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Creating and Billing Adjusted Time & Materials Contract - Connect IT Community | Kaseya
<main> <article class="userContent"> <h3 data-id="question">QUESTION</h3> <p>How do I bill using Time & Materials in BMS?</p> <h3 data-id="resolution">RESOLUTION</h3> <p>Time and Materials is the default billing method in BMS.</p> <p>You set up your default Roles with Rates and apply them to your employees in the BMS</p> <p>If you want to charge a customer different rates for the labor hours on support tickets (adding time) and project tasks, <em>you don’t need to create additional roles</em>, at the time of entering the time just <strong>select the corresponding role with the desired rate</strong> as you can have multiples roles within the same contract. You can adjust the default Roles and Rates on a per-contract basis.</p> <p>You need the following elements in the system in order to bill for the work you do for your clients with this billing method:</p> <ol><li>Accounts</li> <li>Employees</li> <li>Roles with defined rates (Assign these roles to the employees in the system)</li> <li>New Time and Material Contract (Created in the Finance Module > Contracts)</li> </ol><p><em>1. Account</em></p> <p>You need to enter your Clients in the CRM. A client is another name for a customer. The following fields are required:</p> <ul><li>Account Name</li> <li>Account Type = Client</li> <li>Business Type - General comes with system, you can add what you want</li> <li>Account Manager (one of your employees or users in the BMS)</li> </ul><p><strong><em>NOTE</em> </strong>- Enter the Address and Billing Address for the Client</p> <p> Add at least one Contact person for the Client</p> <p><em>2. Employees</em></p> <p>These are the resources or people that you are assigning Tickets and Project Tasks to. You enter your employees in the HR Module > Employees Folder > New</p> <p><em>3. Roles with defined rates</em></p> <ul><li>Role – A description of the “Role” the employee was playing when working on the Ticket or Task.</li> <li>The Role has a Rate tied to it that determines how much is billed for that Labor (Examples – Consultant - $150 per hr. Sr Technician - $100 per hr. Engineer - $125 per hr.)</li> <li>Assign Role(s) to Employee</li> <li>To assign Roles to an employee, go to HR Module > Employees Folder > open an employee profile and find the EMPLOYEE ROLES tab along the top</li> <li>Select the Roles you want this employee to have and click on the <strong>SAVE</strong> button on the upper left of screen (Note – <strong><em>you can assign multiple Roles to an employee</em></strong>)</li> <li>When that employee enters TIME on a Ticket or Task, they can select the Role and BILL the appropriate rate for that labor (<em>Advanced</em> – a role can be locked down when assigning a ticket or task to the employee)</li> </ul><p><em>4. New Time and Materials Contract</em></p> <p>To create a New Time and Materials Contract go to… Finance Module > Contracts Folder > Click on New > Time and Materials</p> <ol><li>Give your Contract a Name <strong>*</strong> – (Maybe customer name and type)</li> <li>Contract Description - Give an easy to understand description of contract</li> <li>Client - Select from drop-down which client you are creating contract for <strong>*</strong> </li> <li>Enter Start Date and End Date of contract <strong>*</strong> </li> <li>If you are using Service Level Agreements, you can tie an SLA to this contract</li> <li>If you use Reference Numbers, enter in space provided</li> <li>You can set the contract to be Default by selecting radio button</li> </ol><p> (Means<em> – <strong>when you open tickets, the time entries are governed by this contract</strong></em>)</p> <p><strong>Click on the SAVE button (upper Left)</strong></p> <p><strong>* Required</strong></p> <p>Bottom half of screen go to the Billing Information Tab</p> <ul><li>You will see your Default Roles and Billing Rates displayed</li> <li>You enter you NEW rate in the far right column labeled CONTRACT BILLING RATE</li> </ul><p> Don’t Forget to hit the <strong>ACTIVATE</strong> button along the top of the screen </p> </article> </main>