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Module: Billing Methods

Billing Methods allows you to put a billing rate or a fixed fee on your working time.
BeeBole provide various billing methods to match the way you bill your clients.

You can use Billing Methods on:
  • projects or sub-projectsif your billing varies from project to project, sub-project to sub-project
  • customersto set a different billing method on each customer
  • employees or contractorsto set a billing rate per person

To Set a Billing Rate or a Fixed Fee

Go to the client, project or person page. (See How to navigate in BeeBole if you do not know how)

Look for the Billing Methods module in the screen, which should be there by default in most cases.
If not, click the top-right menu "Customize", locate the module "Billing Methods" in the catalog

And drag it to your screen. 

When not configured, the Billing Methods module will look like this

By default the option field is set as blank, meaning, there is no billing method defined.
Pick one of the options according to your need.
The default currency is coming from the localization settings of your organisation.

A single rate per hour

When everyone has the same rate for the project, customer, ...

Set an amount and a currency.

A rate per task

If you want to set a billing rate on tasks.

Tasks are defined by administrators via Tasks and Specific Tasks.

A rate per person

If you want to set a different billing rate for each project member.

You can set a billing rate per person for a project, only if you declare them as Exclusive Members.

A rate per subproject

If you want to set a different billing rate for each subproject.
Note that this option is only available when the module is used on a project.
You can also set a billing rate directly on the subproject page.

Fixed Fee

You can set up a fixed fee on a projet, a sub-project or a customer.
The billing rate will be automatically recalculated each time hours are added to the project.

For example, if a project has a fixed fee of 5.000 USD, the total billing for the project will always appear as 5.000 USD
if you look at reports including all hours recorded on the project.

The first 10 hours recorded on the project will have a rate of 500 USD per hour. 
If you record 20 hours on project, the billing rate will then be adjusted to 250 USD, and so on.

With 20 hours recorded in total on the project (for example 5 hours in Octobre and 15 hours in Novembre), running a report on Octobre will give you a billing rate of 250 USD and a billing of 1.250 USD for the project ( 5 * 250 ).


If you want to force non billable hours, use the option Non-Billable

The difference between the blank value and Non-Billable is as follow.

Blank: there is no billing defined here, but a billing method can come from a higher level.
For example, hours recorded on a project might still be billed at a certain rate defined at the company/client level.

Non-Billable: will force the non billing.
For example, the project you look at will be non-billable, even if you have defined a rate at the company/client level.

Priority in billing rates applied

The module Billing Methods can be set on sub-projects, projects, clients or persons.
When an employee records hours, we will look at:
  1. the billing rates defined on the sub-project
  2. if none, the billing rates defined on the project
  3. if none, the billing rates defined on the client/company
  4. if none, the billing rates defined on the employees/contractors

Applying a New/Updating Billing Method

When you define a new billing rate or update an existing one, the change will only be applied to hours that will be recorded after the change.
However, the system will offer you to apply the change to existing records.

You can decide to apply the new billing rate to a date range of your choice or too all records made on that client/project/person.
As soon as hours will be recorded on the project, sub-project or company, the option to re-apply the existing rates/fixed fee will always appear.

An option to apply a new billing rates to existing records can also be found in the Approval module.
Just select the records you want to apply the new rates to and click the "Update rates & costs" button.