Set Up Basic Billing Rates

Basic Billing Rates let you keep things simple: you pick one place where billing rates live (Person, Project, or Task), and ClickTime uses that value for each hour of work. This article explains how each option works and how to edit rates on the relevant detail pages.

Where to find it: Set the model in Company > Preferences > Billing Rates. Then update rates on:

• Company > People > Person Details (Person-based rates)
• Company > Projects > Project Details (Project-based rates)
• Company > Tasks > Task Details (Task-based rates)

Jump to a section:

• Choose a basic rate model
• Person-based Billing Rates
• Project-based Billing Rates
• Task-based Billing Rates
• Apply changes to existing time entries
• Examples
• Troubleshooting

Choose a basic rate model

Before you can edit basic Billing Rates, choose how rates are determined in the Billing Rates section of Company Preferences.

• By Person – Each person has a single hourly billing rate.
• By Project – Each project has a single hourly billing rate.
• By Task – Each task (activity) has a single hourly billing rate.

Your choice here affects where admins and managers will maintain rates and how reports summarize billable amounts.

Person-based Billing Rates

When your rate structure is set to By Person, ClickTime uses the rate on each person’s Person Details page whenever they log billable time.

Where to edit a person's rate

• Go to Company > People.
• Open the Person Details page (edit pencil or double-click the name).
• Find the Billing Rates section.
  

For each person, you can:

• Use Default – Use the global Default Billing Rate from Company Preferences.
• Set a Custom Rate – Enter a specific hourly billing rate for that person.

Any time entries that person creates will use their rate at the time the entry is saved (unless you later choose to apply a historical change).

New people

When you add a new person, ClickTime will prompt you to confirm their billing rate. You can keep the default or enter a custom value. The choice you make becomes their rate for all new time entries going forward.

Project-based Billing Rates

When your rate structure is set to By Project, ClickTime uses the rate on each project’s Project Details page whenever anyone logs time to that project.

Where to edit a project's rate

• Go to Company > Projects.
• Open the Project Details page.
• Find the Billing Rates section.
  

For each project, you can:

• Use Default – Use the global Default Billing Rate from Company Preferences.
• Set a Custom Rate – Enter a specific hourly billing rate for that project.

Any time entries saved against that project will use the project’s rate at the time of entry (unless you later apply a historical update).

New projects

When you add a new project, ClickTime will ask you to define its billing rate. You can accept the default or set a custom rate. That value is then used for all billable time logged to this project.

Task-based Billing Rates

When your rate structure is set to By Task, ClickTime uses the rate on each task’s Task Details page whenever anyone logs time with that task.

Where to edit a task's rate

• Go to Company > Tasks.
• Open the Task Details page.
• Find the Billing Rate field or section.
  

For each task, you can:

• Use Default – Use the global Default Billing Rate.
• Set a Custom Rate – Enter a specific hourly billing rate for that task.

Any time entries that use this task will use the task’s rate at the time of entry (unless you later apply a historical update).

New tasks

When you create a new task, you can accept the default rate or enter a custom rate. This makes it easy to maintain a catalog of standard activities with consistent pricing.

Apply changes to existing time entries

When you change a billing rate on a Person, Project, or Task, ClickTime will ask whether you want to apply that new rate to existing time entries.

• Applies to: Time entries associated with that specific Person, Project, or Task.
• Scope: You can choose to update unlocked entries only, or both locked and unlocked entries (subject to your security settings and lock dates).
• Date range: Select how far back the change should apply (for example, all entries on or after a certain date).
  

Examples

• Consulting firm (by Person): Each consultant has their own hourly rate. When any consultant logs billable time, reports use that person’s rate to calculate billable amounts.
• Fixed project pricing (by Project): All work for a specific project is billed at the same rate, regardless of who does the work or which task they choose.
• Service catalog (by Task): Your organization has standard services (e.g., Implementation, Training, Support). Each service has its own rate, and any time logged with that task uses the corresponding rate.

Troubleshooting

• “My rate changes aren't showing in reports.” Confirm you applied the change to existing entries (if needed), that the date range in your report includes those entries, and that your user has permission to change historical rates.
• “This entry is using the wrong rate.” Check which basic model is selected in Company > Preferences > Billing Rates and confirm you are editing the rate on the correct Person, Project, or Task.
• “I don't see the apply-to-existing option.” Your Audit Log or Security settings may not allow historical changes, or you may not have the necessary permissions. Contact your local ClickTime Administrator.
• “I think I need exceptions for certain clients or projects.” Basic models do not support exceptions. Consider switching to an Advanced Billing Rate model that allows overrides for specific Clients, Projects, or People.