ClickTime offers 7 different Billing Rate models to meet your needs! We'll cover all the aspects of Billing Rates (and changing them) in this article. You can use the links below to skip to the appropriate section if you know what you are looking for.
Accessing Billing Rate Options
Basic Billing Rates (by Person, Project, or Task)
Advanced Billing Rates (set by Task or Person, with exceptions)
Billable vs. Non-Billable, Setting Default Rate, and Updating Time Entries with Default Rates
Changing Billing Rates for Historic Time Entries
Rate Card Export
Accessing Billing Rate Options
Before you can set up your Billing Rates, you'll need to first "enable time billing features" from the Company --> Preferences page:
After doing so, you'll see the Billing Rates section on the left:
This will jump you down to a table with a complete set of options:
Next we'll cover the options available for each Billing Rate Model as well as your overall options. Click one of the links below to skip to the section you are interested in.
Basic Billing Rates (by Person, Project, or Task)
Advanced Billing Rates (set by Task or Person, with exceptions)
Billable vs. Non-Billable, Setting Default Rate, and Updating Time Entries with Default Rates
Changing Billing Rates for Historic Time Entries
Basic Billing Rates (by Person, Project, or Task)
The first three Billing Rate models are available to all accounts. These allow you to set the Billing Rate by the Person who performs the work, the Project the work was done for, or the Task performed.
These options are also covered in this video:
When the Billing Rate is determined by the Person who did the work, you will see a "Billing Rates" section on the Person Details page:
Choose either to use the Default Billing Rate (specified on the Company --> Preferences page as discussed here) or assign them a Custom Billing Rate.
When you create a new Person, ClickTime will prompt you to specify their Billing Rate:
You can change the Billing Rate on the Person Details page at any time by clicking "Edit Section".
When you set the new Rate, indicate whether you'd like it to be applied to Existing Time Entries. Click Update to apply the changes.
If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
When the Billing Rate is determined by the Project that was worked on, you will see a "Billing Rates" section on the Project Details page:
Either choose the Default Billing Rate (specified on the Company --> Preferences pageas demonstrated here) or assign a Custom Billing Rate.
When adding a new Project, ClickTime will ask you to define their Billing Rate:
You can change the Billing Rate for the Project at any time by choosing to "Edit Section" on the Project Details page:
When you set a new Rate, indicate if you'd like it to be applied to Existing Time Entries. Click Update to apply the changes.
If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
When the Billing Rate is determined by the Task used, you will see a "Billing Rate" section on the Task Details page:
Choose the Default Billing Rate (specified on the Company --> Preferences pageas demonstrated here) or assign a Custom Billing Rate.
You can change the Billing Rate for the Task at any time by editing the page, entering the new Rate, and indicating whether you'd like the new rate to be applied to existing time entries back to a certain day. Administrators can also choose whether to apply changes to all entries, including those that are locked. Clicking Save will change the Billing Rates for all specified time entries.
If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
Advanced Billing Rates (set by Task or Person, with exceptions)
Corporate and Enterprise Accounts have access to our Advanced Billing Rate options. These options allow you to set a default rate based on either the Task, or the Person, and then manage exceptions on case-by-case basis. We support the following:
- Billing Rate depends on the Task and we make exceptions for certain Projects
- Billing Rate depends on the Task and we make exceptions for certain People
- Billing Rate depends on the Person and we make exceptions for certain Clients
- Billing Rate depends on the Person and we make exceptions for certain Projects
These options are also covered in this video:
Task with exceptions for certain Projects:
When your Billing Rate is set to "Task and we make exceptions for certain Projects", you will be able to set the Billing Rate on a Task-by-Task basis on the Task Details page as seen here:
You can then determine if you want to use that Billing Rate or create an exception for each Project on the Project Detail page.
You'll also see a Billing Rates section on each Project Detail page. This section will allow you to choose the Default Rate, a Custom Rate, or a Flat rate. Click the Edit Section box to make changes:
If you keep the Default Rate, then whatever the Task rate is will be used for all time entries.
If you select the Custom Rate column, you can then indicate whether different Billing Rates should be used for this Project depending on which Task was used.
After making changes, click Update to save the new Billing Rates:
The Flat Rate option should be used if you want all Tasks for this Project to be billed at the same Rate, but that Rate is different from the Default:
At the bottom of this table is the option to apply these Billing Rates to time entries that are already in the system. If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
If you do not apply the Billing Rates retroactively, then these Billing Rates will be used whenever new time entries are saved.
Task with exceptions for certain People:
When your Billing Rate is set to "Task and we make exceptions for certain People", you will be able to set the Billing Rate on a Task-by-Task basis on the Task Details page as seen here:
You can then determine if you want to use that Billing Rate or create an exception for each Person. You'll see a Billing Rates section on each Person Detail page. This section will allow you to choose the Default Rate, a Custom Rate, or a Flat rate. Click the Edit Section box to make changes:
If you keep the Default Rate, then whatever the Task rate is will be used for all time entries.
If you select the Custom Rate column, you can then indicate whether a different Billing Rate should be used depending on which Project time is logged to. After making the changes click Update to save the new Billing Rates:
The Flat Rate option should be used if you want all Tasks for this Project to be billed at the same Rate, but that Rate is different from the Default:
At the bottom of this table is the option to apply these Billing Rates to time entries that are already in the system. If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
If you do not apply the Billing Rates retroactively, then these Billing Rates will be used whenever new time entries are saved.
Person with exceptions for certain Clients:
When your Billing Rate is set to "Person and we make exceptions for certain Clients", you can set Billing Rates on a Person-by-Person basis on the Person Details page, and then make exceptions to their rates for certain Clients on the Client Details page. First, set the employees' Billing Rates as shown below:
You can then determine if you want to use that Billing Rate or create an exception for certain Clients. You will then see a Billing Rates section of each Client Details page. This section will allow you to use the Default Rate, a Custom Rate, or a Flat rate. Click the Edit Section box to make changes:
If you keep the Default Rate, then your employee's Billing Rate will be used for all time entries they create against that Client. Notice when you click Edit Section, the page will display a note indicating "You can make exceptions to this person's billing rate in the Person Details pages":
If you select the Custom Rate column, you can then indicate if a different Billing Rate should be used depending on which Person performs the work. After making the changes click Update to save the new Billing Rates:
Select the Flat Rate option if you want all time for this Client to be billed at the same Rate, regardless of who performs the work:
At the bottom of this table is the option to apply these Billing Rates to time entries that are already in the system. If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
If you do not apply the Billing Rates retroactively, then these Billing Rates will be used when new time entries are saved.
Person with exceptions for certain Projects:
When your Billing Rate is set to "Person and we make exceptions for certain Projects", you will be able to set the Billing Rate on a Person-by-Person basis on the Person Details page as seen here:
You can then determine if you want to use that Billing Rate or create an exception for each Project. You'll see a Billing Rates section of each Project Details page. This section will allow you to use the Default Rate, a Custom Rate, or a Flat rate. Click the Edit Section box to make changes:
If you keep the Default Rate, then the employee's rate will be used for all their time entries.
If you select the Custom Rate column, you can then indicate if a different Billing Rate should be used depending on which Project is worked on. After making the changes click Update to save the new Billing Rates:
The Flat Rate option can be used if you want all time for this Project to be billed at the same Rate regardless of who performs the work:
At the bottom of this table is the option to apply these Billing Rates to time entries that are already in the system. If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc". Please see this section of the guide for more detailed instructions on changing the Billing Rate for Existing Time Entries.
If you do not apply the Billing Rates retroactively, then these Billing Rates will be used whenever new time entries are saved.
Billable vs. Non-Billable, Setting Default Rate, and Updating Time Entries with Default Rates
Underneath the "Billing Rate" on the Company --> Preferences page, you'll also have the option to determine Billing Rate status and set up the Default Billing Rate.
Billing Rate Status (Billable vs. Non-Billable)
ClickTime allows you to determine whether time entries are Billable or Non-Billable based on Project or Task:
You can then choose whether each Project or Task is considered Billable/Non-Billable on the appropriate Details page.
Project Details:
Task Details:
Please note that the option for Tasks will be disabled if you are using the Resource Management Module. Organizations with Resource Management must determine Billable status based on the Project used.
Setting the Default Billing Rate
On the 'Company>Preferences' page (below the Billable/Non-Billable section) is the option to set the Default Billing Rate:
When changing the Default Billing Rate, you can also choose to apply the new default to past entries that currently use the Default Billing Rate. You can choose to apply the new rate only to unlocked, OR to locked and unlocked time entries back to a certain date:
Doing so will display a pop-up warning you that you are about to make changes and that it can take up to 5 minutes for the entries to be changed. Please note that only time entries using the "default rate" option will have their Billing Rate changed. Entries that use Custom or Flat Rates will not be changed.
If you do not see this option, you likely have Audit Log enabled and have not opted to "allow changes (not logged) to billing rates, costs, etc" under the 'Security' section of the Company>Preferences page (see below).
Read on for more assistance with changing Billing Rates for Historic Time Entries that do not use the Default Billing Rate.
Changing Billing Rates for Historic Time Entries
When you save a time entry, ClickTime will store that time entry with the Billing Rate that is currently set up. When you change Billing Rates, you are indicating that you want that new Billing Rate to be used for all time entries created after the change. However, ClickTime does offer the option to apply those Billing Rate changes to time entries that are already in the system as well.
Please note that if you have the Audit Log Module enabled, you may need to specify that changing Billing Rates for historic time entries is allowed. The Audit Log will track that someone with the appropriate permissions changed the Billing Rate for existing time entries, but cannot track every specific change.
The option to "allow changes" is on the Company --> Preferences page in the "Security" section of the page. You will need to check the "allow changes" setting to allow changes to existing time entries:
For those who are comfortable with using our Customizable Data Export tool (more details here), this video walks you through how to use that file to confirm that your changes to Billing Rates for existing time entries were successful:
To change Historic Time entries, first navigate to the Billing Rate page for the rate you want to change and click Edit Section. For example, if your Billing Rates are determined "by Person," you will find this on the Person's Billing Rate page:
If updating the Task Details page, go to Billing Rates:
Now change the Billing Rates so they match the new Rate. If you only want to apply the existing Billing Rate to historical time entries, you will not need to make any changes to the current Billing Rate:
Then, check the box at the bottom indicating you want to apply the billing rate to existing time entries. IMPORTANT: to ensure that rate changes are applied to ALL time entries and that reporting is accurate, select the "locked & unlocked" option:
Please Note: ClickTime will not allow you to change Billing Rates for time entries (locked or unlocked) that are before the Company Lock Date. If you try doing so you will see an error message:
You will need to change the Company Lock Date to an earlier date, apply the Billing Rate changes, and then change the Company Lock Date back in this case. More details on the Company Lock Date can be found here.
When you check this box on the Task Details page, you will see a pop-up message warning that you are about to process a historical change.
A similar message will appear on the Person, Client, and Project Detail pages, but only after clicking Update.
Next, indicate whether you wish to apply this to only unlocked time entries, or locked AND unlocked time entries. "Locked" time entries are those that belong to a timesheet that is either "Locked" or "Approved", or those that can no longer edited due to their Availability or Inactive Status. In most cases, you will likely want to apply your changes to all locked and unlocked, but that depends on your specific needs:
Note that while Managers with the appropriate permissions can change unlocked time entries, only a local ClickTime Administrator can make changes to locked AND unlocked time entries. The exception to this is that any companies that are DCAA-enabled, can only apply changes to (unlocked) time entries. In those cases, we recommend un-approving timesheets on the 'Company>Timesheets' page, apply the rate changes, then re-approve the timesheets.
Next, choose the date you'd like this change to go back to by manually entering the date, or using the Calendar option.
If you are on the Task Details page, then click Save at the top, and you will be brought back to the Task List View page and will see a confirmation message that the Task was updated successfully.
If you are changing the Billing Rate of a Person, Client, or Project, you will instead need to click the Update button at the top of the screen. When you do so, you'll see a warning message indicating you are making this change to historical time entries and that they can take up to five minutes to finish.
Clicking Save & Continue will apply the change. In the top-right corner next to your name, you'll see a dollar sign icon indicating that the change is in place. The message will then update to confirm that "We successfully finished updating billing rates for all......"
Please do not change any other Billing Rates until this message updates to inform you that the Billing Rate change was successful. Submitting an additional Billing Rate change before the current one has finished may create issues.
Once you see this the confirmation message, you should be able to confirm the Billing Rates have been updated in any reports your run (including the Customizable Data Export as mentioned in the video above).
You can use the "Rate Card" to download an Excel file of all the Billing Rates that are currently in the system. This report is available in the "Miscellaneous" section of the Company --> Reports page:
After clicking "Run this report", you will be brought to a page where you can download the Excel file to your computer and then open in Excel.
If you have complex Billing Rates and want check the Billing Rate for a specific Person, Project, Task, etc., you can use Excel's filter options to select just the rates you are interested in checking.
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