Basecamp to-dos can become billable records in Everhour, with rates, approvals, and invoice details kept ready for review.
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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
This page is for teams that manage client work in Basecamp and need a clean path from assigned to-dos to an invoice amount. The practical job is to capture the time connected to Basecamp projects, separate billable work from internal work, apply the right rates, and prepare a client-facing record that explains the charge without forcing someone to rebuild the week from memory.
The strongest invoice record starts before billing day. A Basecamp to-do should have enough context to identify the work performed, the person responsible, and the project it belongs to. Time entries then need dates, hours, and notes that a client can understand. A vague entry such as "updates" creates review friction. A better entry names the deliverable, the project area, and the work completed.
Billing status should be decided at the project level before hours pile up. In Everhour, Basecamp projects can be configured as hourly rate, fixed fee, or non-billable. Inside a billable project, specific to-dos can still be marked non-billable, so internal meetings, rework, or admin tasks stay visible in reports without increasing the amount billed to the client.
Rates need the same discipline. A project can use one project rate, member rates, or custom task rates for time-and-materials work. That choice should match the contract: one blended agency rate, different rates by role, or special pricing for defined tasks. Cost rates should stay separate from billable rates so internal margin reporting does not distort the client invoice.
A defensible handoff gives the reviewer enough detail to approve the invoice without chasing the delivery team. The record should show the Basecamp project, to-do, list or section, task status, person, date, time, billable status, rate basis, and notes. That structure lets the billing owner group invoice lines by project, task, person, date, or another breakdown the client expects.
The common mistake is treating invoice generation as formatting work. The invoice total is only as good as the underlying time classification. Non-billable to-dos should stay in the report, because they explain effort that reduced margin or supported delivery. Invoiced time should also be marked as invoiced after billing, so the same hours do not appear again in the next invoice run.
A one-off invoice tool is enough when you have a small batch of approved hours, one rate, and no need to preserve a working audit trail inside the project workflow. It can produce a presentable document, but the person preparing it still has to gather entries, remove non-billable work, confirm rates, and check whether the same time was already billed.
A managed workflow fits recurring client work, multi-person delivery, role-based rates, retainers, and projects that need approval before billing. Everhour embeds time tracking controls into Basecamp through the browser extension, then uses billable rules, rates, approvals, reports, and invoice generation to move approved, rate-priced hours into billing without re-keying.
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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Invoice-ready records need a clear project, to-do, date, person, hours, billable status, rate basis, and client-facing note. The billing owner can then group the work into invoice lines by project, task, person, date, or another structure the client expects, instead of sending a raw activity dump.
Invoice notes should identify the work in plain client language, not copy every internal detail. A useful note names the deliverable or action completed and removes internal shorthand. The Basecamp to-do title can anchor the record, while the time note explains the billable work behind the charge.
Hours tied to non-billable projects, non-billable to-dos inside billable projects, or people set as non-billable for a member-rate project should stay out of the invoice amount. Those hours still belong in reporting because they show delivery effort, margin pressure, and internal work that supported the client relationship.
Fixed-fee work still needs time review before invoicing because tracked hours show whether the project is staying profitable. The invoice may use the agreed fee, but the internal report should preserve the time spent, task status, and non-billable effort so the next estimate reflects actual delivery cost.
Duplicate billing is easy to miss when a team exports time, edits the invoice elsewhere, and later pulls the same date range again. A billing workflow should mark invoiced time after it appears on an invoice so already-billed hours stay out of future invoice drafts.
Everhour separates cost rates from billable rates, supports default per-person rates with per-project overrides, and preserves dated rate changes for older reports. Basecamp billable work can be priced by project, by member, or by custom task rate when the client contract requires that detail.
Everhour can build reports with Basecamp project, to-do, list, task ID, and task status fields alongside billable time, non-billable time, billable amount, and cost. Admins can export reports in CSV, Excel/XLSX, or PDF for client review, accounting work, or archive needs.
Track approved Basecamp hours with Everhour, apply the right billable rates, and turn uninvoiced time into client invoices while preserving rate history and billing clarity.
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