Each stage of the project has a fee type assigned. The fee type is used to control the invoicing or billing method for the stage.
Setup required before use Who can use it? Where is it? N /a Assistant project manager* Project manager Director access Assistant administrator System administrator *Can view projects only. Project Manager level or higher required to add new stages. Projects > Work breakdown
Fixed fee - define the total fee value to be invoiced to the client. Transactions are not required from timesheets or expenses to invoice the client. A lump sum invoice can be created for this type to pre-bill the client for project works.
Percent of contract - the stage fee value is calculated as a percentage of the total contract value. Transactions are not required from timesheets or expenses to invoice the client. A lump sum invoice can be created for this type to pre-bill the client for project works.
Hourly rates - the client is billed the hours the staff have worked, or the cost of the expenses incurred (plus any mark ups applied). This is invoiced by default to the client at the rate value. There is no limit to the value that can be invoiced to the client with this invoicing method. Transactions from staff timesheets or expenses must exist before an invoice can be created.
Capped rates - the client is invoiced up to a defined maximum value for the hours staff have worked, or the cost of the expenses incurred. . Transactions from staff timesheets or expenses must exist before an invoice can be created.
No billing - no invoices can be created for this stage. Any non-billable project stages have this fee type applied by default. All transactions assigned to a stage with this fee type are automatically written off.
Tip: The advanced work breakdown structure must be enabled for the project before you can select a fee type against a stage.
Fee types overview
| Fixed fee | Percent of project | Capped rates | Hourly rates | No billing |
Set and agreed fee total value | Y | Y | Y | N | N |
Maximum fee limit | Y | Y | Y | N | N |
Transactions required to invoice | N | N | Y | Y | N |
Change the transaction hours / rate on invoices | N | N | Y | Y | N |
Enter budgets | Y | Y | Y | Y | Y |
Change to this fee type allow once invoices exist | Y | Y | Y | Y | N |
Actions available
When you convert the project to have an advanced work breakdown structure you will see that the simple project that previously existed had created a stage with the fee type of fixed fee is applied, and the project fee is defined against that stage. Update the fee type on the default stage, or change the fee type to an alternate method.
The advanced work breakdown structure must be enabled for the project before you can select a fee type against a stage.
Each stage has a fee type assigned. The default stage for a project has the fee type 'fixed fee' assigned. Additional stages added the advanced work breakdown view have the fee type 'hourly rates' assigned. Update the fee type for a stage by:
Go to: Project > Work breakdown tab. Edit a stage fee type by either: Select the edit button against the stage row. Or click the 'edit' button in the top right corner to open the work breakdown editor view.
Update the 'fee type' to new required type and then: Fixed fee - enter the agreed fee value for the stage works. Percent of project - enter the total contract value, and the percentage of the contract value that is assigned to this stage. This will calculate the stage agreed fee value. Hourly rates - no other details are required. Capped rates - enter the capped value for this stage works. This is the maximum value to be invoiced to the client. No billing - no other details are required. Warning: After saving any transactions that exist on this stage will be written off.
Repeat stage fee type changes as required.
Save and close the work breakdown editor view or the open single stage editor view.
A fee type can be altered at any time between the four invoicing types - fixed fee, percent of contract, hourly rates, and capped rates.
Once a stage is included on an invoice, the fee type cannot be changed to be 'no billing' type. However it can be changed to any of the other invoicing allowed fee types (see above).
When changing between fee types, the agreed fee value is automatically set to be the current invoiced value for the stage. This is the minimum value that the agreed fee can be set to for fixed fee, percent of project, or capped rates.
The value shown in the 'fee' column for hourly rates in reports is the (stage invoiced value + WIP value). This hourly rates fee value that is displayed will alter each time staff enter more timesheets or expenses that are assigned to the stage.