How Billing Rates Work in ClickTime
How Billing Works in ClickTime (Step‑by‑Step)
Billing Rates in ClickTime allow you to charge clients accurately based on role/position, day, time of day, and penalty conditions such as Saturdays, Sundays, 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.
Below is the full workflow for setting up billing for labour‑hire clients:
1. Create Your Company Roles & Positions
Start by defining the roles and positions your business uses for charging clients (e.g., General Labourer, Traffic Controller, Security Guard, Forklift Operator).
- To create a new position or role in ClickTime, go to Settings → Setup Tables → Positions, then select Add Position to create a new entry.
- Click Her to see how you assign the roles/ positions to your staff
2. Create Billing Rate Templates for Each Client
Next, set up a Billing Rate Template for the client. This template includes:
Base charge rate for the role
Day, evening, and night rates
Saturday, Sunday, and public holiday rates
Custom time windows (e.g., 6am–6pm, 6pm–12am, 12am–6am)
Optional export codes for accounting integrations
If a specific site requires different rates, you can create a site‑level template that overrides the client default.
3. Schedule Staff or Allow Them to Clock In/Out
Once your billing rules are in place:
If you use the Scheduler, assign staff to shifts at the relevant client sites and make sure to select the specific role or position they will be working for that shift.
If you don’t roster, employees can simply clock in and out against the job site using the mobile app.
ClickTime automatically matches each timesheet to the correct Billing Rate Template based on:
The employee’s role
The site they worked at
The exact start and finish times
The day of the week and penalty conditions
As part of the approval process, the system also allows the admin to assign or reassign the role/position for that shift. This is helpful when you need to apply a different billing rate or correct the role used for invoicing. Just make sure the Role/Position field is visible on the Timesheet screen so you can update it if required.
Once timesheets are approved:
Run the Billing & Invoicing Report
ClickTime calculates the correct charge amounts using your billing rules
This ensures every invoice reflects accurate role‑based and time‑based charge rates — with no manual calculations.
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