Cost Code Billing Rates and Invoicing in Ontraccr
🧾 Cost Code Billing Rates and Invoicing in Ontraccr
📘 Overview
Ontraccr supports setting billing rates on cost codes, which define how much you charge your customer for work logged under that code. These rates are used when generating time-based invoices, enabling precise billing for labor, equipment, or overhead.
This is separate from cost rates (which represent internal cost). The billing rate defines your external charge-out rate per hour or per day.
💰 Where to Set Billing Rates
Billing rates can be set at two levels:
1. Global Cost Code Level
- Go to Global Cost Codes
- Open a cost code
- Scroll to the Billing section
- Enter a Billing Rate
- Per hour or per day
2. Project Cost Code Level
- When editing a project → Step 3
- Click into a cost code
- You can override the billing rate here for project-specific pricing
🧾 How Billing Rates Are Used
Billing rates are applied automatically when generating invoices based on:
- Time Entries for Labor or Overhead codes
- Equipment Usage forms (daily/hourly billing)
- Form logs tied to billable cost codes
🧠 Example
Cost Code: “LAB-003: Electrical Finishing”
Billing Rate: $95/hr
If your team logs:
- 10 hours on this code → Invoice shows $950
- 5 hours next week → Adds $475 to the next invoice
📋 Invoice Line Item Breakdown
Ontraccr can show the following per line item:
- Cost Code Name
- Worker Name (optional)
- Hours Logged
- Rate Used
- Total Billed Amount
You can configure whether to show:
- Detailed breakdown (line-item per entry)
- Rolled-up summaries (line-item per cost code)
🔄 Overriding at the Invoice Level
You can also override billing rates directly during invoice creation:
- Click into the line item
- Manually change the rate or amount
- This won’t affect the original cost code billing rate
🔒 Validation Notes
- If no billing rate is set, the default is $0/hr, and the line will show $0 billed
- Billing only applies to billable projects — non-billable projects won’t generate invoice lines