Agency teams keep work in Basecamp, while Everhour turns tracked time into reviewed timesheets, budgets, reports, and invoices.
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A Basecamp agency timesheet gives managers one weekly view of work tied to client projects, to-do lists, and to-dos. The useful record shows who worked, which Basecamp project carried the work, which to-do received the time, the date, the hours, and any note needed to explain the entry. That structure lets a reviewer connect hours to the actual deliverable instead of reading a loose weekly total.
For agencies, the timesheet is more than a personal log. It supports invoicing, budget review, utilization checks, and payroll preparation. Staff should track client work against the Basecamp to-do that represents the deliverable, then submit the week for review. Managers should close the loop before billing starts, since late edits after invoice preparation create disputes, rework, and unclear client totals.
A reliable agency timesheet separates tracked work from billable treatment. The time entry should identify the Basecamp project, list, to-do, task status, person, date, and hours. The billing decision belongs in the billing setup: project rate, member rate, fixed fee, non-billable project status, task-level non-billable status, or custom task rate when the client agreement requires it.
A clean example is simple: a designer logs 3.5 hours to a campaign landing page to-do, adds a short note about final layout revisions, and submits the week. The manager reviews the entry against the client scope, confirms whether that to-do is billable, and leaves the time attached to the same Basecamp work item for reporting and invoice grouping.
Agency timesheets need a review cycle because several people often touch one client deliverable. Staff submit weekly project hours or working hours, depending on the team's tracking policy. Managers approve, reject, or partially approve entries, then ask for corrections when a day total looks unusual, a note is missing, or time sits on the wrong to-do.
Approved time should lock for regular members after review. That lock protects the billing and payroll handoff from quiet changes after a manager has already approved the period. Admin corrections still belong in the system when a real mistake appears, but the correction should leave an activity trail so the agency can explain what changed and why.
A one-off timesheet works when a small agency needs a weekly review record for a short client engagement. It is enough when the team has a few contributors, one manager checks the entries, and billing stays simple. The record still needs project context, dated hours, person-level ownership, and manager approval before anyone uses it for payroll or client billing.
A managed workflow fits recurring client work, retainers, mixed billable and non-billable tasks, and multi-person delivery teams. Everhour connects Basecamp-tracked time to Billing & Invoicing by turning billable time and expenses into invoices, calculating amounts from rates, excluding non-billable work, and exporting invoices to QuickBooks Online, Xero, or FreshBooks.
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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Agencies should keep each entry attached to the client project and the Basecamp to-do that represents the actual deliverable. A weekly review should group time by person, project, and to-do so the manager can compare tracked hours with the client scope, billing setup, and open work before approving the period.
The person responsible for the client budget or delivery review should approve the timesheet before billing. That reviewer checks missing days, unusual totals, entries on the wrong to-do, and non-billable work. Payroll or accounting should receive the reviewed record after corrections, not a draft week with unresolved entries.
Locked periods prevent regular members from changing approved time after the manager has reviewed it. That matters because approved hours often feed invoices, payroll review, budgets, and profitability reports. If a correction is needed after approval, an admin should make the change with a visible history instead of reopening the record informally.
Managers should confirm each contributor logged time to the same Basecamp to-do only for the work they performed. Shared to-dos need clear person-level entries, dated hours, and notes when the role or task is not obvious. Without that detail, the agency can bill a deliverable but lose the basis for explaining each person's time.
Time off can appear in the same review picture when the team tracks working capacity alongside project hours. That helps managers separate client delivery time from paid time away, staffing gaps, and schedule capacity. The distinction matters because paid time not worked should not become billable client time.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates and billable expenses, excludes non-billable tasks, supports client defaults such as taxes, discounts, and payment terms, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
Everhour supports timesheet submission, approval, rejection, partial approval, and locked time after approval. Managers can review weekly project hours or working hours, request corrections, and keep approved entries protected from regular member edits before payroll, billing, or reporting uses the record.
Track agency work from Basecamp to-dos through approval, then let Everhour convert billable hours and expenses into client-ready invoices with accounting exports.
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