Creative work moves through Basecamp to-dos. Everhour keeps approved hours, rates, and billing records ready for client invoicing.
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Agencies that manage client work in Basecamp need to turn to-dos into money owed. Designers, producers, strategists, and developers work against project tasks, while billing staff need a record that separates client-chargeable work from internal coordination, account management, rework, and excluded scope.
A useful billing record ties each entry to the client project, the Basecamp to-do, the person who did the work, the date, the time entered, and a plain note when context is needed. The goal is a client-facing trail that supports the invoice total without forcing the billing team to reconstruct the week from messages, meetings, and memory.
Creative billing usually starts at the project level. A project can be treated as hourly, fixed fee, or non-billable, and that choice determines whether time becomes revenue, budget evidence, or internal cost. A billable project can still include excluded tasks, such as internal QA, estimate cleanup, or account planning, when those to-dos should stay visible but not increase the invoice.
Rates need the same discipline. A project rate fits uniform work, member rates fit mixed seniority, and task-level overrides fit specialized work priced differently from the rest of the project. A retoucher, creative director, and production artist can all work from the same Basecamp project, while the billing record preserves the rate logic used for the client total.
Agency invoices become harder to defend when non-billable work disappears. Keep excluded work in the record with the correct status, because it explains margin, scope pressure, and staff load. The client invoice should charge only billable time, but the internal review still needs non-billable time beside billable time to show the true cost of delivery.
Common trouble starts when teams use one catchall to-do for several kinds of work. Split billable production, internal review, revision rounds, and account coordination into separate to-dos or clear task categories before time is logged. That structure gives the billing lead a cleaner review and reduces disputes over whether a vague entry belongs on the client invoice.
A one-off billing tally works for a small project with a few people, one rate, and a short delivery window. It breaks down when several roles contribute, revisions cross billing periods, non-billable work must stay visible, or a client asks for backup by task, person, date, or project phase.
Everhour supports that managed workflow by collecting weekly project and working hours, letting users submit time for approval, and giving admins approve, reject, partially approve, and lock controls before billing. Approved, rate-priced Basecamp time can then move toward invoicing without re-keying the same hours into a separate spreadsheet.
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 client project. Set the project billing method as hourly, fixed fee, or non-billable, then mark specific to-dos non-billable when excluded work needs to stay visible. Each time entry should still carry the Basecamp to-do, person, date, hours, and note needed for review.
Internal status meetings, proposal work, estimate cleanup, staff onboarding, and agency-side corrections often stay non-billable unless the contract includes them. Revision work follows the scope agreement. Approved client-requested revisions can be billable, while agency error correction usually belongs in non-billable delivery cost.
Use member rates when the client pays different hourly prices for roles or people. A creative director, designer, and developer can contribute to the same Basecamp project while the billing record prices each person correctly. Use a project rate only when the client agreement charges one blended rate for all time.
A defensible record shows the project, to-do, date, person, time, rate basis, and enough notes to explain the work performed. The entry should map to work the client recognizes. Vague labels such as "updates" or "admin" create review friction, especially when several rounds of creative changes share one billing period.
The invoice should use reviewed billable time, not every logged hour. Internal work, excluded tasks, corrections, and non-billable member time can remain in the agency record while staying off the client invoice. Review the billable split before invoice creation so the client sees only chargeable work.
Everhour Timesheets collect weekly project and working hours by person, then let users submit time for manager review. Admins can approve, reject, partially approve, and lock submitted or approved time, which gives the billing lead a controlled record before invoice preparation.
Everhour Billing & Invoicing uses tracked billable time, project or member rates, billable expenses, and non-billable exclusions to calculate invoice amounts. Invoice line items can be grouped by project, task, person, date, or another available breakdown before export to QuickBooks Online, Xero, or FreshBooks.
Track Basecamp project time, review submitted timesheets, lock approved entries, and carry rate-priced billable work into client billing with Everhour.
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