Basecamp keeps the work organized; Everhour adds billable time, rates, approvals, and invoice-ready reporting around it.
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When Basecamp projects, lists, and to-dos need to become a client billing record, the practical job is to separate billable delivery work from internal work, apply the right rate, review the time, and send a client a clean invoice or billing report. The source work stays tied to the Basecamp structure your team already uses.
A useful billing record shows the project, to-do, list, person, date, notes, time, billable status, and rate basis. Client review becomes faster when the report explains the work without exposing internal noise. Non-billable time still matters because it shows project effort, margin pressure, and time that should stay out of the invoice.
Billing status should start at the project level. In Everhour, a Basecamp project can be configured as hourly by project rate, hourly by member rate, fixed fee, or non-billable. Within a billable project, a specific to-do can be marked non-billable when the work should stay visible in reports but stay out of the amount owed.
Rates need the same discipline. A project rate works when every hour carries the same client price. Member rates work when roles or people bill differently. Custom task rates fit time-and-materials work where a specific to-do has its own price. Setting the billing model before the team logs time prevents later cleanup across approved entries.
A client-facing billing trail should answer four questions: who did the work, which Basecamp to-do it belongs to, when it happened, and whether the time is billable. Notes should describe the delivered activity in plain terms. Labels like "follow-up" or "misc admin" create disputes because they fail to connect the entry to a specific outcome.
A common mistake is hiding non-billable cleanup work from the report. That makes the invoice look tidy but removes the context needed to understand profitability. Keep non-billable work visible in internal views, then exclude it from the client total. Reporting should preserve billable time, non-billable time, billable amount, and cost by member or task.
A one-off spreadsheet works for a small invoice when one person logs hours, uses one rate, and sends one client total. That breaks down when Basecamp projects have multiple contributors, task-level exceptions, fixed-fee work, or recurring review cycles. The billing file becomes fragile once someone has to copy time, reapply rates, and remember which entries were already invoiced.
Everhour turns that tally into a managed workflow by bringing Basecamp projects, lists, and to-dos into reports, applying billable rules and rates, and letting approved hours feed invoice creation. Everhour Billing & Invoicing can use uninvoiced time and expenses, preview the breakdown, generate an invoice, and mark included time as invoiced so it is not reused.
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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Client billing lines should follow the structure the client expects, such as project, task, person, or date. A summary invoice can roll work into project-level lines. The backup report should keep project, list, to-do, person, date, notes, time, billable status, and rate basis available for review.
Yes. Internal work should stay in reporting when it affects effort, margin, or project review. A billable project can still contain tasks that do not belong on the invoice. Keep those hours visible in internal reporting, then exclude them from the client total during billing review.
Use a project rate when all billable hours share one price. Use member rates when different people or roles bill at different amounts. Use custom task rates when a specific time-and-materials task needs its own price. The right model matches the client agreement before time entries reach approval.
Duplicate charging happens when invoiced time remains available for the next invoice cycle. A clean billing workflow marks included time as invoiced after the invoice is created. That status protects future billing runs from pulling the same approved entries into a second client invoice.
Client-facing notes should identify the work performed without exposing internal chatter. A strong note names the task outcome, deliverable, or decision supported by the time entry. A weak note uses vague labels that force the client to ask for clarification before approving the bill.
Everhour Billing & Invoicing uses uninvoiced billable time and expenses to generate client invoices, with a preview before creation. After time is included, Everhour marks it as invoiced so the same Basecamp work does not appear again in a later invoice.
Everhour supports project rates, member rates, and custom task rates for time-and-materials projects. Admins can also keep cost rates separate from billable rates, so reports can show revenue, labor cost, and profit without changing the client-facing price.
Connect Basecamp work to Everhour Billing & Invoicing, review approved billable time, generate the invoice, and keep included hours from being billed twice.
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