Billing and invoicing on Asana
Retire the separate work app you keep for invoicing. Approved Asana time becomes a priced, client-ready invoice in your accounting platform — with fixed scope, fixed fee, no per-seat fees and a parallel billing run before go-live.
ReplacesTeamwork.comScreendragonZoho ProjectsScoroHarvestOther apps with invoicing
Invoices land inXeroQuickBooks OnlineSage AccountingSage IntacctERP by scoping
Solution overview
1
Asana
Captures the work
- Time logged on tasks, billable or not
- Role and client on every entry
- Timesheets approved by managers
Time recorded once
2
Billing engine
Prices the work
- Rate cards applied by role and client
- Contract terms and caps enforced
- Each line linked to approved time
Right rate on every line
3
Workbench
Controls release
- Draft invoices reviewed in Asana
- Unbilled time and overruns flagged
- Exceptions resolved or written off
Exceptions cleared first
4
Accounting
Posts and collects
- Draft invoices arrive with tax codes
- Accounts and tracking mapped
- Sent and Paid status back in Asana
One ledger, no re-keying
Billing models
Included fromStarterAdvancedEnterprise
Client billing
- Time and materials by role, person or blended rateStarter
- Capped T&M overrun flagged, not billedStarter
- Fixed fee invoiced on a set scheduleStarter
- Rebillable expenses at cost or with markupStarter
- Milestone released on acceptanceAdvanced
- Retainer with rollover or expiry rulesAdvanced
- Prepaid drawdown hours burned down, top-up triggeredAdvanced
- Recurring fee flat monthly or quarterlyAdvanced
- Hybrid mixed models per clientAdvanced
- Outcome-based fee tied to an agreed resultEnterprise
Cost and resourcing
- Employees fully loaded cost rateAdvanced
- Contractors day or hourly rateAdvanced
- Subcontractors supplier cost vs sell rateAdvanced
- Rate uplifts out-of-hours, urgency, marketAdvanced
- Internal recharges to cost centres and brandsEnterprise
- Multi-entity intercompany, multi-currencyEnterprise
Delivery approach
01Assess
02Design
03Build
04Parallel run
05Go-live
Billing models and invoice sample, fixed quote
UK billing model catalogue
Rate cards, rules and ledger mapping, signed off
Rate-card templates
Engine, workbench, accounting connection
Tested Xero, QuickBooks, Sage connectors
One billing period alongside your current process
Automated reconciliation
First live close, then hypercare
Period-close runbook
Accelerator applied at each phase. Build time by package below; the parallel run lasts one billing period.
Engagement options
Starter
Single team, simple rates
£2,950
Fixed fee · two-week build
- Starter billing models
- Asana timesheets and approvals
- One rate card, up to 50 users
- Draft invoices to your ledger
- Finance export with exceptions
- 10 days hypercare
Advanced
Services firm or department
£11,500
Fixed fee · four-to-six-week build
Everything in Starter, plus
- Advanced billing models
- Invoicing workbench in Asana
- Versioned rate cards, 250 users
- Margin by project and client
- Payment status back in Asana
- 15 days hypercare
Enterprise
Group, multi-entity
from £30,000
Fixed fee per entity wave · 8–12 weeks
Everything in Advanced, plus
- Enterprise billing models
- ERP connection by scoping
- Revenue schedules, WIP journals
- Leakage and anomaly agents
- 20 days hypercare
RUN IT YOURSELF — FREE
For in-house teams with n8n skills: approved Asana time to draft Xero invoices, one rate card, T&M only. Get the workflow
Optional managed run, hosting included: £150, £450 or from £1,200 per month by package. Fees exclude VAT, invoiced on acceptance.
Delivery assurance
UK processing. Accelyte handles your billing data in the UK only.
UK GDPR compliant. Standard DPA; data returned or deleted at exit.
Controlled access. Rate and salary data visible to named finance roles only.
Drafts before postings. Invoices land as drafts; finance posts and sends.
Built to your policy. VAT code per line; revenue schedules follow your accounting policy.
Clean exit. Licences, connections and workflows stay in your name.
Billing evidence pack — issued before the first live invoice run
- Parallel-run reconciliation per client
- Rate test for every rate-card line
- Rule test log per billing model
- Unbilled and written-off time register
- Ledger mapping check: accounts, tax codes
- Go-live sign-off and audit log of writes
