Set up hourly billing

Rate Schedules or hourly billing accounts define the ongoing billing arrangement for clients who pay a given rate for hours they utlise.

Overview

Each Rate Schedule connects a client account to a rate card for a specific date range.

Steps

1. Open the Client Work section
   • Navigate to Client Work → Rate Schedules.
2. Select “Create Rate Schedule”
   • Choose the Client Account (hourly billing type).
3. Complete details
   • Rate Card: select the appropriate card (for example, 2025 Rate Card).
   • Hours: enter the monthly number of hours included.
   • Currency: confirm billing currency.
   • Effective From / To Dates: define the active period.
     • Rate Schedules must not overlap.
   • PO Number: optional reference from the client.
   • Bill this rate schedule: can be unchecked if you would like to track a rate but not bill the client.
4. Save the entry
   • The system now links that account to the rate card for the specified period.

Sequential Rate Schedule

When a client’s rates or hours change:

1. Add a new rate schedule with the new start date.
2. Ensure the previous one’s end date is the day before.
3. Save — the system validates that rate schedules don’t overlap.

Notes

• Overlapping date ranges cause errors and prevent invoice calculation.
• Always verify hours and rate card before month-end.