Non-Billable projects

Non-Billable projects

If a project doesn't have a budget nor income, simply pick the Non-billable project budgeting type. An ideal example would be an internal project.

The Profitability info, which can be found within the Project info, lets you keep track of your Costs.

How to set the Project Budget status to Non-Billable?

• Step 1: Click on the desired Project.
• Step 2: Click on the “...” menu.
• Step 3: Click on the Edit option from the drop-down menu.
• Step 4: Find the Budgeting type and set them to Non-Billable.
• Step 5: Click on “Update Project”

Note: The Non-Billable budgeting type has no budget and all of its time and expense records will be marked as non-billable, which can't be changed. Its ideal for internal projects.

How to set the Project Budget status to Non-Billable for the entire account?

• Step 1: Click on your Profile Icon in the upper right corner.
• Step 2: Click on System Settings.
• Step 3: Click on Time and Expense Settings
• Step 4: Under “Budgeting type” select “Non-Billable”
• Step 5: The change is saved automatically.

Note: The Non-Billable budgeting type has no budget and all of its time and expense records will be marked as non-billable, which can't be changed. Ideal for internal projects. When you set all the time and expense records to be non-billable by default on a project, only team members allowed to make changes can do so. All tasks, time and expense records can be changed to billable by ticking the box.

How to set internal rates to 0 for users in ActiveCollab?

• Step 1: Click on the People tab
• Step 2: Click on the desired user
• Step 3: Click on the “...” menu
• Step 4: Click on the “Rates and Capacity” option from the drop-down list
• Step 5: Under “Internal Hourly Rate” enter the desired rate of 0.
• Step 6: Click on “Save”

Note: You can set the rate to 0 for interns or pro bono freelancers. Or you can leave it as is, empty, in which case it will remain marked as ''not set'.

How to remove an internal rate for users in ActiveCollab?

• Step 1: Click on the People tab
• Step 2: Click on the desired user
• Step 3: Click on the “...” menu
• Step 4: Click on the “Rates and Capacity” option from the drop-down list
• Step 5: Under “Internal Hourly Rate” delete any numbers and leave the field blank.
• Step 6: Click on “Save”

Note: You can set the rate to 0 for interns or pro bono freelancers. Or you can leave it as is, empty, in which case it will remain marked as ''not set'.

How does Profitability work in a Non-Billable Project?

•  Add 1 hour of "Design" work and an expense of 100$

Once you check the Project profitability the following will display:

• Cost: 110 USD (1h x 10 USD/h + 100 USD non-billable expense)

NOTE: This data can be seen by Owner and Member+ (with the option to work with invoices and estimates) users only.

Note: Profitability info and internal hourly rates are part of the Get Paid Bundle.

What elements go into Profitability?

The Profitability info consists of the following elements
Cost: Your project's internal costs. (For example, your employee's wage)

• Cost = [(All Tracked Hours (both billable and non-billable) * Employee's Internal Hourly Rate) + Non-Billable Expenses]

*All tracked time and expenses are non-billable when you choose this budgeting type.

NOTE: If the internal hourly rate is not set for one of the users and a time record has been submitted, the system will alert you in the Project info > Profitability info.

Note: Profitability info and internal hourly rates are part of the Get Paid Bundle.

How can I use the Profitability and Internal hourly rates feature?

To activate the GetPaid bundle, please do the following:

• Step 1: Click on your Profile Icon
• Step 2: Click on your Billing page,
• Step 3: Choose Manage Bundles,
• Step 4: Click Activate and follow the steps for your Order Summary. Afterwards you may finalize the payment.