How Billing Rates Work in ClickTime

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).

These roles are used throughout the Billing Rates module to determine which charge rates apply to each employee.
  1. To create a new position or role in ClickTime, go to Settings → Setup Tables → Positions, then select Add Position to create a new entry.
  2. 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.


Click Her to see how to create a billing rates template

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


4. Approve Timesheets and Generate Billing Reports.

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.


Recalculating Billing Rates

In ClickTime, billing rates used for client invoicing are calculated based on the Billing Rate Templates assigned at the Customer or Site level. When these templates are updated, the system requires a billing recalculation to ensure all invoiced hours reflect the latest rules and rates.

This recalculation affects billing only.Use this feature whenever you modify billing templates or billing‑related settings to ensure your invoices remain accurate and consistent with your latest pricing structure.


How to Recalculate Billing Rates (Client Level & Site Level)

The recommended way to recalculate billing rates is at the client level. This ensures that all job sites under the client are recalculated using the most recent Billing Rate Template structure.

Recalculating at the client level is ideal when:

  • You updated a client‑level billing template

  • You changed billing rates that apply to multiple sites

  • You want to ensure all sites under the client are aligned with the latest billing rules

How to Recalculate Billing Rates at the Client Level

  1. Go to the Clients screen

  2. Search for and open the client record

  3. Navigate to Financials > Billing Rates

  4. Click the Recalculate button at the top right hand corner of the screen.

  5. The Recalculate window will appear

    • By default, the current week is selected

  6. Select the week(s) or date range you want to recalculate

  7. Click Recalculate

The system will regenerate all billing segments for every job site under the client using the latest Billing Rate Template.


How to Recalculate at the Site Level

Follow the same steps as the client‑level process, but:

  1. Go to the Site record instead of the Client

  2. Open Financials > Billing Rates

  3. Click Recalculate

  4. Select the week(s)

  5. Click Recalculate

This recalculates billing only for that site, without affecting other sites under the client.

Automatic Billing Recalculation When Editing Timesheets

ClickTime will automatically recalculate billing for a shift when:

  • You edit a timesheet (start time, finish time, break time, or total hours)

  • You save the changes

  • You approve the updated timesheet(s)

Once approved, the system automatically regenerates the billing segments using the correct Billing Rate Template.

This ensures that any change in worked hours is immediately reflected in the billing totals used for invoicing, without requiring manual recalculation.


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