How do I setup billing rates?

Billing rates follow a system hierarchy in Bill4Time.

From the lowest hierarchy to highest, billing rates are first taken from the user default, then the client default, project default, to activity type, then finally the time entry.

For example, if a user's default rate is $100 but the rate of the project is $135, the invoice generated will show $135 for that project. 

Note: The ability to modify billing rate(s) is based on permissions. If you do not have access to these areas of the program then you would need to contact your System Admin to grant access to you or they must change the rates themselves.

Note: Rates in finalized invoices are not affected by rate changes. If you want them to be affected - Unfinalize the invoice and all the rates will update automatically. 

To Change a User Billing Rate:

Changing the User rate affects all clients/projects for this user unless they have specific rates setup in them.

1. Top right, click your name and select Users
2. Click on the user you wish to update then click the Edit button
3. Change the Std. Hourly Rate and/or Overtime Rate
4. Click the Save button

To Change a Client Billing Rate:

Changing a client billing rate will affect all projects and time entries under that client.

1. Click the Clients tab
2. Click on the desired client
3. Click on the client's Billing Rates tab
4. Make sure Per User is selected (Flat Rate applies to all users billing to this client)
5. Check the box next to each user you want to change, and type in the desired rate in the Override Rate field. You will see the user's default rate as set in the user's profile.
6. Click on the Save Changes button

To Change a Project Billing Rate:

Changing a project billing rate does not affect any other projects assigned to that client.

1. Click the Projects tab
2. Click on the desired project
3. Click on the Billing Rates tab
4. Make sure Per User is selected (Flat Rate will apply to all users billing to this project)
5. Check the box next to each user you want to change, and type in the desired rate in the Override Rate field. You will see the user's default rate as set in the user's profile.
6. Click on the Save Changes button

To Change per Activity Rate:

Using billable activity rates will override project, client, and user rates in the system for any client/project.

1. Go to Settings - Custom Lists tab
2. Click to edit Billable Activity Types.
3. Click to use the Rate option
4. In the rate boxes type in the rate you would like to associate to that specific activity
5. Click Save and close out the edit box

To Change a Time Entry Rate:

This option is only defaulted for System Admins. If you do not see the option to change your rate per entry, a system admin can turn this on for you by following the steps below.

1. First, click your name at the top right of the screen
2. Go to User Permission tab
3. Scroll down to Time/Expense Entries and check "Can Override billable rates on time entries"
4. Scroll up and click Save Changes
5. Click on the Time/Expenses tab
6. Find the time entry to change the billing rate for by selecting the week and then the day that it occurred
7. Click on the desired time entry
8. Put a check next to Override Rate and enter the desired amount
9. Click Save & Close

Please see the attached Quick Start Guide for further details!