Billable Time

Every time log entry in SetGet carries a billable flag. This simple toggle -- billable or non-billable -- is the foundation for distinguishing client-facing work from internal overhead. When combined with hourly rates and summary cards, billable tracking gives teams the data they need for invoicing, budgeting, and profitability analysis.

Billable vs. non-billable

Each time log has a billable field that is either on or off:

Type	Meaning	Examples
Billable	Time charged to a client or billed to a project budget	Feature development, bug fixes for a client, design work, consulting
Non-billable	Internal time not billed to anyone	Team meetings, internal tooling, training, admin tasks, onboarding

The distinction is per-entry. A member can log 2 hours of billable work and 30 minutes of non-billable work on the same issue in the same day.

Default billable setting

To reduce repetitive toggling, SetGet lets you configure a default billable value at the project level:

Configuring the default

1. Navigate to Project Settings > Time Tracking.
2. Find the Default Billable toggle.
3. Set it to On (all new entries default to billable) or Off (all new entries default to non-billable).
4. Click Save.

How the default applies

Scenario	Billable default
New manual entry on this project	Inherits the project default
Timer stopped on an issue in this project	Inherits the project default
Member overrides in the modal	Override is respected for this entry only
Project default changes	Only affects future entries; existing entries are unchanged

TIP

For client projects, set the default to billable. For internal projects, set it to non-billable. Members can always override per entry when exceptions arise.

Billable rates

Rates convert hours into monetary amounts. SetGet supports a three-tier rate hierarchy:

Rate hierarchy

Level	Scope	Overrides
Workspace rate	Applies to all projects and members	Nothing (base rate)
Project rate	Applies to all members on a specific project	Workspace rate
Member rate	Applies to a specific member on a specific project	Project rate and workspace rate

The most specific rate wins. If a member has a member-level rate defined on a project, that rate is used. Otherwise, the project rate is used. If no project rate exists, the workspace rate is used.

Setting the workspace rate

1. Navigate to Workspace Settings > Time Tracking.
2. Enter the Default Hourly Rate (e.g., 150.00).
3. Select the Currency (USD, EUR, GBP, etc.).
4. Click Save.

Setting a project rate

1. Navigate to Project Settings > Time Tracking.
2. Enter the Hourly Rate for this project.
3. Click Save.

This overrides the workspace rate for all members working on this project.

Setting a member rate

1. Navigate to Project Settings > Time Tracking.
2. Scroll to the Member Rates section.
3. Find the member in the list.
4. Enter the hourly rate for this member.
5. Click Save.

This overrides both the project and workspace rates for this specific member on this specific project.

Rate calculation example

Member	Workspace rate	Project rate	Member rate	Effective rate
Alice	$150/hr	$200/hr	$250/hr	$250/hr (member rate wins)
Bob	$150/hr	$200/hr	Not set	$200/hr (project rate wins)
Carol	$150/hr	Not set	Not set	$150/hr (workspace rate)

Billing amount calculation

For each billable time log entry:

Billing amount = Duration (hours) x Effective rate

For example, if Alice logs 2h 30m of billable time at $250/hr:

2.5 hours x $250 = $625.00

Non-billable entries always have a billing amount of $0 regardless of the rate.

Summary cards

The time tracking page displays four summary cards at the top:

Card	Description	Calculation
Today total	Total time logged today	Sum of all entries with today's date
This week total	Total time logged this week (Mon-Sun)	Sum of entries in the current ISO week
This month total	Total time logged this month	Sum of entries in the current calendar month
Billable total	Total billable time in the selected period	Sum of billable entries in the active filter range

Each card shows:

Element	Description
Duration	Total hours and minutes (e.g., "24h 15m")
Billing amount	Monetary total for billable entries (e.g., "$3,637.50")
Trend indicator	Up/down arrow comparing to the previous equivalent period

Summary card scope

Summary cards respect the currently active filters on the time tracking page. If you filter by a specific project, the cards show totals for that project only.

WARNING

The billable total card only counts entries marked as billable. If your team inconsistently uses the billable flag, the totals will be inaccurate. Establish a clear team convention.

Billable filter in reports

The time tracking page and export functionality support filtering by billable status:

Filter option	Shows
All	Both billable and non-billable entries
Billable only	Only entries where billable is on
Non-billable only	Only entries where billable is off

Combining the billable filter with project and date range filters lets you produce targeted billing reports:

Use case	Filters
January invoice for Client A	Project: Client A, Date: Jan 1-31, Billable: Yes
Internal overhead this quarter	Billable: No, Date: Q1
Alice's billable hours this month	Member: Alice, Billable: Yes, Date: current month

Invoicing preparation

SetGet provides the data; your accounting system generates the invoice. The typical workflow:

Step-by-step invoicing workflow

1. Set the date range. On the time tracking page, set the date filter to the billing period (e.g., March 1-31).
2. Filter by project. Select the client project.
3. Filter billable only. Set the billable filter to "Billable only".
4. Review entries. Check that descriptions are present and durations are correct.
5. Check the billable total card. Confirm the monetary total matches expectations.
6. Export the data. Download a CSV or Excel file (see Time tracking export).
7. Import into accounting software. Use the exported file as the basis for the invoice.

Common invoicing patterns

Pattern	Configuration
Fixed monthly retainer	Track time for audit purposes; invoice the fixed amount
Hourly billing	Use the billable total as the invoice amount
Capped billing	Track all hours; invoice up to the cap; mark excess as non-billable
Blended rate	Use a single project rate for all members
Tiered rates	Set member-level rates for senior vs. junior team members

Changing billable status in bulk

If several entries were logged with the wrong billable flag:

1. Navigate to the time tracking page.
2. Apply filters to isolate the affected entries.
3. Select entries using the checkboxes in the table.
4. Click Bulk Edit in the toolbar.
5. Toggle the Billable field.
6. Click Apply.

This updates all selected entries without changing their duration, date, or description.

Permissions for billing configuration

Role	Can toggle billable on own entries	Can set project rates	Can set member rates	Can set workspace rate	Can view billing amounts
Owner	Yes	Yes	Yes	Yes	Yes
Admin	Yes	Yes	Yes	No	Yes
Member	Yes	No	No	No	Own entries only
Guest	No	No	No	No	No

Best practices

• Establish a billable convention early. Define what counts as billable before the team starts logging. Ambiguity leads to inconsistent data.
• Set project defaults. If 90% of work on a project is billable, set the default to billable. Fewer overrides means fewer mistakes.
• Review billable totals weekly. Catching incorrect flags early is easier than fixing a month of misclassified entries.
• Use member rates for consultancies. When team members have different billing rates, member-level rates ensure accurate invoicing.
• Keep descriptions detailed for billable entries. Clients may ask for line-item detail. "Bug fix" is less defensible than "Fixed authentication timeout causing session loss for SSO users".
• Export before each invoice. Generate a fresh export at the time of invoicing to ensure you have the latest data.

Related pages

• Manual time entry
• Timer widget
• Time tracking export
• Time tracking overview
• Dashboards