About billing category
listings
TimeCache uses billing categories to track the type of work you do,
and what types of billable expenses you incur. You create and edit
billing category listings in the Category Info dialog which appears
when you choose the appropriate options from the List Manager, or type a new category name in the
Daily Log and tell TimeCache to create a listing based on that
name.
Every billing category must have a unique name. If you want to have
different rates for the same category (e.g. so that you can charge
different clients different rates), you need to create listings
with different names. For example, you might have listings for
Design 80, Design
90 and Design 100, that reflect
the rate in the name, or listings for Ajax
Design, Acme Design, and
Whosits Design that reflect the client
in the name. If you want the name to appear differently in reports
and invoices (e.g. simply Design, so
that your clients don't wonder about your naming scheme), enter
that as the Report alias in the Billing
Category dialog.
Time-based billing categories, or Activities, must have billing
rates assigned to them (although the rate can be 0 if you don't
want to bill for a particular activity).
You can also assign a unique Calendar
shortcut for use when adding entries in iCal. This can make
it easy to track time and expenses on an Apple mobile device.
Tracking expenses
Expense-based billing
categories can be per-unit listings which have a billing rate.
These can be useful for tracking items with per-unit costs, such as
photocopies or mileage. To create a per-unit expense billing
category, you click the Expense button
and check the Per-unit expense checkbox
that appears for Expense categories, then fill in a per-unit
billing rate.
Other expense-based billing categories can be created for use with
expenses that need to be billed at whatever amount you paid, such
as art supplies, parking, etc. You can also use expense-based
categories for some time-based billing situations such as day
rates.
Adding markups
Any billing category can be set to use a markup amount by default,
and up to three tax amounts by default. Before you can apply a
markup or taxes, you need to define them as Markup listings in the List Manager, or as tax
rates in the Taxes panel of TimeCache
Preferences. If you set a billing category to use a default
markup or tax percentage, any entries you make using that billing
category will automatically add the markup and/or tax percentage.
You can override those automatically added amounts on an individual
basis. See How to change Daily Log
entries in the Daily Log section
and How to change Job Sheet entries in
the Job Sheets section of TimeCache
Help for more information.
Changing rates
Be careful when editing billing category rates. If you change a
rate and then later make any change to a saved entry that includes
that billing category, the charges for that entry will change to
reflect the new rate. Changes to entry charges only occur when you change entries in some
way.
Billing options
TimeCache also offers billing options if
you bill clients the same rate for all work you do for them, or the
same rate for all work on individual projects/matters. And there is
another type of billing category which can be useful if you have a
retainer agreement with clients.
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