Administrative Help

Enabling External Billing for Workspaces

External billing is a workspace type setting and is disabled by default. External rate fields and calculations are hidden when external billing is disabled.

You can enable external billing for a workspace type (and thus for all workspaces of that type) when workspaces require external rate calculations. You might do this on workspaces for external customers you are going to bill for work.

Enable or disable external billing for a specific workspace type on the Edit Workspace Type screen when you create or edit a workspace type.

When you enable external billing for a workspace type, external billing is enabled for all new and existing workspaces of that type, and the following fields are exposed (made visible).

Note: External rate fields are only visible to users with the View Billing Rates permission. By default this permission is given to users with a workspace-level role of Manager. Users who do not have this permission do not see the Billable field or the Task External Rate field.

Task-level fields:
A task-level Billable option is visible and set to Yes or selected by default. The option can be set to No or cleared if you are creating a non-billable task in a billable workspace. If selected (if a task is billable), the field displays Yes on the task details.
The task-level Task External Rate field is enabled (if the task is billable). The external rate field displays the external rate assigned to the task.
The Planned Labor Revenue field is enabled and is visible on task details (if the task is billable). The Planned Labor Revenue field is a derived (system calculated) field and is the product of the planned work and the current external rate(s) for a task.
Member-level fields:
The External Rate field is enabled for workspace members and is visible in the Members List View in the workspace in the Ext. Rate column. The member external rate is also visible in the Member Details and Edit Member Details windows. The external rate field displays the external rate of the workspace member.
The External Rate field is enabled for workspace resources and is visible in the Resource Allocation application in the workspace in the Ext. Rate column. The external rate field displays the external rate of the workspace member.
Workspace-level fields:
Estimated Labor Revenue is visible on workspace Status screens. Estimated Labor Revenue is a derived (system calculated) field and is the sum of all resource requirement hours for the workspace multiplied by the external rates for those resource requirements.
Total Planned Labor Revenue field is visible on the workspace Status screens
Resource Requirement fields:
The External Rate field is enabled for resource types and is visible in the Resource Allocation application in the workspace in the Ext. Rate column. The external rate field displays the external rate of the resource type.

For more information, see Creating a New Workspace Type and Editing Workspace Types.