Everhour brings rate-priced tracking and billing reports into Basecamp projects without moving work out of to-dos.
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Use this page when Basecamp to-dos have to become client-facing billing records. The practical outcome is a clean split between work that belongs on an invoice and work that stays internal, with enough detail to explain the charge. Keep the to-do name, list, project, person, date, duration, and notes aligned, because the client-facing record has to support both the work performed and the amount charged.
Basecamp stays the place where the work is organized: projects, lists, to-dos, assignees, subtasks, and due dates give each hour its context. The billing layer adds the commercial labels: billable status, excluded to-dos, rates, approvals, and invoice readiness. That split matters when the billing owner needs to separate invoiceable delivery from internal work while still keeping non-billable hours visible for cost review.
Start with the project billing method before reviewing individual to-dos. A Basecamp project can be handled as non-billable, fixed-fee, or time-and-materials with either a project rate or member rates in the Everhour billing setup. That choice controls how logged hours become billable amount, revenue, and profit in reports. A task-level custom rate belongs on a time-and-materials project when one to-do carries a different client price.
Within a billable project, mark a to-do non-billable when the time should stay in reporting without creating a client charge. The hours remain useful for cost and utilization review while staying out of billable totals. For member-rate projects, setting a member's project rate to $0 makes that person's time non-billable for that project, which fits work that the client agreement excludes from hourly billing.
A defensible record connects every charge to a recognizable piece of work. Use the project name for the engagement, the list for the phase or workstream, the to-do for the deliverable, and the person for accountability. Add notes when the to-do title is broad. The note should describe the service the client recognizes, the date it happened, and the time actually spent.
Keep non-billable time in the same review set instead of deleting it from the story. Non-billable hours explain delivery cost, margin pressure, and scope change, even when they do not appear as client charges. A clean report can show billable time, non-billable time, billable amount, and cost by member or to-do, which gives the billing owner both the invoice basis and the margin signal.
A free one-off tally is enough when you have a small project, a short date range, and a client who only needs a simple hours summary. Enter the project, to-do, person, date, duration, and billable amount, then check the total against the agreement. That approach breaks down when multiple people log against the same Basecamp project, rates differ by person or task, or approval must happen before invoicing.
Everhour moves that billing review into a managed workflow: timers or manual entries attach to Basecamp to-dos, submitted time can be approved before billing, and reports can group the approved records by project, task, person, date, or invoice status. From there, uninvoiced billable time and expenses can become an invoice, with non-billable work excluded from the amount due.
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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Treat the project as the billing container. Choose the billing method for the project first: non-billable, fixed fee, hourly project rate, or hourly member rates. Then mark specific to-dos non-billable when they support the work without creating a charge. Avoid deciding billability only at invoice time, because late classification hides scope and margin problems during delivery.
Use a project rate when one hourly price applies to the whole engagement. Use member rates when people on the same project have different client prices. Apply a custom task rate only when a specific time-and-materials to-do needs its own price. Keep cost rates separate from billable rates so margin reports do not treat client price as internal expense.
A client-facing time record should identify the project, list or phase, to-do, person, date, hours, billing status, and rate basis. Include a short note when the to-do title does not explain the charge on its own. The record should support three checks: the work happened, the hours belong to the billing period, and the charge follows the contract.
Non-billable to-dos stay in the work history and cost review. Exclude them from billable totals and the amount due. That split lets you show a client why the invoice total covers delivery work while internal review or out-of-scope cleanup stays out of the charge. Deleting the hours damages margin review and hides workload.
Reusing the same approved hours in a later invoice creates duplicate charges. Keep an invoice status, billed-through date, or locked export for each approved time set before sending the next invoice. The safer review uses only uninvoiced billable time for the new billing period and leaves already invoiced records out of the amount due.
Everhour Reporting lets admins build reports with 45+ columns, then group and filter Basecamp time by project, to-do, list, task status, member, billable time, non-billable time, billable amount, cost, and invoice status. Scheduled email delivery or CSV, Excel/XLSX, and PDF exports keep the billing review shareable without exposing money columns to every role.
Everhour Billing & Invoicing can generate invoices from approved, uninvoiced billable time and billable expenses, preview the breakdown, group line items by project, task, person, or date, and exclude non-billable work from the amount due. Exported invoices can go to QuickBooks Online, Xero, or FreshBooks as drafts, with status synced back.
Use Everhour Reporting to group Basecamp billable work by project, to-do, list, member, amount, cost, and invoice status, then export a client-ready billing review for final invoicing.
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