Everhour turns Basecamp project hours into billable records, invoice-ready rates, and non-billable agency work kept visible.
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Your agency needs a clean billing trail from assigned Basecamp to-dos to money owed. The practical outcome is a reviewed set of hours grouped by client, project, person, and to-do, with internal coordination kept out of the invoice amount while still visible in operational reports.
Use this workflow when account managers need to prepare a client invoice, producers need to explain where a retainer went, or finance needs a backup file before posting revenue. The record should show the work performed, the person who did it, the date range, the billable status, the rate used, and whether the entry has already been invoiced.
Start with the Basecamp structure the team already uses: project, list, to-do, assignee, due date, and completion status. The billing record needs the same context plus time entries by person and date, concise notes, billable status, and the rate rule. For agency work, that usually means a client project rate, a member rate for role-based billing, or a custom task rate for a specific time-and-materials item.
A defensible client backup keeps billable and non-billable time in the same review set. Billable work can include client-approved delivery, revisions, and meeting time tied to a Basecamp to-do. Non-billable work can include internal coordination, corrections, or write-offs. Keeping both categories visible protects the invoice, because the reviewer can see what was charged and what was deliberately excluded.
Rate setup should happen before the review period closes. A project rate works when the client buys a single blended hourly rate. Member rates work when the agreement prices people differently by role or seniority. A task-level override fits a time-and-materials item that needs its own price. Agency billing breaks down when reviewers change rates after approving the hours instead of dating and documenting the rate decision.
Non-billable status is a billing decision with a recordkeeping purpose. A billable project can still contain a to-do that should stay out of client charges, and a project billed by member rate can make one person's time non-billable by setting that member's project rate to 0. The resulting report should preserve the excluded hours for margin, staffing, and client conversation review.
A one-off tally is enough for a small, single client review when the agency only needs a short backup file and the billing manager can verify every entry manually. The method loses reliability when several people track against the same Basecamp project, rates vary by project or person, or the team needs to prove that approved hours were the only hours invoiced.
A managed workflow keeps the Basecamp to-do as the work record while Everhour applies project billing status, task-level non-billable rules, member or project rates, and approval controls before billing. Approved, rate-priced hours can then move into Everhour Billing & Invoicing, where uninvoiced time and billable expenses become invoice lines without re-keying the timesheet.
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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Use the Basecamp to-do name for the client deliverable, then keep the billing decision in the billing setup: billable project work, a non-billable to-do, or member time priced at the agreed rate. A client backup should preserve the Basecamp project, list, to-do, person, date, hours, and note.
Yes, internal review should show excluded agency time because it explains total effort, write-offs, and margin. Client-facing backup should include excluded hours only when the agreement or account lead calls for that transparency. Invoice lines should charge only the hours classified as billable under the client agreement.
Choose the rate that matches the commercial agreement before hours are approved. A blended project rate fits one shared hourly price, member rates fit role-based pricing, and a task-level rate fits a specific time-and-materials item. Rate changes should carry an effective date so older billing reports keep the original calculation.
A useful note names the action, object, and result without copying internal chatter. For example, use a concise description tied to the Basecamp to-do, then let the project, list, person, date, and hours carry the structure. Vague notes create disputes because the client cannot connect time to completed work.
Duplicate billing usually comes from manual copying, reused spreadsheet rows, or invoice records that do not identify the exact approved time batch. A clean process separates uninvoiced time from invoiced time, reviews non-billable exclusions before invoice creation, and ties the invoice number to the exact time batch used for billing.
Everhour Billing & Invoicing lets users select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice from project or member rates while excluding non-billable tasks. After time is included in an invoice, Everhour marks it as invoiced so it does not appear again in future invoices.
Everhour Reporting can include Billable Time, Non-Billable Time, Billable Amount, and Cost columns grouped by member or task. Financial columns are role-gated, so admins can inspect margin while account and delivery reviews keep excluded hours visible before the invoice is finalized.
Use Everhour Billing & Invoicing to turn approved Basecamp project time and billable expenses into invoices, exclude non-billable tasks, and keep exported invoice status visible in Everhour.
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