assignments, and team groups. That structure keeps task-level work connected to billing review, payroll checks, reporting, and the client records agencies need after the project moves on.
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.
Each time entry should connect to the Asana task, client project, team member, date, duration, billable status, and a short work description. Agencies should avoid generic catch-all tasks for client delivery because they hide where time went. Task-level entries make it easier to review retainers, explain invoice detail, and compare estimated work with actual work.
Non-billable status should follow the client contract and the agency's internal policy. Common candidates include internal meetings, sales work, training, duplicated cleanup, and tasks excluded from a fixed scope. Client communication, QA, and project management need explicit treatment because some agencies bill them and others absorb them. The rule should be set before time review starts.
Weekly approval works well for most agency teams because managers can catch missing entries while the work is still fresh. Daily approval creates too much administration for normal client delivery, while monthly review pushes corrections too close to invoicing. A weekly cycle also gives finance cleaner totals for client billing and payroll review.
Cleanup usually starts with missing task links, vague notes, late manual entries, and billable status changes made after the invoice draft. Agencies should require time entries on the correct client task and review exceptions before the billing period closes. Waiting until invoice creation forces managers to interpret incomplete records and ask team members to remember old work.
The retainer agreement decides the budget view. Hour budgets work when the client buys a fixed monthly capacity, such as 80 hours of design and development. Money budgets work when rates differ by role or task type. Agencies should track the same unit the client expects to see in reviews, then keep the supporting time detail available.
Everhour Team Management gives agencies approval workflows, locked periods, admin time correction, personal tracking limits, roles, project assignments, team groups, and team-wide policy defaults. Managers can review submitted time before billing or payroll use, then protect approved entries from regular member edits.
Everhour can track hourly-rate, fixed-fee, or non-billable project budgets tied to Asana work and send automatic email alerts at thresholds the admin configures. Project summaries show total time, remaining budget, and billable versus non-billable hours, so managers can catch retainer pressure before invoice review.
Run agency work from Asana tasks with Everhour team controls, approvals, locked periods, and budget visibility, then carry approved time into cleaner billing and reporting.
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