Billing Rates: How to Set Up Role‑Based, Time‑Based, and Penalty Rates in ClickTime

Billing Rates: How to Create, Manage & Recalculate Billing Templates in ClickTime

Overview

Billing Rates in ClickTime allow you to charge clients accurately based on role/position, day, time of day, and penalty conditions such as weekends and public holidays. This ensures your invoicing aligns with Australian award structures, EBAs, and client‑specific contracts.

Billing Rate Templates are created at the Customer level and automatically flow down to all associated Sites, unless a site has its own customised template.

How Billing Rates Work

Each Billing Rate Template contains:

Role/Position
Template Name
Base Billing Rate
One or more Billing Rules

When a timesheet is approved, ClickTime automatically:

Splits the worked hours into segments
Matches each segment to the correct billing rule
Applies the correct rate (fixed, multiplier, or additional amount)
Generates billing totals for invoicing and export

This ensures every hour is billed correctly, even across midnight, weekends, or public holidays.

Creating a Billing Rate Template

1. Navigate to Billing Rates

Go to: Customer → Financials → Billing Rates

2. Click Create Billing Template

3. Enter Template Details

You will be asked to enter:

Role/Position
Template Name
Base Billing Rate (the standard hourly rate for this role)

4. Add Billing Rules

Click Add Rule, then configure:

Days of the Week

Select one or more days (Mon–Sun).

Start Time & Finish Time

Define the time window for this rule.

Charge Using

Choose how the rate should be calculated:

Fixed Rate — enter a specific hourly rate
Multiplier of Base Rate — e.g., 1.25x, 1.5x, 2x
Additional Amount to Base Rate — e.g., +$10

Export Code (Optional)

Select a billing category used for accounting or payroll exports.

5. Save the Template

The template becomes active immediately and applies to all sites unless overridden.

Managing Billing Rate Templates

Each template includes an Actions dropdown with:

1. Edit

You can edit a template in three ways:

Double‑click the template row
Click the template name
Select Edit from the Actions dropdown

2. Clone

Cloning creates a new template based on an existing one.

When you clone a template:

All rules are copied
Role/Position is cleared
Template Name is cleared
You must select a new role and enter a new name

This is ideal for creating similar templates across multiple roles or states.

3. Delete

ClickTime protects billing integrity by preventing deletion of templates that have been used in billing.

When you select Delete:

The system checks whether the template has been used to calculate any current or past billing or invoices
If the template has been used, deletion is not allowed
Instead, you will be prompted to mark the template as Inactive

Inactive templates:

Remain visible for audit purposes
Cannot be used for new billing
Do not affect existing invoices

If the template has never been used, it can be safely deleted.

Client‑Level Templates vs Site‑Level Templates

ClickTime supports both client‑level and site‑level billing templates.

✔ Creating a Client Template When a Site Already Has a Template

If a site already has its own billing template for a role, and you later create a client‑level template for the same role:

The system allows the new client‑level template
The existing site‑level template remains active
Other sites (without custom templates) receive the new client template

Site‑level customisation is always preserved.

Updating a Client‑Level Template

When a client‑level template is updated:

Updates automatically propagate to all sites using the default client template
Updates do NOT overwrite any site that has customised its template
Customised site templates remain independent and unchanged

This ensures no accidental overwriting of site‑specific billing rules.

Recalculating Billing After Template Changes

Whenever a Billing Rate Template is modified, ClickTime requires a recalculation to ensure all billing records reflect the most recent template structure.

You can recalculate billing in two ways:

1. Recalculate at the Client Level (Recommended)

On the customer’s Billing Rates screen, click Recalculate.

You will be prompted to select:

One or more weeks, or
A date range

The system will recalculate billing for all sites under the customer that use the updated template.

Note

This affects every site, so use it when a global billing change is intended.

2. Recalculate at the Site Level

At the site’s Billing Rates screen, click Recalculate.