Client work needs reviewed hours tied to to-dos; Everhour converts tracked billable time and expenses into invoices.
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Use this workflow when several people work across Basecamp projects and one person needs a reviewed weekly record for each client. The useful timesheet ties hours to the project, to-do list, to-do, person, date, and notes that explain the work. The end result is a week that a manager can approve, a bookkeeper can bill, and an owner can compare against the client scope.
Client projects need more than total hours by person. A designer, developer, and project manager can all touch the same to-do during a week, so the record must show ownership, task status, and why time belonged to the client. Basecamp holds titles, notes, assignees, subtasks, due dates, date ranges, recurring schedules, and completion status, so keep each time entry anchored to that work context.
A reviewable weekly grid separates project hours from working hours and keeps each entry tied to a specific client project. The manager should see the person, date, project, list, to-do, hours, entry note, and current task status without chasing screenshots. Short notes work best when they name the deliverable, blocker, meeting, or handoff that caused the time.
Use consistent lines for repeated work. A strong entry includes the client project, to-do list, to-do title, person, date, hours worked, and a note tied to the task outcome. A weak entry only says client work and a total. The first version supports client questions, billing review, and weekly approval because the reviewer can connect the time to visible work.
Client-project timesheets become hard to use when billable decisions happen after the week closes. Decide whether the project uses an hourly rate, fixed fee, or non-billable status before people submit time. For time-and-materials work, record whether a task is billable, non-billable, or priced with a custom task rate. The reviewer then checks exceptions during approval instead of rebuilding the commercial terms later.
Treat internal cleanup as a visible exception. Hidden adjustments make client questions hard to answer. If a to-do should stay in the client history but should not affect the invoice, keep the time attached to the to-do and flag the billing status according to the client agreement. A clean record shows the work performed while excluding non-billable work from billable totals.
A one-off sheet works for a small client review when one person enters time, the week has few to-dos, and the invoice does not need rate exceptions. It stops working once several contributors submit hours, a manager needs approvals, or payroll and billing use the same week. Late edits after signoff also need a visible correction path.
Everhour supports that operating record for Basecamp work: users track from the browser extension inside Basecamp, managers approve or reject weekly timesheets, approved time stays locked for regular members, and admins can correct entries. Separately, Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, excludes non-billable tasks, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
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Group hours by client project, to-do list, to-do, person, and date. That structure gives the reviewer a clear path from weekly totals to the work item behind each line. Person-only totals hide shared tasks, while task-only totals make payroll review harder because the reviewer still needs each contributor's submitted time.
Each line should keep the to-do title, list or section, assignee, date, hours worked, and a short note explaining the work. Due dates, subtasks, and completion status matter when the reviewer checks whether the time matches the client's current scope. Notes should clarify the work performed, not repeat the task title.
Fixed-fee projects still need detailed timesheets because the team must compare planned scope, actual work, and staffing load. The invoice amount may not come from hours, but the weekly record still supports margin review, client questions, and future estimates. Use the same task-level discipline even when the commercial model is fixed fee.
Record billing exceptions before approval, while the reviewer still has context. A task can be treated as non-billable, priced with a custom task rate, or kept under the project's billing method according to the client agreement. The mistake is approving vague time first and deciding later which entries belong on the invoice.
The biggest mistake is closing a week with hours separated from the client to-do. A total by person forces the invoice reviewer to reconstruct the work from messages, memory, or status updates. Keep the entry tied to the project, list, to-do, person, and date so invoice lines can be checked without reopening the whole week.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices by using rates, time, and billable expense data while excluding non-billable tasks. Invoices can be exported to QuickBooks Online, Xero, or FreshBooks, with invoice status, number, issue date, and amount visible back in Everhour.
Everhour Timesheets let managers approve, reject, or partially approve submitted weekly time before payroll, billing, or reporting uses it. Submitted time is locked unless withdrawn or rejected, and approved time stays locked for regular members, while admins can correct entries when the record needs cleanup.
Track client hours on Basecamp to-dos, approve the week, and let Everhour convert billable time and expenses into invoices with non-billable work excluded and accounting exports ready.
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