How hourly rates work: project, task and person rates
Each time entry stores the billable rate and cost rate in force when it was saved. Here's how that rate is chosen and when it changes.
Who can do this: Admins and managersUpdated · 2 min read
Is an hour billable?
- Hours on a Non-billable project are never billable.
- On a billable project, hours on a task you unticked under Billable in the project's Tasks are non-billable.
- Everything else is billable.
Which billable rate it gets
| Project's Billable rates | Rate used |
|---|---|
| Project hourly rate | The project's Rate per hour. |
| Task hourly rates | The task's rate on this project; if empty, the task's Default rate (Tasks page). |
| Person hourly rates | The person's rate on this project; if empty, the person's billable rate in force on the entry's date (Team page); if none, their default rate. |
| No hourly rates | Billable, but without a rate. Usual for fixed-fee projects. |
Cost rate
Every entry also stores the person's cost rate in force on its date: what an hour of their time costs you. It's used in the Profitability report. Admins set it on the Team page: Set hourly and cost rates.
Rates are saved with each entry
- The rates are worked out when an entry is created, and kept with it. Changing a project, task or person rate later doesn't change hours already tracked.
- Editing an entry's hours or notes keeps its rate. Moving it to another project or task works the rate out again.
- Person rates have a start date, so you can raise someone's rate from the 1st of next month without affecting this month.
Hours without a rate
Billable hours without a rate show no rate in the Detailed report and are left out when you create an invoice from tracked time (the invoice tells you how many hours were left out). Add the amount as an invoice line, or set the missing rate and track new hours.
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