Billing Guide

Overview

⭐ Premium Feature: Billing features require a premium plan.

The billing system provides flexible rules for generating charges from resource and material usage. It supports quotes, invoices, rates, and automated charge generation with customizable billing rules.

Key Components:

• Quotes - Cost estimates for work
• Invoices - Collections of charges for billing
• Charges - Generated from usage records
• Rates - Pricing for resources and materials
• Rate Groups - Organize rates by customer type
• Billing Rules - Automatic adjustments to charges

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Quotes

Quotes provide cost estimates before work begins. They can be attached to requests or created independently.

Viewing Quotes

Navigate to Billing → Quotes.

Dashboard Widgets:

• Quote Status - Distribution by state (0 total)
• New Quotes (30 Days) - Recent quotes (0, No Data)

Empty State: "No Quote matched the given criteria"

Creating Quotes

Click Create Quote.

Required Fields:

Name (Required)

• Descriptive quote name
• Example: "CNC Machining Services - Project X"

State (Required)

• Open - Quote in progress
• Accepted - Customer approved
• Rejected - Customer declined

Optional Fields

Team - Associate with team Project - Link to project Expires - Quote expiration date/time Description - Detailed quote information with rich text Discount - Discount amount (CA$ field)

Quote States

OPEN → User can edit and modify
ACCEPTED → Quote approved, locked
REJECTED → Quote declined, locked

⚠️ Important: Once accepted or rejected, quotes cannot be modified.

Save Options

• Create Quote - Save and return
• Create & Add Another - Save and create another
• Cancel - Discard

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Invoices

Invoices collect charges for a project and period for billing.

Invoice Generation

1. Select project and date range
2. System finds all pending charges
3. Applies invoice rules
4. Creates invoice
5. Charges marked as BILLED

Effect:

• All charges change to BILLED state
• Charges can no longer be modified
• Invoice locked for payment

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Charges

Charges are generated from usage records and represent billable amounts.

Viewing Charges

Navigate to Billing → Charges.

Dashboard Widgets:

Charge Status (5 total)

• Pending (5 - 100%)
• Donut chart visualization

Average Charge Total (30 Days)

• Shows average charge amount
• Trend chart (currently 0)

Percentage of Charges Billed

• Shows billing completion rate (0%)
• Progress bar

Table Columns:

Column	Description	Example
BILLABLE	Resource or material	Resource: Drill Press
TOTAL	Charge amount	CA$13.00
QUANTITY	Amount used	0.26 HOUR
CHARGED RATE	Rate applied	CA$50.00
STATE	PENDING or BILLED	PENDING
CREATED AT	Charge creation date	29/09/2025, 12:36 GMT-6

Actions: 👁 View | ✏ Edit | 🗑 Delete

How Charges are Generated

From Usage Records:

1. User uses resource or material
2. Usage record created
3. System finds applicable rate
4. Charge automatically generated

Requirements:

• ✓ Resource/Material must have Rate
• ✓ Rate must be in Rate Group
• ✓ Rate Group assigned to Project
• ✓ Usage record exists

Charge Calculation:

Charge Amount = Quantity × Rate

Example:
Quantity: 0.26 Hours
Rate: CA$50.00/Hour
Charge: CA$13.00

Charge States

PENDING:

• Not yet invoiced
• Can be modified or deleted
• Available for billing

BILLED:

• Attached to invoice
• Cannot be modified
• Locked for audit trail

Unit Conversion

Charges use rate units, automatically converting usage units:

Usage: 15 Minutes
Rate: CA$50.00 per Hour
Converted: 0.25 Hours
Charge: CA$12.50

Supported Conversions:

• Minutes ↔ Hours ↔ Days
• Compatible time units only

⚠️ Invalid Conversions: Setting incompatible units (e.g., "Each" for time-based usage) prevents charge generation.

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Rates

Rates define pricing for resources and materials. They must belong to a Rate Group.

Viewing Rates

Navigate to Billing → Rates.

Table Columns:

Column	Description	Example
NAME	Rate name	Business - $50
RATE	Standard rate	CA$50.00
AFTER HOUR RATE	After-hours rate	— (none)
UNIT	Billing unit	Hour
RATE GROUP	Associated group	Business

Actions: ... | 👁 View | ✏ Edit | 🗑 Delete

Creating Rates

Click Create Rate.

Required Fields:

Name (Required)

• Descriptive rate name
• Example: "Business - $50", "Academic - $25"

Rate (Required)

• Standard rate amount (CA$)
• Used during business hours
• Helper: "The rate used during normal business hours"

Unit (Required)

• Billing unit dropdown
• Options: Hour, Minute, Day, Each, etc.
• Must match usage tracking units

Rate Group (Required)

• Select rate group
• Dropdown selection
• Determines when rate applies

Optional Fields

After Hour Rate

• Different rate outside business hours
• CA$ amount
• Helper: "The rate used outside of normal business hours"

Settings - Click Add row for custom settings

Description - Rich text rate details

After Hours Rates

Rates can have different pricing outside business hours.

How It Works:

• System checks resource business hours
• Calculates time during vs after hours
• Applies weighted average rate

Calculating Blending Rates

$$\text{Charge}_\text{ effective} = \left( \frac{\text{Time}_\text{ day}}{\text{Time}_\text{ total}} \times \text{Rate} \right) + \left( \frac{\text{Time}_\text{ after\_hr}}{\text{Time}_\text{ total}} \times \text{Rate}_\text{ after\_hr} \right)$$

Example:

Rate: $100/hour
After Hour Rate: $150/hour
Business Hours: 8:00-17:00

Usage: 16:00-18:00 (2 hours)
- 1 hour during business hours
- 1 hour after hours

Calculation:
Effective Rate = (1/2 × $100) + (1/2 × $150) = $125/hour
Charge = 2 hours × $125 = $250

More Examples:

Scenario	Hours	Day Time	After Hours	Effective Rate
All business hours	15:00-16:00	1 hr	0 hr	$100.00
All after hours	17:00-18:00	0 hr	1 hr	$150.00
Split	16:00-18:00	1 hr	1 hr	$125.00

Note: Weekends are separate from "after hours" for rule application purposes.

Save Options

• Create Rate - Save and return
• Create & Add Another - Save and create another
• Cancel - Discard

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Rate Groups

Rate Groups organize rates by customer type, allowing different pricing for different projects.

Viewing Rate Groups

Navigate to Resources → Rate Groups.

Table Columns:

Column	Description
NAME	Group name (Business, Personal, Industrial, Academic)
RATE COUNT	Number of rates in group

Actions: ... | 👁 View | ✏ Edit | 🗑 Delete

Creating Rate Groups

Click Create Rate Group.

Required Fields:

Name (Required)

• Group name
• Examples: "Academic", "Industrial", "Business", "Personal"

Description

• Rich text details
• Explain group purpose

Rate Group Examples

Academic Rate Group:

Name: Academic
Rates:
- 3D Printer: $50/hour
- Laser Cutter: $25/hour
- CNC Mill: $75/hour

Used for: University research projects

Industrial Rate Group:

Name: Industrial
Rates:
- 3D Printer: $150/hour
- Laser Cutter: $100/hour
- CNC Mill: $200/hour

Used for: Commercial manufacturing

How Rate Groups Work

1. Create Rate Groups (Academic, Industrial)
2. Create Rates for each group
3. Assign Rate Group to Project
4. Usage generates charges using project's rate group

Example Flow:

Project: Research Study
├── Rate Group: Academic
├── Uses: 3D Printer
└── Rate Applied: $50/hour (Academic rate)

Project: Product Manufacturing
├── Rate Group: Industrial
├── Uses: 3D Printer (same printer)
└── Rate Applied: $150/hour (Industrial rate)

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Billing Rules

Billing rules allow for the automatic adjustment of Charges and Invoices. At the Charge level, rules can be used to modify the billed quantity (the actual quantity is never modified and retained for analytics). At the Invoice level, rules can be used to modify the total of the Invoice. In both cases, the modification activity is logged.

Group, Project or Project Type Based Rule Application

In addition to the parameters listed for each individual Rule below - ALL BILLING RULES accept the following parameters

• includeTeams
• excludeTeams
• includeProjects
• excludeProjects
• includeProjectTypes
• excludeProjectTypes

These parameters can be used to explicitly control rule application based the Group, Project, or Project Type associated with the Charge or Invoice. Using both include_x and exclude_x parameters in the same rule may produce unexpected results.

Example:

Rule: 50% discount
includeProjectTypes: ["Academic", "Research"]
Result: Only academic/research projects get discount

Best Practice: Don't use both include and exclude in the same rule.

Charge Rules

Charge Rules

Are applied at the time a Charge is generated from a Usage Record. These Rules can be associated with Rates or Rate Groups and are used to modify the billed quantity used for the generated Charge.

Charge Rules allow for variable application of the quantity associated with a Charge based on the rules, and their parameters. Charge rules are only applied to quantities with time based units (Minute, Hour, Day). All rules can be selectively applied during business hours, after hours or on the weekends. The Business Hours of the underlying billable Resource, and the usage record date will be used to determine if the charge period falls with Business Hours.

For the purposes of rule applications, After Hours does NOT include weekends. This is to allow rule application to be explicitly controlled on the weekends or during the week after hours separately.

Rule	Description	Parameters
Cap Quantity	Cap the quantity that will be charged. The Rule accepts a cap parameter which accepts any valid interval. If the actual quantity exceeds the specified cap, the generated charge will be the cap.	cap
Cap Quantity Per Interval	Cap the quantity that will be charged for a given interval. For example, given the following: cap = 8 hours interval = 1 day. A 76 Hour Usage Record would result in a Charge of 28 Hours (3*8 + 4)	cap interval
Min Quantity	Set the quantity to the minimum, if the actual quantity is less than the provided value. The minimum parameter accepts any valid interval format	minimum
Round Up To Booking Time	Round the charged quantity up to the booked time if the actual used time is less. Applying this rule will cause the generated charge to be the greater of a) the booked time or b) the actual used time.
Scale Quantity	Scales the quantity by the provided factor if it would exceed the cap value. If no cap value is specified, the scale will always be applied. Note that after the application of the scaling factor it is possible that the final quantity will still be greater than the cap.	factor cap
Grace Period	If the actual quantity is less than the specified grace period, no charge will be generated. The grace parameter accepts any valid interval format	grace

Examples:

Cap Quantity:

cap = 8 hours
Usage: 10 hours
Charged: 8 hours

Cap Per Interval:

cap = 8 hours
interval = 1 day
Usage: 76 hours over 4 days
Charged: 28 hours (3×8 + 4)

Min Quantity:

minimum = 1 hour
Usage: 15 minutes
Charged: 1 hour

Grace Period:

grace = 15 minutes
Usage: 10 minutes → No charge
Usage: 20 minutes → Charged 20 minutes

Scale Quantity:

factor = 0.5
cap = 10 hours
Usage: 12 hours
Scaled: 6 hours (under cap, so 6 hours charged)

Invoice Rules

Invoice Rules

Are applied at the time an Invoice is generated from a collection of Charges for a given period. These rules can be associated with Teams, Projects, or Project Types and are used to modify the total used for the invoice.

Invoice Rules allow the final total to be modified. Discrete totals of individual Charges are not modified, only the final Invoice total.

Potential Discrepancies

Because Invoice Rules modify the total for the invoice, and not the discrete, individual totals for Charges, it is possible to end up with an invoice where the total does not match the sum of all the charges.

Rule	Description	Parameters
Cap Total	Caps the Invoice total. If the actual total would exceed the specified maximum, the generated invoice total will be set to the maximum.	maximum
Scale Total	Scales the total by the provided factor if it would exceed the maximum value. If no maximum is specified, the scale will always be applied. Note that after the application of the scaling factor it is possible that the final total will still be greater than the maximum.	factor maximum

Rule Parameters

Visit Access Rules - Parameters for a description of parameters used in Billing Rules.