A Project billing method is a way in which your project costs will be calculated and invoiced to your clients. You can choose or change a project billing method on the “Update Project” page. Note:  You will not be able to change the project billing method after the creating an invoice based on this project’s expenses (more details here).

There are fife types of billing methods:

• Hourly Task Rate: Amount of logged hours multiplied by task rates
• Hourly Staff Rate: Amount of logged hours multiplied by staff rates
• Hourly Project Rate: Amount of logged hours multiplied by project rate
• Flat Project Amount: This method is also known as a fixed price or fixed fee model, where the entire project is billed at a predetermined cost, regardless of the number of hours logged.
• Task/Staff Day Rate: You charge your client in day rates

There are several project billing types (or project billing type) available, including fixed price, time and materials, milestone billing, and retainer billing. Each project billing type offers different advantages depending on your project needs and client agreements.

Other common project billing types include:

• Milestone billing: Payments are tied to the completion of specific project milestones or phases, supporting cash flow and reducing payment risks.
• Retainer billing: Clients pay a fixed fee on a recurring schedule (such as monthly) for ongoing access to services.
• Time and materials: Clients are billed based on actual hours worked and resources used, offering flexibility for evolving project scopes.
• Cost plus billing: Common in construction, clients pay for direct costs plus a fixed percentage fee for the contractor.

A project billing scheme can also be set up, where payment schedules are tied to project milestones or phases to help manage cash flow and ensure steady revenue.

Selecting the right billing method is important to address project billing challenges such as scope creep, cash flow issues, and client disputes.

Introduction to Project Billing

Project billing is a cornerstone of professional services, ensuring that every project and service provided is accurately priced, tracked, and invoiced. An effective project billing process is vital for maintaining a healthy cash flow, securing timely payments, and fostering strong client relationships. By understanding the different types of project billing and implementing a structured billing process, service providers can avoid common pitfalls such as delayed payments or underbilling. Accurate time tracking and a clear grasp of project costs are essential for creating fair and transparent invoices. In this guide, we’ll explore the various types of project billing, outline the project billing process, and share strategies for improved project billing that support both your business’s financial health and your client relationships.

Project Billing Process

The project billing process is a series of coordinated steps that ensure your services are billed accurately and efficiently. It begins with thorough project planning and resource allocation, where project managers define the project’s scope, set a billing rate, and agree on a budget with the client. As the project progresses, it’s crucial to monitor project progress and stay within budget, making adjustments as needed. Generating invoices is the next step, where detailed records of work performed and expenses incurred are compiled into clear, professional invoices. These are then sent to clients, and the final stage involves collecting payments to maintain positive cash flow. Leveraging project billing software and time tracking software can greatly streamline these billing processes, reduce manual errors, and provide real-time insights for project managers and service providers. By following a structured billing process, you can ensure transparency, improve client satisfaction, and support the financial success of your projects.

Project Costs

Project costs encompass all expenses incurred throughout the life of a project, including labor, materials, equipment, and overheads. Accurately estimating and tracking project costs is fundamental to successful project management and fair project billing. Project managers must carefully consider the project scope, required resources, and timeline to develop realistic cost estimates. Utilizing project management tools and analyzing data from past projects can help service providers refine their cost projections and avoid unexpected overruns. By maintaining a clear understanding of project costs, service providers can set appropriate pricing, ensure profitability, and deliver value to clients while staying within budget.

Hourly Task Rate for Billable Hours

Choose this method and you manage tasks rates in the tasks list as it follows:

This method requires tracking all tasks completed, time spent, and actual time spent on each task to ensure accurate invoicing and detailed invoices. By default, it’s the task price which is taken from the Update Task pages (Sales -> Products List -> My Tasks -> “Price” field on the Update Task page). However, you can manually edit it here – just enter a new rate instead of the default one. This project’s price will be calculated as logged hours (by project members) multiplied by related tasks rates, ensuring that billable hours are properly recorded and differentiated from non-billable activities. To learn more about “How to invoice the project”, click here.

This approach is commonly used in time and materials projects, where billable hours are tracked for each task.

Hourly Staff Rate

When you choose this method, you will see your project members’ rates in the member’s list:

Accurate billing depends on tracking the actual time spent by each member of the project team, especially when they are working on multiple projects. By default, it’s a rate taken from the “Edit Staff” pages (Contacts -> Staff -> “Rate” field on the “Edit Staff member” page), but you’re free to manually edit it at any time – just enter a new staff rate instead of the default one. This project’s price will be calculated as logged hours (by project members) multiplied by related members’ rates, ensuring that the actual time and time spent on each task is properly accounted for. Read here more about “How to invoice the project”.

If you want to change the hourly rate, without changing the rate in already tracked time, follow these steps:

The hourly rates affects all hours which are not billed (invoiced). You need to create an invoice that includes all hours that shouldn’t be affected by the new rate. Whether the invoice will be sent immediately or you set a longer due date – it is your decision. The last invoiced (billed hours) is the moment for the rate change.

• All hours already charged keep the old hourly rate.
• All hours not charged will receive the new hourly rate.
• If you delete or cancel an old invoice, the hours will be released again and charged to the current (new) hourly rate.
• For accurate project billing, it is important to carefully differentiate between billable hours and non-billable hours for each staff member.

Hourly Project Rate

This method will allow you to enter one rate for each of the hours logged to this project:

A project’s total price, or project fee, will be calculated as a sum of the actual time spent (logged hours for this specific project) multiplied by the project’s rate. This approach ensures that the project fee reflects the actual time dedicated to the project, supporting accurate project accounting and enabling precise tracking of project revenue.

Flat Project Amount (Fixed Fee)

This method is a fixed price or fixed fee approach, where the client is charged a set amount for the entire project, regardless of the number of hours worked. The final project price is agreed upon upfront and covers all project deliverables.

A clear payment schedule can be established, with payments tied to predetermined project milestones or the completion of specific project deliverables. This ensures that payments are made as the project progresses and aligns with key stages of the work.

Using a fixed price or fixed fee model helps manage financial risk and supports the project’s profitability by providing predictable costs for both the client and the agency.

You can still mark hours as billable or non-billable for reporting reasons. Please note that if you create an invoice for a project with a flat amount, all tracked hours for that project will be marked as billed.

Flat Amount for Tasks

This is similar to Flat Project Amount but you set the flat amount for each task in your project. This method allows you to tie billing to specific project deliverables and tasks completed, which should be clearly documented in detailed invoices. This amount will not depend on the number of hours logged to tasks. You can still mark hours as billable or non-billable for reporting reasons. Tracking project expenses at the task level is important for accurate billing and helps ensure all direct and operating costs are included. Please note that if you create an invoice for a project with flat amount for tasks all tracked hours for that project will be marked as billed.

If you add “total project cost” as budget method, the task “flat amount” will be summed up and will create the total budget automatically:

Staff Day Rate

The “staff day rate” interacts as a full day rate or half day rate. The billing is based on the daily rate of the staff. For streamlined handling of staff absences, find more infos here.

Task Day Rate

This billing method interacts as a full day rate or half day rate. The billing is based on the daily rate of a daily Task summary . Find more infos here.

Creating Invoices

Creating invoices is a pivotal part of the project billing process, directly impacting your cash flow and client relationships. Each invoice should clearly detail the work completed, expenses incurred, and agreed-upon payment terms, leaving no room for confusion. Using zistemo.com as a billing software to automate the creation and delivery of invoices can help service providers minimize errors, save time, and ensure consistency. Detailed and accurate invoices not only facilitate timely payments but also provide a transparent record of project progress and value delivered. Regular invoicing allows you to monitor the financial health of your projects, address any discrepancies early, and make informed adjustments to your billing process as needed.

Scope Creep

Scope creep is a common challenge in project management, occurring when a project’s scope gradually expands beyond the original agreement—often leading to increased costs, delays, and reduced profitability. This can happen when clients request additional work or changes without adjusting the budget or timeline. To prevent scope creep, it’s essential to define the project scope clearly at the outset and establish firm payment terms. Effective project billing and accurate time tracking help service providers identify when work is exceeding the agreed scope. Implementing a change management process, where all changes are documented and approved by the client, ensures that any adjustments to the project are properly accounted for. By maintaining open communication and using project billing software to track changes, service providers can control scope creep, protect project profitability, and deliver successful outcomes for both parties.

Create Project Custom Field

To create a project custom field go to Settings/Preferences/Custom Fields

Next, name the custom field and define the field type

You define the following field types

Text
On a textfield users can enter any text they want wit max. 255 characters.

Date
Users can enter date only. Allowed date format is the one from the company profile

Checkbox
User can make binary choice only, e.g. true/false or yes/no. Checkboxes can be either active or inactive

Dropdown
Users can select a value from a system list (e.g. staff)

Picklist
You can create your own list and users can select one value from that list only. If you enter values to a picklist use the semicolon ; as a separator (space isn’t needed)If you enter values to a picklist use the semicolon ; as a separator (space isn’t needed)

Multi-Select Picklist
You can create your own list and users can select multiple values from that list only. If you enter values to a multi-select picklist use the semicolon ; as a separator (space isn’t needed)

Important: if you delete a custom field from Settings -> Preferences, it will also disappear from Projects even if it was populated (so you will lose this data).

Note: When you are export a project it will also export the custom fields.

In zistemo, Projects have an option titled “Automatic adjustment of the time”. This means that if you will log hours on a specific project through the timer, the time will be rounded up. Please note that manual time entries won’t be rounded.

Mark this checkbox and choose the adjustment you prefer:

You have 6 options:
– “To the next 5 min” – time will be rounded to: h:05, h:10, h:15, h:20, h:25, h:30, h:35, h:40, h:45, h:50, h:55, h:00. For example, if the timer logged 1:12 – it will be saved as 1:15, 1:34 -> 1:35, 1:47 ->1:50, etc.
– “To the next 10 min” – time will be rounded to: h:10, h:20, h:30, h:40, h:50, h:00. For example: 1:12 -> 1:20, 1:34 -> 1:40, 1:47 ->1:50, etc.
– “To the next 15 min” – time will be rounded to: h:15, h:30, h:45, h:00. For example: 1:12 -> 1:15, 1:34 -> 1:45, 1:47 ->2:00, etc.
– “To the next 20 min” – time will be rounded to: h:20, h:40, h:00. For example: 1:12 -> 1:20, 1:34 -> 1:40, 1:47 -> 2:00, etc.
– “To the next 30 min” – time will be rounded to h:30 or h:00. For example: 1:12 -> 1:30, 1:34 ->2:00, 1:47 -> 2:00, etc.
– “To the next full hour” – time will be rounded to next full hour. For example: 1:12 -> 2:00, 1:34 -> 2:00, 1:47 -> 2:00.

When you will work on a project that has the adjustment on the timer activated, you will always see a note about it:

IMPORTANT: If you will save the time log, the actual time will be displayed in the timesheet table (without rounding).

However, it will be rounded in the invoice that you will generate for this project (read more on “how to generate an invoice” here)

For instance, the time for the above project will be invoiced as it follows:

Round time when timer is on pause

By default all time logs will be rounded, even if you just pause the timer. But for some projects it might be good if the pause won’t be rounded. Because of that, you can now deactivate that feature when creating a project where you set automatic adjustment of time.

Further, you can decide each time if you pause a time if you want that time to be rounded or not. The checkboxes will be active or not, based on the settings you made on that project.

For project Budget, always real time not rounded time is used.

The “Project Budget Method” is an optional information about the forecasted project price or forecasted time spent on this project. You can set it on project settings/project budget.

There are 6 budget methods available in zistemo:

Hours per Staff

You can add info on how much time (hours) your staff members are planning to spend on this project:

Hours per Task

You can add info about how much time (hours) is needed for each task:

Total Project Hours

A method used to add info on how much time (hours) is needed to finish this project:

Total Project Cost

How much this project should cost the client & Expense Budget (the maximum Budget for expenses)

If you choose “Hours per staff”, “Hours per task” or “Total project hours”, then on the projects list you will see the progress bar with the total hours spent and the budgeted amount:

If you choose “Total project cost”, you will see the progress bar with the amount of invoices sent to the client (based on this project) and the budgeted amount:

Staff Day Rate

If you choose “Staff Day Rate” your Budget Method will be “Days per Staff“. Find more infos here.

Task Day Rate

If you choose “Task Day Rate” your Budget Method will be “Days per Task“. Find more infos here.

Recurring Budget

A recurring budget will be start from zero after a specific period of time and may be useful for long-term/never-ending projects. More here

You can have the project custom fields in two blocks – Document Info or/and Placeholder:

Click to edit one of these blocks -> choose ‘Placeholders’ -> Project Custom Fields -> pick the custom field you need:

Save the changes and review how it will finally look on the invoice:

Save your template.
2. Generate the invoice through the project.

If you are generating an invoice through a project, you can choose one project or several projects related to a client. Only if you choose one project, then you will see its custom fields on the invoice.
In case you pick several projects, then the projects custom fields will not be displayed on the invoice.

Or create an Invoice and on the ‘Create Invoice’ page pick the project.

Save invoice.
3. Next, choose the customized template through this link, as shown below (if it’s not your default template):

Or, if the template with project custom fields is your default template, after saving it you will get an invoice with project custom fields:

Shared projects

On a project you can invite the client to see project progress. Go to the project settings and activate client access to select who to invite.

An invited client can see the board and list view, can see uploaded documents, mileages, expenses and transactions (client pays invoice)

On a task the client can see
– Assigned staff
– Tracked time per staff
– Due Date
– Tags
– Description
– Attachments
– Checklists
– Comments (client can write comments)

On the Dashboard page, the client is able to see some general information about his business relations with you:
In the ‘Invoices’ table, he can see the number of invoices received, paid and the amount which should be paid. Also, on the right side, he can see the number/amount of overdue invoices and their overdue period:

The ‘Sent invoices’ graphic is where the user can take a look at the visual difference between received invoices (not paid yet), paid invoices and overdue invoices – information grouped by months.
In the ‘Invoices’ tab, the client will be able to see:

– ‘All Invoices’ – all received invoices (which include received and not paid invoices, paid, partially paid, overdue and canceled)
– ‘Unpaid invoices’ – includes received and unpaid invoices, partially paid and overdue invoices – basically all invoices that haven’t been paid yet
– ‘Payments’ – all payments made the by the client
– ‘Retainers’ – all received retainers
– ‘Account Statements’ – a report which shows the detailed summary of operations between you (as a vendor) and your client.

In the ‘Estimates’ tab, your client can see:

– ‘All Estimates’ – the estimates received from you
– Estimate history: The Client will not see, how often the invoice was updated (draft). You just share the history from the point you activate / send or client pays the estimate.

The ‘Settings’ allow your client contact to review information about his company and change some details about it:

In this section, the client:
– can see but cannot change his company name, client number and custom fields.
– can see AND change address (billing and shipping address), other info (score, default template) or company logo.

In Zistemo you can choose the project billing method “staff day rate”. The “staff day rate” interacts as a full day rate or half day rate. The billing is based on the daily rate of the staff.

Need the billing based on the daily rate of a daily Task summary? You can use Daily Task Rate instead.

Reasons to choose a daily staff rate:

Daily Staff rates is needed when on a project a staff member gets a day rate and it doesn’t matter on witch task he works. Let’s say Paula is a senior consultant and her daily rate is 2.500€ doesn’t matter if she prepares or moderate a sales training. Same with Peter, as a junior developer and his daily rate is 1.200€ and doesn’t matter if he is coding, testing, meet or doing some.

If you want to invoice by Tasks by day rates than use Daily Task Rate.

How to set it up “daily staff rate”?

In the Project Settings you can choose “staff day rate”

The option “ignore daily project time below 90 minutes” means that the added hours of the same day – which are less than “90mins” – will be ignored. Simply click on the number to change to your preferred minutes.

If you wish to use also a “half day rate” simply enable it via the checkbox. Change the hours to your preferred settings:

Behaviour – Billable / non-billable hours & Rounded Time

If you have two time entries: One billable and another non-billable on the same day, zistemo will only calculate the hours which are billable to the invoice:

ONLY billable times entries will be shown in the generated invoice and will take effect to the full/half day rate:

If you want to invoice also the non-billable hours of the specific day, you have to change the “task” from non-billable into billable hours. In this case you can then generate an invoice for another time entry, which zistemo will calculate also as one billable day:

Note: In this case, you will see on the project dashboard – 1 billable day – That’s zistemo’s current behaviour

Use half day rate

For staff day rates you can apply rates for half days.

Calculation with half days – Example:

Day #1: 4.5 hours tracked = 1 day
Day #2: 1 hour tracked = 0.5 day
Day #3: 1 hour tracked = 0.5 day
Day #4: 1 hour tracked = 0.5 day
Day#5: 1 hour tracked = 0.5 day

Billable days: 3.5 days (9.5 hours tracked)

Rounded Time

1 day = 8 hrs
1/2 day = 4 hours

E.g. You tracked 1.5 hrs for a day, then = 0.5 day rate. But in the system, we “round” the hours to 4 hrs (= half day) so rounded hours = +3.5 hrs

If you set up your day with 7 hours:
1 day = 7 hrs
1/2 day = 3.5 hours

If you set up your day with 6 hours:
1 day = 6 hrs
1/2 day = 3 hours

and so on…

Find also more infos about “rounded time HERE.
And “How to change working time” HERE.

How to generate the Staff Day Rate Invoice?

To generate the Invoice, go to project and click “Generate invoice”

If you want to generate an invoice for the project with billing method ‘staff day rate’ and your company also uses the option ‘approve timesheets’, then you must approve the timessheets before you generate an invoice. After approving the weekly timesheet from you staff, you can simply create the invoice.

Choose the “Date Range” which you want to show in the invoice:

You can easily change the “Date Range” for a specific month, day or however you feel like it. Just choose your preferred Date Range and press “Apply”.

If you generate an invoice for the project with the billing method ‘staff day rate’, zistemo will only show billable hours on this page and ignore the non-billable hours:

If you create your invoices in different currencies, we will show the already invoiced amount always in your base currency:

The invoice wizard recognized that you invoice this project with the daily task rate and open the Day Rate Invoice window with additional information. First the project summaries and the billable days. There is also the ability to change the days you want to invoice.

Please note: The current behaviour is: If you enter 1 instead of 2 days into the field. Zistemo will only show 1 billable day on the invoice BUT marks both days as billed in your project.

In Zistemo you can choose the project billing method “Daily Task rate”. This billing method interacts as a full day rate or half day rate. The billing is based on the daily rate of a daily Task summary.

Need the billing based on the daily “Staff Rate”? You can use Staff Day Rate instead.

Reasons to choose a daily task rate:

Daily task rates are needed when on a project a task is billed on a daily staff hour summary per task.

Let’s say Paula is a senior consultant and she works on different tasks like “Sales training preparation” with a daily rate of 1.900€ and “Sales Training” with a daily rate of 2.800€. So if she works 6:25h for preparation the task would be proposed as 1.900€ and 11h sales training with 2.800€.

Same with Peter, as a junior developer he works on research 1.200, development 1.600 and 1.000. the billing value will be proposed based on the daily task rate.

If you want to invoice by staff members day rate then read more on Daily Staff Rate.

Example:

Peter works to day on a project with the billing method Daily Task rates.
The project parameters are “Ignore daily project time below 90 minutes” and “Use Half Day Rates” and a day has 10h since Peter wants to invoice a full day if he works more than 5h on a task.

He did

• a short 20 min meeting with his client,
• 64 min research,
• some testing for 100 min and
• developed 6h for the project.

As a result

• All Tasks below 90min are ignore and listed as an ignored summary when he will create the invoice.
• Testing will be counted as a half day
• Development will be counted as a full day.

When he creates the invoice, he will see real hour compared to calculated hours and ignored hours. So finally, he has all information to streamline and edit the invoice.

How to set it up “Daily Task rate”?

In the Project Settings you can choose “Task day rate”

The option “ignore daily project time below 90 minutes” means that the added hours per staff memeber per Task of the same day – which are less than “90mins” – will be ignored. Simply click on the number to change to your preferred minutes.

If you wish to use also a “half day rate” simply enable it via the checkbox. It means all hours less the a half day and more than ignored time will be calculate as a half day rate. If the sum of hours per Staff and per Task is more then a half day will be calculated as a full day. Change the hours to your preferred settings:

Select the Budget checkbox if you want to add a Budget to this project.
Add your estimated days to each Task. On the button you see the summary of days and budget cost.

Project list details on Task Day rates

On the project grid you see the days spend compared to the budget as well the remaining days and the staff cost.

How to generate the Daily Task Rate Invoice

Example

Let’s say Robert works on a development project and has work 40:13 hours now and he want to invoice this hours as a task day rate.

This are his project details:

…and this are his working hours:

…now he goes to the project and clicking “Generate invoice”

..and the invoice wizard opens with his proposal.
If you see light gray numbers and you can’t edit the proposed invoicing days than click on “cancel” and  make sure you checked on the Settings -> preferences “Allow editing for Invoices generated through the Invoice Wizard.”
Otherwise you are not able to modify the days and we assume that the user need align always a bit the invoice since the wizard creates just a proposal and provide information.

The invoice wizard recognized that you invoice this project with the daily task rate and open the Day Rate Invoice window with additional information.
First the project summaries:

On the first line you see how much did you already invoiced.

Total ignored times means the summary off all unbilled time entries which where ignored per day since they didn’t meet the “ignore time below” ramp. In our case it was 1h on 5 days and the ramp was 90min. So 5h for Research and 5h for Testing = 10h total.

Total unbilled hours means the sum of all unbilled hours. In our case 5:00 + 30:13 + 5:00 = 40:13.

Billable hours means days from the input field “Invoice now” multiplied by hours of Personal days.
Personal Day is default 8h but can be changed on Settings -> Preferences -> Personal Day.
In our case it is: 4.5 days * 8 = 36h.

Total rounded time is the most important value. If it is negative, you don’t invoice all billable hours.
The calculation works in this way: sum of all days from the input fields “Invoice now” multiplied with Personal day – total billable hours = Total rounded time.
So in our case it is (4.5*8) = 36:00 – 40:13 == -4:13.

In our case, if I insert a half day of research the total rounded time changed to -0:13 and if I changed development from 4.5 days to 5 days, the total rounded time went up to +3:47 which looks much more suitable and realistic to my invoice.
So the Invoice Wizard helps you in real time to find the best suitable balance to invoice the right amount of days.

It is also possible to “Attach a detailed timesheet report” via “task day rate”

If you have the option “rounded time” available, you could run into problems with the detailed timesheet report.  You will receive a warning pop-up with more details, if you attach a detailed timesheet.

Note

• If you don’t invoice a Task then we don’t change the status of the time entries to billed, means they are appear next time again as a proposal to the invoice wizard as unbilled hours.
• if you have no time entry on a task than you can’t edit or insert a day. You need to have at least 1 minute tracked on the task.
• If you create your invoices in different currencies, we will show the already invoiced amount always in your base currency.

If you are working in a craft business, this feature will suit you good. For example: As a user for Car Service Company, you want to use Items from the estimate, into the project and also afterwards to the invoice With this feature, you can do this easily.

You can see the expected or calculated quantity per item in your project, also the staff is able to add more needed material to the project – without seeing any price info on the items.

Inventory? zistemo keeps an eye on your current stock also. If your staff decides to need more items, to solve the current issue, they will just add items as needed and zistemo takes care of your correct inventory stock.

Starting from an estimate

If you create an estimate for a client, you are able to add items to the estimate (more infos HERE & more infos about “creating an estimate” you can find HERE)

You either start to add your predefined or a new item/s to the estimate.
Add a new “item” simply by clicking “save product”:

Creating a Project out of an estimate

If you convert an estimate into a project, zistemo will show the items in the Project overview:

If you just create a project, you are always able to add items to the current project via “items” tab.

Add/Search new item

As an Account Owner, Administrator, Team Leader (needs to be assigned to the project) & Team Member (needs to be assigned to the project) you are able to add/search for new items:

To search for an item, just type into search-field an already existing item (min 3 characters). Only already existing items can be added:

Add the quantity for the selected item you want to use in your project and press “save”:

Update the item quantity

As an Account Owner, Administrator, Team Leader (needs to be assigned to the project) & Team Member which is assigned to the project you are able to update the quantity of the items as needed. Simply go to the “Items” tab and increase or decrease the quantity amount of the item:

Team Member View

Your Team members are able to quickly get a view onto the needed items and can also add, change quantity and delete items. Also the staff is able to add more needed material to the project – without seeing any price info on the items.

Invoice Items from project

Of course you can add these Items to the invoice.  Also, maybe you don’t want to invoice the full project or you don’t want to add all items to your invoice. You can do it al following:

First, generate an invoice for a project with items. in this example we used as a billing method flat project amount but it works with all project billing methods. Might be that for some billing methods you won’t see the following screen since for hourly billing there’s the invoice wizard. Anyway, you’ll see that all items will be added to invoice. We’ll change which items and quantity later.

Now, Generate the invoice and you’ll see all items added to the invoice. Now you can edit the quantity of the items or even delete the items from the invoice. The system will recognize it and count it at the project correctly.

As you go back to the project you’ll see a new column “invoiced” where you can see how many items you already invoice from this project. If you converted a estimate to a project, you’d see how many items you estimated.

Please note that the invoice needs to be activated as for draft invoices the systems do not count the item sin the invoice against the project items.

To activate it, you need to go to Settings/Preferences/Projects and activate “Use project commissions via API”:

Then if you create a new project, you can apply commissions on it. You’ll find it on “More options”. You either can use commissions as percentage or as value.

Commission as percentage

If you want to use the commission as percentage you can enter behind every staff member a percentage value. Please note that the sum of all the values must be everytime 100%.

Commission as value

You also can use commissions as a value. If you do so, you can enter the value behind each staff member. You also can change the max. amount of all value. Please note that the commission sum must be the same as the commission value amount.

Use commissions for your analytics

You can get the commission information with the API or with the SQL Warehouse.

API
Get commission with API with Call Get Project → for each project. You can see as general project information and per user

You also can filter on expenses and invoices for the project id to include these as well to your calculation.

SQL Data Warehouse

You can find the commission information on table zst_project_user_tbl and zst_project_tbl.