Everhour adds rates, expenses, and invoice-ready reports around Basecamp to-dos for client billing.
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Use this workflow when a client asks for billing tied to individual Basecamp to-dos instead of one monthly total. The goal is a clean record that shows the project, list, to-do, person, date, hours, rate basis, and any client-facing note. That record lets you explain a charge without opening a spreadsheet full of copied task names.
Basecamp remains the work record: projects hold the client engagement, lists group related work, and to-dos carry the title, notes, assignee, subtasks, due date or date range, recurring schedule, and completion status. The billing record should follow that structure. Treat the to-do as the smallest billing unit only when the client agreement supports that level of detail.
Start by setting the project billing method before time is logged. A client project can use an hourly project rate, an hourly member rate, a fixed fee, or non-billable status. For per-to-do billing, that project-level choice controls the default treatment. A billable project can still contain excluded work, because specific to-dos can be marked non-billable and kept in reports.
Use task-level rate overrides for time-and-materials work only when the contract prices a to-do differently from the project or person rate. Member rates fit work priced by who performs it. Project rates fit work priced at one shared hourly amount. A separately approved premium task, support category, or specialist work item belongs in a task override before invoice review begins.
Per-to-do billing fails when the invoice line says the task was billable but the underlying work includes internal coordination, discovery outside the approved scope, or cleanup the client did not agree to pay for. Keep non-billable time visible instead of deleting it. The record then shows total effort, write-offs, and the exact portion carried into the client charge.
Line-item detail also creates clutter if every tiny to-do becomes a separate invoice row. Group to-dos by project, person, date, or another client-approved breakdown when the invoice needs a readable summary. Keep the backup detailed enough to show the to-do name, task ID, task status, hours, and note trail behind each billed row.
A one-off tally is enough for a small client, a short project, or a single invoice where you can review each to-do manually. It stops working when multiple people update Basecamp, rates change by project or member, tasks need non-billable exclusions, or expenses need receipts and client-facing categories. At that point, the billing record needs approvals and repeatable status.
Everhour connects the Basecamp to-do structure to approved hours, billable and non-billable reports, rates, expenses, and invoice generation. Teams can review submitted time, keep invoiced time from returning to future invoices, attach billable expenses, and export invoice drafts to QuickBooks Online, Xero, or FreshBooks. The managed workflow replaces a hand-built tally with a billing trail that survives repeat invoices.
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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Use one invoice line per to-do only when the client wants work-item detail and the billing volume stays readable. For larger projects, group charges by project, person, date, or another agreed breakdown, then keep detailed backup by to-do. The invoice should match the contract, while the backup explains the work.
Yes. Set the client project according to its billing method, then exclude specific to-dos that the client should not pay for. Keeping those to-dos in the record protects project profitability review, because internal effort, write-offs, and client-billed work remain visible instead of disappearing from the history.
The project setup controls the normal rate: a shared project rate, member rates, or a fixed fee. A custom task rate belongs on a to-do only when the agreement prices that work item differently. Document the rate rule before work starts, because late rate edits create invoice disputes and messy margin reports.
Include the Basecamp project, list or section, to-do title, task ID, task status, person, date, hours, and any note that explains the work. The client-facing summary can be shorter, but the backup should show enough context for a reviewer to connect each charge to a specific work item.
Billable expenses belong beside the time record as separate cost entries. Keep the category, description, quantity, amount, receipt, and billable status tied to the same client or project context as the related to-do. Expenses included in the invoice should follow the contract's reimbursement rules and stay separate from labor hours in the backup.
Everhour Expenses records project costs with receipt images or PDFs, unit-based categories, billable status, and expense reports by project, client, member, category, date range, or billable status. Billable expenses can flow onto invoices beside time, so reimbursable costs stay visible during Basecamp client billing review.
Everhour Billing & Invoicing lets users select uninvoiced time and expenses, preview the breakdown, and generate an invoice. After time is included, Everhour marks it as invoiced so it does not appear as uninvoiced work on a later invoice for the same client project.
Track approved Basecamp to-do time with expenses, receipts, billable status, and invoice-ready reports in Everhour, then turn client work into charges with less re-keying and clearer reimbursement backup.
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