Everhour adds capacity-aware time, budget, and reporting workflows to Asana projects without moving task work out of Asana.
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Alejandro Luna0:00:00Kai Nani0:00:00Kai Nani0:00:00Click!
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
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
You need a clear view of how much work sits on each person or project before hours pile up. Start with Asana as the record for tasks, project ownership, assignees, and status. Capacity tracking turns that structure into planned load, actual effort, and remaining room, so a manager can spot overbooked work before it affects delivery.
The core workflow assigns work, estimates effort, records actual time against the task, and reviews the gap by person and project. A healthy view shows planned hours, tracked hours, remaining budget, and the work still assigned. Missing estimates, uncategorized time, and stale assignees break the picture because the report no longer matches how the team works day to day.
Capacity tracking needs four inputs: the task list, the assigned person, the estimated effort, and the actual time recorded against each task. The project budget then gives the workload a ceiling in hours or money. For a weekly review, group the work by person and project so you can see one overloaded assignee and one project that is consuming more time than planned.
A clean time entry preserves the logged date, duration, project, task, creator, billable status, approval status, and description. Those fields make capacity reports usable after the week closes because managers can separate approved work from draft entries, billable work from internal work, and task effort from project-level noise. Comments and categories belong beside the task-level record so reviewers can read the reason behind the hours.
The biggest capacity mistake is mixing planned and actual work without a review rule. A task with an estimate and no logged time still consumes planned capacity. A task with logged time and no estimate hides the original staffing assumption. Review both lists before moving work, because each gap changes a different decision: one affects future assignments, the other affects the accuracy of the plan.
Capacity also fails when one budget covers several streams of work but reports only show one project total. Break the review down by person and task before making changes. A project can look healthy while one specialist is over capacity or one phase is using more hours than expected. The practical correction is specific: reassign a task, reduce scope, move a deadline, or raise the budget before the next review period.
A one-off capacity check is enough for a small project, a single week, or a quick staffing conversation. Use it to compare assigned work with tracked time and decide whether one person or project needs attention. That check stops being enough once the same data feeds approvals, recurring budgets, client billing, payroll review, or historical reporting across several projects.
Everhour turns the Asana workflow into a managed system by keeping timer controls inside Asana, syncing project and task data, and connecting logged time to hour-based or money-based budgets. Admins can set recurring budget periods, choose alert thresholds by percentage, protect budgets by stopping extra logging after a limit is exceeded, and export detailed reports for billing or operational review.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Start with the Asana project structure: tasks, assigned people, status, and the effort expected for each task. Record actual time against the same task so the record stays tied to the work. A useful capacity view then compares planned effort with tracked time by person and project, so the manager can move work before one person carries the overload.
The report needs task name, project, assignee, estimate, logged date, duration, billable status, approval status, and description. Those fields let a reviewer tell planned work from completed work and approved records from entries that still need cleanup. Missing assignees and missing estimates create the fastest reporting gap because the work exists, but no capacity owner or planned load appears.
Use both, because they answer different decisions. Estimates show planned load before the work starts. Logged time shows the effort already spent. A manager reviewing next week needs estimates to protect future capacity, while a manager reviewing this week needs logged time to see actual pressure and adjust the next assignment.
Project totals hide overload when every person rolls into one number. A project can stay under its total hour target while one specialist carries too many assigned tasks. Review capacity by person first, then by task and project. The practical fix is a specific change: reassign work, reduce scope, or move planned hours into a later review period.
Recurring work needs a recurring review period, such as a weekly or monthly capacity check. Carrying old estimates forward without closing or updating them makes future load look larger than the work assigned. Keep the period consistent, review approved time separately from draft time, and compare the next period's planned work against available capacity before assigning more tasks.
Everhour Project Budgeting lets teams put hour-based or money-based budgets on Asana projects, use one-time or recurring budget periods, and send email alerts at admin-set percentage thresholds. That workflow turns logged task time into an early warning when capacity is approaching the budget limit.
Everhour Resource Planning displays team assignments on a visual timeline with member and project views. Managers can compare planned capacity with tracked time, see availability gaps, and account for scheduled time off before placing more Asana work on the same person.
Use Everhour Project Budgeting to connect Asana task time with hour and money budgets, recurring periods, configurable alerts, and protected limits, so capacity decisions stay tied to budget control.
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