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Migration guide

Move from Everhour to Pike

Export Everhour reports as CSV, bring projects and tasks from the tool Everhour runs on, and upload time to Pike templates. Budget five to six weeks.

Available now

Everhour tracks time on projects it syncs from Asana, Jira, Trello, Basecamp or ClickUp. Time and money come out of Everhour reports as CSV, and projects and tasks come from the tool they started in.

  1. 1On the Everhour Reports page, build a report with Day, Member, Project, Task, Reported Time, Billable Time, Time comments and Billable Amount as columns. Click Save and download it as CSV.
  2. 2As the Account Owner, download the ZIP of all team time logs in JSON from Settings → Import/Export and store it with the raw files.
  3. 3If your projects come from Asana or Jira, connect that tool in Pike and import projects and tasks from it. For other sources, export projects from the source tool and map them to the Pike projects template.
  4. 4Upload customers, projects, members, then time entries and expenses under Workspace settings → Integrations → CSV, using the Everhour column mapping.

Everhour shows financial report columns (Billable Amount, Cost, Budget) to admins only, so an admin builds the export report.

Available now

Everhour syncs clients from QuickBooks Online, Xero and FreshBooks, and copies invoices to them as drafts. If your team uses QuickBooks or Xero, connect it to Pike and Pike imports customers and invoice history from the ledger.

  1. 1In Pike, go to Workspace settings → Integrations, add QuickBooks or Xero and run Import data before you upload the Everhour time file.
  2. 2Use the ledger customer numbers as `customerNumber` in your projects file, so each project links to the client Everhour synced from the same ledger.
  3. 3At cutover, disconnect QuickBooks or Xero in Everhour’s integrations, so only Pike sends invoices to the ledger from Monday.

Pike connects to Asana and Jira as well. Teams that keep planning in Asana or Jira after the move connect it to Pike, and Pike syncs tasks from it.

Entity map

What each Everhour record becomes in Pike

Column one uses Everhour’s labels. Projects and tasks in Everhour mirror the connected tool, so their names match Asana, Jira, Trello, Basecamp or ClickUp. Pike matches people on email.

Clients

Pike: Customers

Carries over: Client names, synced from QuickBooks Online, Xero or FreshBooks where connected.

You set in Pike: A customer number on every customer. Pike imports customers from QuickBooks or Xero when you connect it.

Template columns: customerName, customerNumber

Projects

Pike: Projects

Carries over: Project name from the connected tool, client, billing method, budget.

You set in Pike: A project number for each project, and the Everhour billing method and budget as columns.

Template columns: projectNumber, title, customerNumber, billingType, budgetAmount, budgetHours, hourlyRate

Tasks

Pike: Tasks

Carries over: Task name, number, status and type from the connected tool, task billing override.

You set in Pike: Nothing when Pike imports tasks from Asana or Jira. Otherwise one assignee per row in the tasks file.

Template columns: title, projectNumber, description, status, assigneeEmail, dueDate, billableStatus

Members

Pike: Members

Carries over: Name, billable rate and cost rate on the Members page.

You set in Pike: The email each member signs in with, plus workspace role, team and a cost profile.

Template columns: email, displayName, team

Time (Reports)

Pike: Time entries

Carries over: Day, member, project, task, reported time, billable and non-billable time, time comments, invoiced amount.

You set in Pike: Member emails where the report shows names, and approval state for weeks approved on the Team page. Check whether your report includes it.

Template columns: date, hours, email, projectNumber, taskTitle, note, billableStatus, approvalStatus, invoiced

Expenses

Pike: Expenses

Carries over: Expense amount, project, billable flag.

You set in Pike: Check whether your report includes expenses. Expense categories in Pike.

Template columns: date, amount, projectNumber, email, category, description, billableStatus

Invoices

Pike: Invoice history from accounting

Carries over: Everhour copies exported invoices to QuickBooks Online, Xero or FreshBooks as drafts.

You set in Pike: Nothing. The CSV route does not import invoices.

Everhour entityPike entityWhat carries overWhat you set in PikeTemplate columns
ClientsCustomersClient names, synced from QuickBooks Online, Xero or FreshBooks where connected.A customer number on every customer. Pike imports customers from QuickBooks or Xero when you connect it.customerName, customerNumber
ProjectsProjectsProject name from the connected tool, client, billing method, budget.A project number for each project, and the Everhour billing method and budget as columns.projectNumber, title, customerNumber, billingType, budgetAmount, budgetHours, hourlyRate
TasksTasksTask name, number, status and type from the connected tool, task billing override.Nothing when Pike imports tasks from Asana or Jira. Otherwise one assignee per row in the tasks file.title, projectNumber, description, status, assigneeEmail, dueDate, billableStatus
MembersMembersName, billable rate and cost rate on the Members page.The email each member signs in with, plus workspace role, team and a cost profile.email, displayName, team
Time (Reports)Time entriesDay, member, project, task, reported time, billable and non-billable time, time comments, invoiced amount.Member emails where the report shows names, and approval state for weeks approved on the Team page. Check whether your report includes it.date, hours, email, projectNumber, taskTitle, note, billableStatus, approvalStatus, invoiced
ExpensesExpensesExpense amount, project, billable flag.Check whether your report includes expenses. Expense categories in Pike.date, amount, projectNumber, email, category, description, billableStatus
InvoicesInvoice history from accountingEverhour copies exported invoices to QuickBooks Online, Xero or FreshBooks as drafts.Nothing. The CSV route does not import invoices.

Everhour bills through the project’s Billing method: Non-billable, T&M (project rate), T&M (members rate) or Fixed-fee. Map the T&M methods to `timeAndMaterials`, Fixed-fee to `fixedFee` and Non-billable to `nonBillable`. A project rate goes into `hourlyRate`.

For T&M (members rate) projects, Everhour bills each member at their billable rate, with optional project overrides. Set those rates in Pike after upload. Hour budgets go to `budgetHours` and fee budgets to `budgetAmount`. Recurring budgets reset per period in Everhour, so set them up as retainers in Pike.

Everhour stores a cost rate for each member on the Members page, applied from a chosen date. Set each member’s Pike cost profile from the current cost rate.

The plan

Seven steps out of Everhour

The same steps as the main migration guide, with this tool's screens and settings.

  1. Week 1

    Migration owner, finance

    1

    1Week 1 · Migration owner, finance

    Freeze scope and export

    The first export is your migration data. Write down its date, because you export the time after it again at cutover.

    • Pick a cutover Friday after your last Everhour invoice export of the month.
    • Build and save the time report as CSV for every year you keep, and download the JSON archive from Settings → Import/Export.
    • Note which tool each Everhour project comes from: Asana, Jira, Trello, Basecamp or ClickUp. The source tool sets the route for project and task files into Pike.
    exports / rawdo not edit
    • customers.csvraw
    • projects.csvraw
    • tasks.csvraw
    • time-entries.csvraw
    • invoices.csvraw
    Cutover: Friday, week 5

    Done when: Raw Everhour exports in one dated folder, a source tool noted for every project, and a cutover Friday on the calendar.

  2. Week 1 to 2

    Operations lead

    2

    2Week 1 to 2 · Operations lead

    Clean the exported files

    Clean the CSV files. Nobody edits Everhour budgets or rates after export day.

    • Build a projects file with a project number, client, billing method, budget and rate for each Everhour project.
    • In the time file, convert reported time to decimal hours if your export shows hh:mm, and fill `billableStatus` from the billable and non-billable time columns.
    • Mark entries on exported invoices as `invoiced` = `yes`, using the invoiced amount column or your Everhour invoice list.
    customers.csvbefore / after
    • Acme
    • ACME Ltd
    • Acme retainer

    Acme

    C-104 · T&M · 1,250/h

    Done when: Every project row has a project number, customer number, billing type and budget. Every member has the email they will sign in with.

  3. Week 2

    Workspace admin

    3

    3Week 2 · Workspace admin

    Build the workspace shell

    Connect the ledger and the project tool first, so customers and projects exist before the time file references them.

    • Create teams and workspace roles, and invite admins and project leads only.
    • Connect QuickBooks or Xero and run Import data, then connect Asana or Jira if your projects come from there.
    • Set a cost profile for each member from their Everhour cost rate.
    Workspace setup
    • Teams and roles
    • Templates and labels
    • Cost profiles12 of 12
    • Accounting connected
    • Invite everyoneweek 4

    Done when: Finance sees the ledger’s customers and invoices in Pike. Asana or Jira projects show in Pike.

  4. Week 2 to 3

    Workspace admin

    4

    4Week 2 to 3 · Workspace admin

    Upload in dependency order

    Customers, then projects, then members, then time entries and expenses. Pike reports a row it cannot match with its line number.

    • Upload each file with the Everhour column mapping, and fix rejected rows by line number.
    • Check that every `projectNumber` in the time file matches a project imported from Asana, Jira or your projects file.
    • Open one fixed-fee and one T&M project and compare budget spent and last month’s hours with Everhour’s Projects Budget dashboard.
    Import datain order
    • Customers48
    • Projects112
    • Members19
    • Tasks1,430
    • Time entries
    • Deals

    Done when: Project, member and last-month hour counts match Everhour.

  5. Week 3 to 5

    Delivery lead, finance

    5

    5Week 3 to 5 · Delivery lead, finance

    One team in Pike, the rest in Everhour

    On CSV there is no ongoing sync. The pilot team logs time in Pike only, and everyone else tracks in Everhour until cutover.

    • Pick a team with an active client project and an invoice due. They stop using the Everhour timer in Asana or Jira from Monday.
    • Finance approves pilot time in Time admin and sends one invoice from Pike to the ledger in place of Everhour.
    • Compare the pilot project’s profit with Everhour’s Profit column for the same project. A gap means a rate or cost profile needs a fix in Pike.

    Old tool

    Rest of team

    logs as before

    keep syncing

    Pike

    Pilot team

    approved, invoiced

    Done when: One invoice sent from Pike. No pilot team time in Everhour after the pilot start date.

  6. Week 5 to 6

    Migration owner

    6

    6Week 5 to 6 · Migration owner

    Cutover weekend

    Close Everhour on Friday evening and upload the time logged since your first export.

    • Friday: everyone submits the week, and admins approve it on the Team page, which locks the week in Everhour.
    • Run the saved time report from the day after your first export to Friday, download it as CSV and upload those rows to Pike.
    • Disconnect Asana or Jira on Everhour’s Integrations page, so nobody logs Everhour time in those tools on Monday.

    Fri

    Approve. Sync. Read-only.

    Sat, Sun

    Rest.

    Mon

    All in Pike. Demo at 10:00.

    Done when: Time admin shows every active member by Monday afternoon. Everhour shows no time after Friday.

  7. Week 6 to 9

    Finance

    7

    7Week 6 to 9 · Finance

    First month-end in Pike

    Done when finance closes a month without opening Everhour.

    • Approve all time, invoice every billable project from Pike and check each invoice reaches the ledger.
    • The team owner downloads the JSON archive again, then clicks Cancel plan on the Billing page. Access continues to the end of the paid cycle.
    • Use Delete Account on Team Settings only after the archive is saved with two owners. Everhour describes deletion as permanent.
    Baselinebefore / Pike
    Days to invoice
    Unbilled hours at close
    Margin by project

    Done when: Month closed in Pike. Final Everhour exports saved with two owners. Everhour plan cancelled.

Rebuild

Set these up in Pike by hand

  • Recurring budgetsSet up retainer projects with the period and allowance your Everhour recurring budget used.Pike docs
  • Member billable ratesSet bill rates on projects and tasks for T&M (members rate) projects.Pike docs
  • Cost ratesEnter each member’s Everhour cost rate in their cost profile.Pike docs
  • Time approval and lockingChoose who approves time for each team in place of Everhour weekly approval.Pike docs
  • Invoice layoutSet numbering, terms and layout in invoice settings.Pike docs

Questions

Moving from Everhour: common questions

Where do our Everhour projects come from in Pike?

From the tool Everhour syncs them from. Pike connects to Asana and Jira and imports their projects and tasks. Projects from Trello, Basecamp or ClickUp go into the Pike projects template by CSV.

Can we use the Everhour JSON backup for the import?

Keep it as your archive. Pike templates take CSV, so upload the time from a saved Everhour report downloaded as CSV.

How do Everhour billing methods map to Pike?

T&M (project rate) and T&M (members rate) map to `timeAndMaterials`, Fixed-fee to `fixedFee`, and Non-billable to `nonBillable`. Tasks marked non-billable in Everhour carry `billableStatus` = `nonBillable` on their time.

What happens to our data after we cancel Everhour?

Everhour locks the account at the end of the paid cycle and states it stores the data on its servers. The team owner can download the JSON archive before then, and Delete Account removes the data permanently.

Can Pike import our Everhour invoices?

Not through CSV. Everhour copies invoices to QuickBooks Online, Xero or FreshBooks as drafts, so connect QuickBooks or Xero to Pike and Pike imports invoice history from the ledger.

Support through the move and after it

Migration support comes with every plan: we map your exports, run the imports with you and check the counts before cutover. After go-live, hypercare until the first month-end closes in Pike. Then we hand over to your admins and stay close for as long as you use Pike. Email hello@usepike.com with your source tool and we will say which route fits.

  • Switch playbook
  • Migration guide for every tool

Everhour documentation used for this guide

  • Everhour: Exporting data
  • Everhour: Configurable reports
  • Everhour: Ways to bill your project
  • Everhour: Budgeting
  • Everhour: Billable and cost rates
  • Everhour: Key benefits of integrations in Everhour
  • Everhour: Time approval (admin)
  • Everhour: Sync clients and copy invoices to QuickBooks Online, Xero, FreshBooks
  • Everhour: Editing and canceling the subscription
  • Everhour: Closing and deleting account
  • Everhour API

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