How billing works

Add system-level rates

Administrators create a default project rate and role-based rates that will serve as initial rate values when project managers add projects. They also assign each project resource a default billing rate in their user profiles.

Set up clients

Client managers can assign default billing rates and expense codes to each client they manage that apply when they add a project for the client.

Assign rates

For Time & Materials projects, the project manager can add rates using the system-level defaults, customize those rates for their project, and then select which rates each team member can use. They can also designate each project or task as billable, non-billable, or both.

For Fixed Bid projects, the manager enters a fixed amount to be billed each week or month, or at the end of the project.

Define allowed expenses

Project managers can also define which expense codes can be used for each project, and their billable statuses.

Enter billable time

If multiple rates are assigned to a resource, or if the project or task is marked as both billable and non-billable, the resource can select in their timesheet whether the work they performed should be billed, and at what rate.

Enter billable expenses

When entering expenses, resources can choose a project or task to enter the expense against, and select whether or not the expense should be billed to the client.

Supervisors, project managers, billing managers, and client representatives can view and approve project hours and expenses, to help confirm that these are being billed appropriately.

To ensure all amounts are accounted for and ready for billing, supervisors and billing managers can track the approval status of timesheets and expense sheets in the interface and using reports.

If they find an item has been delayed in the approval process, they can override regular approvals to ensure clients are invoiced promptly.

Billing managers create invoices with approved hours and expenses. They can mark these invoices as Issued, then Paid, and track invoices and amounts by these statuses in the application.

If a correction needs to be made to an invoice, they can roll the status back, and override the approval system to make corrections to items directly, when necessary. They may also be able to reopen invoiced timesheets, correct errors, and then update the invoice.

Project and program managers can use reports to view how profitable projects and programs are. They can also track user productivity – by team and by individual – over the span of a project.

If you use third party software to manage billing data, you can transfer data to those applications using Replicon’s project integrations or report data exports.