Agency work runs through ClickUp tasks while Everhour tracks approved billable hours, rates, and billing records for client work.
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Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Agencies use this workflow to turn ClickUp project activity into a client billing record. The practical goal is simple: separate billable client work from internal effort, apply the right rate, review the time, and produce a record that supports the invoice. A task name alone is rarely enough. The billing record needs the person, date, duration, client project, work description, and billable status.
Everhour's ClickUp integration uses a browser extension to place tracking controls inside the ClickUp work context. ClickUp folders, projects, tasks, tags, and custom fields sync into Everhour, then the time record stays in Everhour for billing reports, budgets, timesheets, and invoice preparation. That gives account and finance leads the billing fields they need without rebuilding the work trail from scratch.
Agencies need billable rules before the first timer starts. Common splits include client delivery, project management, revisions inside scope, internal QA, sales follow-up, and account administration. Billable work belongs in the invoice base. Non-billable work stays visible because it explains margin, staffing load, and scope pressure without inflating the amount due.
Rates need the same discipline. A project can use one client rate, different member rates, or custom task rates when specialized work needs separate pricing. A designer at $125 per hour, a strategist at $175 per hour, and a non-billable internal review task should not collapse into one undifferentiated total. Rate rules turn time into money owed without guesswork at month end.
A defensible agency billing record shows enough detail for the client to recognize the work. Each entry should connect the person, task, project, date, duration, billable status, and short work note. Vague descriptions such as "updates" create friction. Clear entries such as "homepage wireframe revisions after client feedback" explain the charge without adding unnecessary narrative.
The review step should catch duplicate entries, missing descriptions, wrong billable flags, and time placed on the wrong client project. Account leads also need to check whether fixed-fee work, retainers, and time-and-materials work are being reported under the correct billing method. Clean records reduce invoice disputes because the invoice follows the approved work trail.
A one-off export or manual tally works for a small invoice when the agency has few people, one project, and a clear billing period. It stops working when several team members log time, rates differ by role, or the client expects invoice backup. Manual billing also creates re-keying risk when approved hours must be copied into a spreadsheet or accounting system.
Everhour turns the process into a managed workflow by collecting weekly project and working hours, routing timesheets for approval, and locking approved time from regular edits. Approved, rate-priced hours can then support billing without rebuilding the record by hand. That matters for agencies that need a repeatable handoff from delivery work to client invoicing.
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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Agencies should mark client delivery work as billable and keep internal work visible as non-billable. Strategy meetings, revisions, production, and implementation often belong in the billable total when the contract allows them. Sales work, internal training, and over-servicing usually stay outside the invoice while still appearing in profitability and workload review.
The right rate setup follows the client agreement. A project rate fits simple engagements with one hourly price. Member rates fit agencies that charge different prices by role or seniority. Custom task rates fit specialized services such as discovery, design, implementation, or support when the contract assigns different prices to different work types.
A strong record includes the client project, task, person, date, duration, billable status, and a specific work description. The description should identify the deliverable or action, not just the department or phase. Clients challenge invoices less often when the record connects each charge to work they can recognize.
Agencies should catch missing descriptions, wrong client projects, duplicate time, billable internal work, and approved work billed under the wrong rate. Retainer work also needs a period check so hours belong to the correct billing cycle. These errors are easier to correct before the invoice leaves than after a client asks for backup.
Approvals create a review point before time becomes invoice support. A manager can confirm that entries belong to the right client, period, project, and billable category. Approved time should stay locked for regular members so later edits do not change the billing record after finance or the account lead has reviewed it.
Everhour Timesheets collect weekly project and working hours so team members can submit time for review. Managers can approve, reject, partially approve, and lock entries before billing, which gives agencies a cleaner handoff from ClickUp task work to client-ready billing records.
Everhour Billing & Invoicing uses billable time, project or member rates, and billable expenses to prepare invoice amounts while excluding non-billable work. Agencies can group invoice line items by project, task, person, date, or another available breakdown that matches the client's expected backup.
Track agency work in ClickUp, review weekly timesheets in Everhour, and turn approved client hours into billing records with a clear Everhour approval trail.
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