Everhour organizes Basecamp billing records with billable status, non-billable to-dos, rates, expenses, and invoice-ready review.
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You came here to separate Basecamp time that belongs on a client bill from time that should stay out of the invoice. The practical output is a reviewed record: project, to-do, list, person, date, hours, notes, billing status, rate, and expense context. That record gives the billing owner enough detail to explain the charge and enough structure to exclude internal work.
Basecamp is the place where the project, to-do list, assignee, due date, and completion status organize the work. The billing layer adds the money logic: project billing status, task-level non-billable exceptions, project or member rates, custom task rates for time-and-materials work, and reports that separate billable time, non-billable time, billable amount, and cost. The client sees the invoice; the team still sees the work behind it.
In this workflow, billing status starts at the project level. A client project can be priced by hourly project rate, hourly member rate, or fixed fee. A project that should never reach a client bill stays non-billable from the start. That first setting prevents mixed project work from becoming a spreadsheet debate at invoice time.
Exceptions still need a clear place. Within a billable project, mark a specific to-do non-billable when the agreement treats that work as non-chargeable, while the hours remain available for review. For member-rate projects, a member's project rate can be set to 0 when that person's time should be reported but not billed. Keep comments plain enough for a client to recognize the work.
Set rates before billing review so the invoice total has a traceable source. Cost rates represent internal labor expense, and billable rates represent the client-facing charge. Members can have default rates, individual projects can override them, and rate changes can carry an effective date so older reports keep the original calculation. That dated history matters when a contract changes mid-project.
A defensible time record ties the charge to the work object. Use Basecamp project, to-do, list, task ID, task status, person, date, hours, and comment details when reviewing a line. A client-facing invoice can then group billable time by the structure the client expects, such as project, task, person, or date, while excluding non-billable to-dos and already invoiced time.
A one-off tally is enough when you need a quick split for one project, one client, and a small number of entries. Export the reviewed view, check that non-billable to-dos are excluded from the amount due, and keep the backup with the invoice. That works for an occasional billing cleanup, provided someone owns the final rate and inclusion review.
A managed workflow fits recurring client billing. Everhour embeds tracking controls into Basecamp through the browser extension, prices approved hours with project, member, or custom task rates, keeps billable expenses available for invoices, and marks invoiced time so it does not appear again in future invoices. Admin reports can show billable time, non-billable time, billable amount, cost, invoiced amounts, and uninvoiced amounts without re-keying the same Basecamp work.
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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Start with the project's billing status, then apply to-do exceptions. A billable client project carries the main charge rule, while non-billable to-dos inside that project keep excluded work visible without adding it to billable totals. A fully internal project should be classified as non-billable from the start so every tracked hour stays out of the client amount.
Set the rate where the contract prices the work. A single blended price fits an hourly project rate. Different people with different client prices fit hourly member rates. A time-and-materials project can use a custom task rate when a specific to-do carries a special price. Keep cost rates separate from billable rates so margin reporting reflects both expense and revenue.
Use the Basecamp project, to-do, list, task status, person, date, hours, and clear notes as the review trail. The strongest record connects each line to a recognizable work item and shows whether the hours are billable or excluded. Missing notes, mixed internal work, and late rate changes create the fastest path to client questions.
Non-billable hours stay in the operational record and stay out of the amount due. They still matter because project owners need to see the full effort behind the client relationship, including work that reduces margin. Removing those hours from reports makes the bill look cleaner and makes the project review less useful.
Everhour Expenses records project costs with receipt images or PDFs, category, quantity, and amount details, then lets billable expenses appear on invoices alongside billable time. Expense reports can filter by project, client, member, category, date range, and billable status, giving the billing owner backup for reimbursable charges.
Everhour Billing & Invoicing marks time as invoiced after it is included in an invoice, so the same approved hours do not appear again as uninvoiced time. Exported invoice status, number, issue date, and amount can sync back from QuickBooks Online, Xero, or FreshBooks for billing review.
Track Basecamp hours, attach billable expenses with receipts, review approved time, and send the invoice record forward from Everhour with project-level expense backup for each client.
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