Everhour turns tracked Basecamp work into invoice-ready billable hours, with rates and non-billable tasks kept visible.
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$10k of $15k
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Alejandro Luna0:00:00Kai Nani0:00:00Kai Nani0:00:00Click!
Dave Jung0:00:00Alejandro Luna0:00:00Dave JungThe calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Start with the Basecamp work the client recognizes: the project, to-do list, to-do title, assignee, due date, and notes. Your invoice should connect the charge to completed work without exposing every internal comment. The client needs a billable record that explains the work, the time, the rate basis, and the amount owed.
Basecamp organizes work through projects, to-do lists, and to-dos, so keep the billing trail tied to that structure. Keep work that should not be charged visible in your records, then keep it out of the invoice total. That split protects the bill from padding while preserving the true cost of serving the client.
Include the client name and contact, issue date, due date, payment terms, line items, quantity, rate, and total. For Basecamp work, your backup should preserve project and to-do context. Everhour Basecamp report columns include project, to-do, list, task ID, and task status, which helps keep the billing record tied to the original work.
Rates need the same discipline as hours. A project rate prices every billable hour at one client rate. Member rates price hours by the person who did the work. Task-level custom rates handle special billable work on time-and-materials projects. Mark a to-do non-billable only when its time should appear in reports but stay out of the invoice total.
The most visible freelance invoice mistake is deleting internal time before billing. Non-billable hours still explain margin, scope changes, and project effort; they simply do not belong in the amount due. Set billing status at the project level first, then carve out individual to-dos that should not be charged. That structure keeps the client total clean and gives you a full record for review.
A rate mistake creates a visible invoice error. Confirm whether the engagement uses one project rate, person-specific rates, or a custom task rate for a particular time-and-materials to-do. Keep rate changes tied to the correct date when your agreement changes mid-project. Older work should keep the original rate, and new work should carry the updated rate.
A one-off invoice works when you have a small batch of reviewed hours, one rate, and no risk that the same time will be billed again. Export or save the client backup, check the non-billable exclusions, and send the invoice with clear payment terms. That process breaks down when you run several Basecamp projects, retainers, expenses, or changing rates.
Everhour Billing & Invoicing fits the managed workflow: tracked billable time and expenses turn into invoices, non-billable tasks stay out of the amount due, and invoiced time gets marked so it does not reappear later. Exports to QuickBooks Online, Xero, or FreshBooks create draft invoices, while status, number, issue date, and amount remain visible in Everhour.
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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Organize the record around the way the client approves work. Use clear to-do titles, keep notes focused on billable context, and separate internal cleanup from client-facing delivery. The billing record should make the charge recognizable without exposing every internal discussion or draft decision.
Start with the engagement's billing method. One project rate keeps the invoice simple when all work carries the same price. Member rates fit work billed differently by person. Custom task rates fit special time-and-materials work tied to a specific to-do. The rate setup should match the contract before hours reach the invoice.
Yes. Keep internal time in the record so you can review project effort, cost, and margin. Mark the relevant work as non-billable before invoicing so those hours remain visible in reporting and stay out of the amount due. Removing the time entirely weakens your own project history.
Show enough detail for the client to connect the charge to approved work. Project, to-do, person, date range, hours, rate, and amount are enough for many freelance invoices. Avoid turning the invoice into a raw activity dump. Put deeper task notes in backup when the client requests support for the total.
Duplicate charges usually come from copying the same reviewed hours into more than one invoice, mixing manual totals with exported records, or reopening a billing period without marking prior work as invoiced. Use a closed date range, keep invoice status visible, and compare the current bill against already billed work before sending.
Everhour Billing & Invoicing lets you select uninvoiced billable time and expenses, preview the breakdown, and generate a client invoice from the tracked work. Invoice amounts use rates, billable time, and billable expenses while excluding Basecamp to-dos marked non-billable.
Everhour can export invoices to QuickBooks Online, Xero, or FreshBooks as drafts managed in the accounting tool. Status, invoice number, issue date, and amount sync back to Everhour, so project and billing reports stay connected to the invoice record.
Use Everhour Billing & Invoicing to convert Basecamp billable time and expenses into client invoices, exclude non-billable tasks, and keep invoice status tied to the same work record.
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