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Setting User Billing Rates

Assign default hourly and overtime rates that flow through to invoices

Each user can have a default hourly rate and overtime rate. These rates are used when calculating invoice amounts unless overridden at the client or project level. Setting rates correctly upfront prevents $0.00 invoices — the most common billing issue.

User Profile - Access Permissions

The User Profile page where billing rates and permissions are configured.

Setting a User's Rate

  1. Go to Admin > Manage Users.
  2. Click the user's name to open their profile.
  3. Enter their Hourly Rate (the default rate used for billing).
  4. Optionally enter an Overtime Rate for hours that exceed the standard threshold.
  5. Click Save.

How Rate Priority Works

When multiple rates are configured, TimeTracker uses the most specific one:

  1. Project rate (most specific) — Set on the project's Billing tab. Overrides everything else for that project.
  2. Client rate — Set on the client record under Other Details > Billing Rates. Used when no project-level rate exists.
  3. User default rate (least specific) — The rate on the user's profile. Used as the fallback.

Best Practice

Set a default hourly rate on every user's profile. This ensures no time entry ever bills at $0.00 by accident. Then override at the client or project level only where you have specific rate agreements — like a discounted rate for a long-term client or a different rate for a fixed-fee project.