Billable Rates is a Starter plan feature. The rates are applied to time entry duration allowing you to see how much you would bill for each particular job.
Managing Billable Rates
Toggl Track supports adding billable rates at five levels:
Workspace rate (most general rate)
Task-specific rate (most granular rate)
Some Project and Billing default settings are found under Settings > General, including whether billable projects enforce billable time entries, new project billable status and the default workspace hourly rate and currency.
You can manage and view rates easily by clicking on Settings in the navigation bar and then going to the Billable Rates tab.
Similar to Workspace Settings, here you can:
Decide if new projects are billable or non-billable by default
Set a Workspace billable rate
Set a default currency for the workspace
Additionally, you can also see all Workspace Members, and adjust their billable rate and cost rate in the same area. This section is searchable, and also allows you to filter our workspace members who do not have custom hourly rates defined for them.
See a searchable list of all your Projects, and click on one to go to the Projects Team page where you can edit the Project Member billable and cost rates. Click Edit Project button to change the Project's billable rate.
Important notes
The system will always apply the most granular rate. If a project user creates a time entry and there is a billable rate set for that user in the same project - the project user rate will be applied.
Billable rates can't be defined for a specific time entry.
Billable rates access & visibility
To control who can see billable rates visit the Members page. When selecting a role for each user you'll also be able to provide access to billable rates. Organization & Workspace admins always have access to viewing and editing billable rates.
Please note:
Workspaces on the Starter plan don't have access to the Team Lead and Project Lead roles; those are only available on the Premium plan.
Workspaces on the Premium plan also have the ability to control access to labor costs.
Users with the "Project Lead" role can both view and edit billable rates if given the granular permission for accessing rates.
Workspace rate
The workspace billable rate is used as your default billable rate unless you add a workspace member, project or project member rate.
The overall Workspace Billable Rate and currency can also be set on your Workspace Settings page.
Billable Rate and currency can only be edited by the Workspace administrator.
Workspace member rate
Workspace user rates can also be specified from the Organization > Workspace > Select Workspace > Members page. Add the billable rate and labor cost in the columns for them by clicking the field to edit it.
Workspace overall currency applies to the Team Member Rate as well.
If you’re on Premium or Enterprise plan, you can also insert Labor Cost.
Project and project member rate
Project rates are accessible via Projects Edit popup.
Project-specific Billable Rates can be specified within each project separately.
Project Managers can see these rates unless on the Workspace Settings page, you have set "Who can see Billable Rates" to Admins only.
Type in project’s hourly rate and/or a team member specific hourly rate on the Team tab.
Workspace overall currency applies to the Project Rate as well. However, in the Project popup, you can select which currency you prefer for selected Project.
Team member specific hourly rate can be done via Team's tab on the Projects page. These cannot be added on Public Projects, only Private Projects.
Task-level billable rate
A billable rate per Task can be added via the Projects > Task tab on any billable project. Task level billable rate is the most granular billable rate available in Toggl Track. To edit the task-level billable rate, hover over the rate and click “Change billable rate.”
Task-level billable rates cannot be added to non-billable projects.
Viewing billable data
Billable totals, amounts and charts will be consistently displayed in Reports. For example, here's a screenshot from a typical Summary report.
You can use the dropdown next to the Rounding button to show or hide rates as needed.
Protecting billable data
Toggl Track is by default very flexible in how it treats billable and non-billable projects and time entries. It's possible to have non-billable entries on billable projects and vice-versa.
If you want to ensure billable projects only contain billable time, open Workspace Settings and under "Project and Billing Defaults" > "Entry Creation" select the Do not allow non-billable time entries option.
Important tips and notes
On our Premium and Enterprise plans you can update billable rates without changing past reports and build accurate historical reports. On the Starter plan, updating billable rates will update them for all past data.
If you're unsure which rate is being applied to a time entry, expand the grouping in the Summary report.
Any member of the workspace is able to view billable rates if given the dedicated billable rate permission. For more details open the Access section of this article.
Need more help in understanding how Billable Rates work? Contact our support team via chat using the purple chat button in the bottom-right corner.