Adding a bill plan to a project

When you add a project, you'll likely need to assign it a bill plan so that work is billed as expected.

Billing plans determine what will be billed for the project, and when billable amounts become available.

To add a bill plan:

  1. Go to Projects, and add or open a project, and ensure the Summary tab is selected.
  2. Click the Edit button located in the top, right-hand corner of the page.

  1. Find the Bill Plan section, and click + Billing Type.

  1. A list of the available plan types displays.

  1. Select the type you want to set up, complete the fields in the dialog that displays, then click Save.

You can add as many plans as you need – just keep selecting all the ones you need. You can also add more than one plan of the same type by clicking the link that appears under the plan fields.

About the bill plan types

Five types of plans are available:

Plan type

Description

Fixed Bid Recurring

A flat-rate amount you specify becomes billable on a regular, recurring schedule (e.g. monthly on the 1st of the month)

You define:

  • Period - the date range during which the plan is in effect
  • Frequency - how often the amount specified becomes billable, either daily, weekly, bi-weekly, semi-monthly, monthly, quarterly, or yearly
  • Amount - the amount that becomes available to bill on the specified days

Flat Billing

A flat-rate one-time amount becomes billable on the date specified

You define:

  • Date - the date the payment becomes available to bill
  • Amount - the amount that becomes available to bill on that date

Time Billing

Amounts based on hours recorded against the project become billable on a regular, recurring schedule (e.g. weekly on Mondays)

You define:

  • Period - the date range during which the plan is in effect
  • Frequency - how often any hours recorded become billable, either daily, weekly, bi-weekly, semi-monthly, monthly, quarterly, or yearly
Hours don’t have to be approved before they become billable.

Fixed Bid Milestone

When a task milestone is closed, a set percentage of the contract amount for that milestone becomes billable

You define:

  • Contract Amount - total amount the client will be billed for the contract
  • Milestone - name of task that, when closed, triggers the amount to become billable
  • Percentage - percentage of the contract amount that will become billable when the milestone task is closed

Amount - the amount that becomes available to bill when the task is closed

Expenses

A fixed markup rate is added to all billable expenses entered against the project.

You define:

  • Markup - percentage of the expense amount that is automatically added to the expense amount when billed
Expenses must be marked as bill to client to be billed and marked up
For each client and project, you can view the type of bill plan, its estimated and actual bill amounts, and more, using the Bill Plan Details report template.

FAQs

Can I edit my billing plan once a project is underway?

Yes, you can make changes. Amounts for the whole project will update based on the new settings, and adjustments will be made to amounts available for billing.

For Time billing plans, what if we edit timesheets that have already become billable?

Any timesheet changes that alter billable amounts will be accounted for in billing adjustments.

What does the recalculate icon for billing plans do? Do we need to recalculate?

Clicking the icon will apply the bill plan to the project. You typically only need to click update if you’ve made a change to the plan, and you want to see recalculated data immediately. The data should automatically recalculate within the next day after making a change.

Why aren’t tasks available to set as milestones?

Ensure the Milestone check box is enabled. If tasks still don’t show up, try recalculating the bill plan, or logging out and back in again.

Why aren’t my billable amounts showing up as available to bill?

First check that they should be available, based on your billing plan. Then, you could try recalculating the billing plan.

Do resources have to record hours for the bill plans to take effect?

No, only time-based contracts require hours to be recorded.