Everhour tracks costs, receipts, and budget impact alongside Basecamp to-dos so spend stays tied to work.
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Track your budget through time or costs
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Use this page when a Basecamp project needs a current view of costs, receipts, and budget pressure. The practical target is a spend record that shows the work item, the person, the expense category, the receipt status, and the amount that belongs to the project. For client work, the same record also needs a billable status so finance can separate reimbursable charges from internal cost.
Basecamp to-dos give the work context: title, notes, assignee, subtasks, due date, date range, recurring schedule, and completion status. Expense tracking adds the cost layer around that context. A clean setup ties spend to the right project, list, and to-do, then keeps labor cost and non-labor expense visible enough for review before the budget has already been consumed.
Start with the project, then keep the relevant Basecamp list or to-do reference in the description when the cost belongs to a specific workstream. Capture category, date, description, quantity, amount, billable status, and receipt attachment. Receipt images or PDFs keep source evidence next to the cost, which matters for reimbursement, client review, and later accounting questions.
Labor cost needs a separate path. Logged time becomes cost only when the report has the person, the project, and the cost rate needed for that period. Client-facing billable rates belong in a different lane from internal cost rates. That separation lets a manager compare spend, revenue, and profit without treating every tracked hour as money due from the client.
Project expenses create two different decisions. The first decision is reimbursement or client pass-through: the charge needs a receipt, category, and billable status. The second decision is budget impact: the project budget needs to include the expense or track it separately. A fee-based budget that includes expenses will consume faster than one that treats receipts outside the budget.
Unit-based categories prevent small repeat costs from turning into vague totals. Mileage, printing, and similar items can use quantity and unit price, then roll into expense reporting by project, client, member, category, date range, and billable status. A common mistake is posting the receipt while skipping billable status, since that leaves finance to decide later whether the amount belongs on the invoice.
A one-off expense check is enough when the project has a short life, few receipts, and one reviewer. You need a managed workflow when spending repeats, several people log costs, or month-end review comes too late. Recurring budgets, approved time, and threshold alerts give the project owner a current view of actual cost against the plan.
Everhour supports that managed workflow by keeping Basecamp project time, project expenses, rates, and budgets in one reporting layer. Admins can set hour-based or money-based budgets, include or exclude expenses from fee budgets, and trigger email alerts at configured thresholds. The result is an operational cost record that stays useful before month-end close.
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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G2
Summer 2026
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Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Group each cost under the project first, then add the work context that explains why the spend exists. A usable record includes category, date, description, amount, receipt status, and billable status. For task-linked work, carry the Basecamp list or to-do name into the note or report context so reviewers can trace the cost back to delivery.
Count receipts against a fee-based budget when the budget represents total spend, including labor and non-labor costs. Track them separately when the budget is meant to control labor only or when reimbursable expenses pass through outside the fee. The choice needs to be consistent across the project so planned, actual, and remaining budget figures mean one thing.
Labor cost comes from tracked time multiplied by internal cost rates. Project expenses come from non-labor charges such as travel, printing, or reimbursable purchases. The two numbers belong in the same cost review, but they need separate categories because labor affects capacity and margin differently from pass-through receipts.
Billable status prevents the most cleanup. A receipt with a date, amount, and category still leaves an open billing decision when it does not say whether the client should see it. Add the status before approval, then the invoice review can separate reimbursable expenses from internal project cost without reopening old notes.
Yes, if it combines revenue, labor cost, and expense cost under the same project period. Revenue alone shows sales value. Cost alone shows consumption. Profitability needs both, plus a clear split between billable, non-billable, invoiced, and uninvoiced amounts when client billing is part of the workflow.
Everhour Expenses lets team members record project expenses with receipt images or PDFs, category, quantity, amount, and billable status. For Basecamp work, those costs sit alongside synced project context so expense reports can be filtered or grouped by project, client, member, category, date range, and billable status.
Everhour Project Budgeting tracks hour-based or money-based budgets as time and included expenses accumulate. Admins choose email alert thresholds, including custom percentages, and can use budget protection to stop timers and prevent extra time logging after a budget is exceeded.
Track receipts, categories, billable status, and included expenses next to Basecamp work. Everhour Expenses turns project costs into reports for reimbursement, invoicing, and profitability review.
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