How to track staff time and bill it to a project
For work you sell by the hour, RushFlow tracks timesheets against projects — with a cost rate and a bill rate per employee — so you can see the cost, the billable value and the margin of the time your team logs, and turn approved billable hours into a customer invoice.
Step by step
- Set employee ratesOn the employee record, set the hourly rate (cost) — what the time costs you — and the bill rate (charge-out) — what you charge a customer for it.
- Log hoursStaff log hours against a project (and task), marking each entry billable or not. The rates are captured on the entry.
- Review cost, value and marginThe by-project summary shows total hours, cost, billable value and margin, so you know whether a project is making money.
- Approve the timeApproved timesheets are locked so the hours that feed billing can’t change underneath you.
- Invoice the billable timeTurn a project’s approved billable hours into a customer invoice — once billed, that time won’t be invoiced again.
Cost rate vs bill rate
The cost rate is what an hour of that employee costs your business; the bill rate is what you charge a customer for it. The gap is your margin on time.
Where to find it
Web: timesheets under the HR/projects area, with a billing view; employee rates are on the employee record.
Frequently asked questions
Can I bill logged time to a customer?
Yes. Approved billable hours on a project can be turned into a customer invoice, priced at each employee’s bill rate. Time that’s been billed won’t be invoiced again.
What’s the difference between cost rate and bill rate?
The cost rate is what an hour costs your business; the bill rate is what you charge a customer. The difference is your margin on time.
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