Consulting invoices need approved project time, rates, and non-billable exclusions. Everhour keeps those details tied to Basecamp to-dos.
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Use this page when a consulting project in Basecamp needs a client-ready billing record. The practical output is a clean set of hours by person, date, project, to-do, and billing status, with non-billable work kept visible for internal review. That record lets the billing owner explain the invoice without reopening every discussion thread.
Consulting billing needs both chargeable delivery time and non-chargeable context. A partner or project lead needs to see research, admin, rework, and client-facing delivery in one review, then decide which hours belong on the bill. Keep the Basecamp to-do as the unit of work, because it carries the title, notes, assignee, subtasks, due date, and completion status that explain the entry.
Start with the project, then attach each time entry to the Basecamp list and to-do that produced the work. A defensible record shows the date, person, hours worked, short note, project, to-do name, list name, task ID, and task status. Those fields let the reviewer trace billed hours back to the assignment the consultant completed or the open task still in progress.
Set the billing status before review. Use a billable project when the client should be charged from tracked work, a fixed-fee project when hours support margin and scope review, and a non-billable project when the work should stay out of client charges. Within a billable project, mark specific to-dos non-billable when a client should see the work context but should not pay for that task.
Choose the rate structure that matches the consulting agreement. A project rate fits work charged at one hourly price across the team. Member rates fit blended teams where principals, managers, and analysts bill differently. Custom task rates fit scoped exceptions, such as a to-do priced differently from the rest of the project. Keep internal cost rates separate from client-facing billable rates so revenue and margin reports stay readable.
Record rate changes with an effective date instead of overwriting the past. A mid-engagement rate increase belongs on future entries, while older hours keep the price used when the work was performed. This matters during invoice review because 6 hours logged before the effective date and 6 hours logged after it carry different client-facing rates.
A one-off tally works when one consultant needs to total a small set of reviewed hours for a single invoice. Use it when the work is complete, the rate is unchanged, non-billable time is already separated, and the client does not need recurring backup. Save the exported record with the invoice so the billed amount has the same source if a question arrives later.
A managed workflow is stronger when several consultants log time against Basecamp to-dos during an active engagement. Everhour can collect approved timesheets, lock submitted or approved periods, let admins correct entries, and keep billable status and rates available for reports before billing. Approved, rate-priced hours then move into invoice preparation without re-keying the same person, task, and project details.
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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Set billing status at the project level first, because that decision defines whether tracked work belongs in client charges. Inside a billable project, mark specific to-dos non-billable when the work supports delivery but should stay off the invoice. Keep those non-billable hours in the record so the project lead sees true effort, margin pressure, and recurring internal demand.
Use one project rate when every consultant bills at the same hourly price. Use member rates when seniority or role changes the client price by person. Use custom task rates for scoped exceptions within a time-and-materials project. Separate internal cost rates from client-facing billable rates so the same report can show labor cost, revenue, and profit.
A useful billing record shows date, person, hours worked, project, to-do, list or section, task ID, task status, and a short note. The note should describe the work completed in plain language. The project and to-do fields connect the hours to the assignment, and the status helps the reviewer spot open work before it reaches an invoice.
Review non-billable time beside billable time before invoice creation. Excluding it from the client total protects the charge, while keeping it visible protects margin analysis. A clean review keeps the same project and to-do context for both categories, so the billing owner sees delivery effort that the client pays for and effort absorbed by the firm.
The billing handoff starts after the reviewed period is approved and the rate rules are confirmed. Select uninvoiced billable time, group the invoice detail by the structure the client expects, and keep non-billable to-dos out of the amount due. Practical groupings include project, task, person, or date, depending on the contract and client review style.
Everhour Team Management gives managers an approval workflow for submitted time, plus lock rules that keep approved periods protected from edits by regular members. Admins can also correct entries for team members, so billing cleanup happens inside the tracked record before reports or invoices use the hours.
Everhour Billing & Invoicing lets you select uninvoiced billable time and expenses, preview the invoice breakdown, and calculate amounts from project, member, or task rates while excluding non-billable work. Generated invoices can be exported to QuickBooks Online, Xero, or FreshBooks as drafts.
Use Everhour Team Management to approve Basecamp consulting time, lock reviewed periods, and correct entries before client billing starts, giving every invoice a clearer approval trail.
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