Finance teams need cost visibility before month end; Everhour turns Basecamp to-dos into tracked hours, budgets, and reviewable reports.
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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
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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A finance cost view starts with the work structure your team already uses in Basecamp: projects, to-do lists, to-dos, assignees, due dates, and completion status. The useful output is a project-level picture of hours and money, not a vague activity log. Each time entry needs a clear project, a specific to-do, the person who worked, and enough note context to support later review.
Finance users need the view to separate three questions: planned cost, actual cost, and remaining budget. Planned cost comes from the project budget or estimate. Actual cost comes from logged time multiplied by the cost rate. The billable rate calculates client charges. Remaining budget shows whether the project can absorb more work, needs a scope decision, or needs a billing conversation before the next close.
Project cost only becomes useful when hours carry the right rate logic. A finance view should identify whether the project is fixed fee, time and materials, or non-billable. Time and materials work can use a project rate, member rates, or custom task rates. Fixed-fee work still needs cost tracking because the team needs to see labor consumed against the fee.
A clean example is a design review to-do with 6 hours logged by one person at an internal cost rate and a separate client-facing billable rate. The cost view should show labor cost, billable amount, and margin impact separately. Mixing cost rates and billable rates in one column hides profitability and makes variance review harder.
Finance teams lose options when budget review waits for month end. The practical control point is a threshold that sends a warning while the project still has room for correction. Everhour examples include 50% and 80%, and admins can set custom thresholds for the project's risk profile. A small fixed-fee project needs earlier warnings than a broad retainer with weekly review.
Alerts need a defined owner. One admin should receive the warning, check the to-dos driving the spend, and decide whether the issue is scope growth, inaccurate estimates, missing non-billable marking, or a rate setup problem. A threshold email is useful only when it leads to a documented action before the next invoice, forecast, or internal cost report.
A one-off cost check works when finance needs a quick read on one Basecamp project: current hours, rate-based cost, remaining budget, and the to-dos creating the variance. That snapshot is enough for a status meeting, a billing review, or a short investigation into why a project is running hot.
A managed workflow fits recurring finance work. Everhour Time Tracking lets people use timers or manual entries on Basecamp work, then supports reviewed timesheets, budget reporting, invoice preparation, and payroll review. Admin controls such as approvals, locked periods, reminders, and automatic timer rules keep the cost data reviewable instead of rebuilding the number from scattered updates.
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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A finance-ready cost report should include project, to-do, list, person, tracked hours, cost rate, billable rate when relevant, labor cost, budget, actual cost, and remaining budget. Task status also matters because open work with high actual cost signals risk. The report should keep internal cost and client billing amounts separate.
Finance should review the budget at project level and use to-dos to explain the variance. Basecamp to-dos organize the work, while the budget decision belongs to the project cost view. To-do-level review helps identify the specific task, owner, or estimate that caused the cost movement.
The common mistake is using the client-facing billable rate as the internal cost rate. That inflates labor cost and hides the real margin picture. Another mistake is applying one default rate to a mixed team when senior, junior, employee, and contractor work should carry different internal cost assumptions.
Finance should check active project cost on the same cadence used for billing, forecasting, or budget owner review. Weekly review fits projects with active delivery, fixed fees, or narrow margins. Monthly review arrives too late when the team logs a large volume of work before finance sees the variance.
A useful budget alert fires at a threshold chosen by an admin, names the project that crossed it, and prompts a review while spend can still be controlled. The threshold should match the budget size and contract type. A fixed-fee project often needs earlier attention than a time-and-materials project with approved ongoing scope.
Everhour Time Tracking adds timers and manual time entry to Basecamp through the browser extension, then makes task and project time available for reviewed timesheets, reporting, budget checks, invoice preparation, and payroll review. Admins can use approvals, locked periods, reminders, and timer rules before finance relies on the numbers.
Everhour Project Budgeting tracks hour-based or money-based budgets as time and expenses are logged, with email alerts at admin-defined percentage thresholds. Finance can use those alerts to review actual cost, remaining budget, and the to-dos driving spend before an overrun reaches the final report.
Track approved Basecamp hours with Everhour, apply cost rates and budgets, and give finance recurring cost reports backed by reviewed time.
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