Time Billing and Billing Rate Levels

Background
Billing Rates
Setting a Billing Rate for a Vendor or Employee
Creating and Editing Billing Rate Levels

Background

The time billing feature allows you to track the time spent by employees and vendors to complete work for clients and customers. You can also track incidentals (such as items used) to complete the work.

Billing Rates

You can set billing rates that will automatically appear when you create an activity slip. The billing rate can also be set for a customer, employee, vendor, or for the activity itself. You can still override these rates when you create the activity slip.

For example, for an activity such as the time spent photocopying, you might use a flat rate for all customers, in which case you would use the activity’s billing rate. For other activities, you might charge the customer according to the employee who performed the activity, the billing rate depending on factors such as the expertise and experience of the employee.

Setting a Billing Rate for a Vendor or Employee

You can set a billing rate for a vendor or employee. This option allows you to bill an activity at different rates according to the employee or vendor performing the activity. You can also track the costs associated with having the activity performed. This is particularly useful if you are subcontracting work to a vendor.

To set a Vendor billing rate:

  1. Go to Lists > Cards from the menu bar at the top of the screen
  2. Click the Buying Details tab.
  3. Type the hourly billing rate, excluding tax, for the vendor or employee in the Vendor Billing Rate field or the Employee Billing Rate field.
  4. In the Cost per Hour field, type the hourly cost to you of having the vendor perform the activity.
  5. Click OK.

To set an Employee billing rate:

  1. Go to Lists > Cards from the menu bar at the top of the screen
  2. Click the Payroll Details tab and then click Time Billing.
  3. Type the hourly billing rate, excluding tax, for the vendor or employee in the Vendor Billing Rate field or the Employee Billing Rate field.
  4. In the Cost per Hour field, type the hourly cost to you of having the employee perform the activity.
  5. Click OK.

Creating and Editing Billing Rate Levels

Billing Rate Levels allows you to create a matrix of custom rates enabling the flexibility of accessing multiple rates for the same activity. You can choose to bill your customer by an employees level of experience or by whether the customer has earned a preferred status within your company.

To create a billing rate level:

  1. Go to the Time Billing command center and click Billing Rate Levels. The Billing Rate Levels window appears.
  2. Click New. The Billing Rate Level Information window.
  3. In the Billing Rate Levels Name field, enter a name of the new billing rate level.
  4. Select the type of activity from the following options:
    • Fixed Rate: Enter the amount of the fixed rate.
    • Custom Rate per Activity: Select to enter a billing rate for each activity listed.
  5. If you selected custom rate per activity, check the activity for which you want to enter the billing rate for. You can select multiple activities. Enter the amount of the billing rate.
  6. Click OK.

To edit a billing rate level:

  1. Go to the Lists menu and select and click Billing Rate Levels. The Billing Rate Levels window appears.
  2. Select the rate and click Edit or click the zoom arrow. The Billing Rate Level Information window.
  3. If the billing rate is a fixed rate, enter the amount.
  4. If the billing rate is a custom rate per activity, you can update the billing rate for all activities selected by choosing from the following options:
    • Use Default Activity Rate: Select this option if you want to update the selected activities to use the default rate of activity.
    • Percentage Increase/Decrease: Select this option to increase or decrease the billing rate amount by a percentage.
    • Amount Increase/Decrease: Select this option to increase or decrease the billing rate amount by another amount.
  5. Click Update Activities to make the changes.
  6. Click OK to close the window.