Everhour keeps tracked Basecamp work tied to rates, budgets, and reports so client billing stays reviewable.
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One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Basecamp to-dos need billing review before they become client charges. The practical job is to connect completed work to hours, billing status, rates, and review detail without losing the original project context. A useful record names the Basecamp project, list, to-do, task status, person, date, time entry notes, and the commercial rule that makes the time billable or excluded.
The billing trail should keep non-billable work visible. Internal review, rework, admin time, and out-of-scope support often explain margin, even when they do not belong on the invoice. Everhour handles that split at the project level, lets specific tasks inside billable projects be marked non-billable, and supports custom task rates for time-and-materials work when one to-do needs different pricing.
Rate setup decides the dollar value of the to-do work before the invoice exists. A Basecamp project can be priced as billable with an hourly project rate, by hourly member rate, or as a fixed-fee project. Member rates fit mixed teams where a principal, designer, and coordinator charge different rates. Project rates fit simpler agreements where all approved work uses one client-facing rate.
Task-level overrides belong on narrow exceptions, such as a specialized review to-do priced differently from ordinary delivery work. A clean setup avoids spreadsheet corrections after the fact. Everhour also separates internal cost rates from client-facing billable rates, so reports can show labor cost, revenue, and profit without exposing money columns to regular members.
The billing record becomes defensible when approved hours, rates, and exclusions line up before invoicing. A client-facing line can group time by project, task, person, date, or another available breakdown, depending on the detail the client expects. The source entries still need enough notes to explain the work if a client asks why a specific to-do was included.
Invoice preparation should focus on uninvoiced billable time and expenses. Everhour can generate invoices from selected uninvoiced time and expenses, calculate amounts from billable time, project or member rates, and billable expenses, and exclude non-billable work. After time appears on an invoice, Everhour marks it as invoiced so the same hours do not reappear in the next billing cycle.
A manual tally works for a one-off invoice when the project has few to-dos, one rate, and no disputed exclusions. It breaks down when multiple people log time, a client has fixed-fee and time-and-materials work, or managers need to approve hours before billing. The risk is re-keying the same Basecamp context into a spreadsheet and losing the reason behind each billed line.
A managed workflow keeps the Basecamp to-dos as the work context while Everhour carries the billing layer. Tracked time can move through approvals, rate-based reports, budget alerts, invoice generation, and accounting export to QuickBooks Online, Xero, or FreshBooks. Approved, rate-priced hours flow into billing without rebuilding the invoice from scattered notes.
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 Basecamp to-do should enter billing review with the project, list, task name, person, date, time spent, notes, billing status, and rate attached. The reviewer then checks whether the work matches the client agreement before approving it for invoicing. Missing task context forces the reviewer to reconstruct the charge later.
A to-do should be marked non-billable when the project is billable but that specific task should stay out of client charges. Common cases include internal coordination, write-offs, or work excluded by the client agreement. The hours should remain visible internally because they still affect project cost and profitability.
The common mistake is changing rates after hours are logged without checking the affected date range. Rate history matters because older work should keep the rate that applied when it was performed. A dated rate change preserves prior calculations and keeps new work priced under the updated agreement.
The best grouping is the one the client can approve without extra explanation. A project-level invoice line fits simple recurring work. Task, person, or date grouping gives more detail when the client reviews specific deliverables or roles. Excessive detail can make review slower when the agreement only requires a project total.
Billed and unbilled time should stay separate because the next invoice should draw only from remaining uninvoiced work. Combining them creates duplicate-billing risk and makes revenue review harder. A billing report should show invoice status beside billable time, non-billable time, billable amount, and cost.
Everhour Resource Planning uses visual timelines with member and project views, weekly capacity, availability gaps, scheduled time off, and planned-vs-actual comparisons. That helps managers assign Basecamp work at a realistic load before the hours become billing records and client charges.
Everhour marks time as invoiced after it is included on an invoice. That status keeps previously billed hours out of later uninvoiced-time selections, so the next invoice starts from the remaining approved work instead of requiring a manual duplicate check.
Plan Basecamp work against real capacity, then keep approved hours connected to rates, invoices, and reports. Everhour Resource Planning gives teams a clearer path from assignment to billable delivery.
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