Everhour adds billing rates and budget tracking to Asana projects so billable work stays ready for review.
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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.
Set a budget, assign rates, and get alerted before you're over.
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This page is for setting a billing rate workflow around Asana projects where tasks, assignees, and status already live. The practical outcome is a rate structure that tells you which work is billable, which rate applies, and how logged time becomes a client-ready amount. Treat the rate as part of the project setup, not a cleanup step after the work is done.
Start with the billing method. A time-and-materials project usually needs hourly rates by project, member, or task. A fixed-fee project needs budget tracking against the agreed fee. A non-billable project still benefits from cost visibility because tracked time shows internal effort. The rate choice should match the contract, statement of work, or internal policy before anyone logs time.
Project-level rates work when every billable hour carries the same price. Member rates fit teams where senior and junior roles bill differently. Task rates make sense when specific work types, such as consulting, QA, or implementation, need their own price. Use the narrowest rate level that reflects the client agreement without forcing the team to maintain unnecessary exceptions.
A clean setup also separates billable and non-billable work. Discovery, internal review, rework, or admin time may need to stay visible in reports while staying out of the invoice. Marking that distinction at the task or entry level protects both sides: the client sees only chargeable work, and the project owner still sees the full labor picture.
The common rate mistake is treating one default hourly amount as the whole billing model. That fails when a project includes fixed-fee work, non-billable support, different member rates, or tasks priced differently from the rest of the project. A billing rate should answer three questions before work starts: who is doing the work, which task counts as billable, and which rate applies.
Rate changes need a date. If a contractor moves from $85 to $100 per hour mid-project, older time should keep the old rate and new time should use the new rate. Without a dated change, reports can rewrite history and make prior invoices hard to reconcile. Preserve the rate period, then review uninvoiced time before sending the next invoice.
A one-off rate setup is enough when you need to check one project, price a short engagement, or review a single week of work. It becomes fragile when several people track time, managers approve entries, budgets reset, or billing depends on exact client terms. At that point, the rate needs to live inside a managed workflow.
Everhour keeps rates, budgets, and reports connected to Asana projects while the team tracks from embedded controls. Its Resource Planning view adds visual timelines, member and project views, weekly capacity, availability gaps, scheduled time off, and planned-versus-actual comparisons, so billing rates sit beside the workload that creates the billable hours.
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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Apply the rate at the level that matches the client agreement. Use one project rate for a uniform hourly contract, member rates for role-based pricing, and task rates for work categories with separate prices. The correct level reduces manual edits later and keeps billable totals aligned with the scope the client approved.
Yes. A project can include billable work for client delivery and non-billable work for internal review, admin time, or excluded support. Keep both categories visible in reports, but exclude non-billable entries from invoice totals. That gives managers a full cost picture without charging the client for work outside the billing agreement.
Set the new rate from the effective date and keep earlier time tied to the original rate. This protects old invoices, keeps profit reports consistent, and prevents a current rate from changing past work. Review uninvoiced entries around the change date before sending the next client invoice.
The biggest cleanup comes from logging time before the rate rules are clear. Entries may need reclassification by project, person, task, or billable status. Define the billing method, exceptions, and non-billable categories before work starts, then review the first few entries to catch setup errors early.
Review rates before each invoice when the project has multiple members, task-specific pricing, discounts, expenses, or recent rate changes. A short review catches non-billable entries, missing descriptions, and dated rate changes before they reach the client. Simple single-rate projects need less review, but still need a check for excluded work.
Everhour Resource Planning shows visual timelines by member or project, weekly capacity, availability gaps, scheduled time off, and planned-versus-actual time. That helps managers compare the work scheduled on Asana projects with the billable effort the team is likely to produce.
Everhour syncs Asana projects, tasks, task titles, custom fields, and tags into its reporting layer, then adds billable time, non-billable time, budget, and exportable report views. Teams can review project totals and export detailed reports for billing or finance follow-up.
Track approved hours, capacity, and budget movement on Asana projects with Everhour Resource Planning, so billing rates connect to real workload and invoice-ready project control.
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