Fixed fee project status/forecast

Tips, Tricks & How to's
1

Hello,

I have a fixed-fee project with a budget set

Project estimate > Project budget > Manual > ex. 1000 PLN

Now, when a person has

  • cost rate: 120 PLN
  • billable rate: 150 PLN

The forecast/status page in the project shows that the project used 150 out of 1000. But I want it to show 120.

At first, I didn’t know why it showed 150 PLN as in the project the person didn’t have a billable rate set, I guess it was inherited from the person’s settings.

So I cancelled the whole teams all person-specific billable rates. I entered the project and it still shows 150 PLN instead of 120. Why?

I’m sure I don’t have

  • Person-specific billable rate on the Team level
  • Person-specific billable rate on Project (access) level
  • Project-specific billable rate

It looks like Clockify didn’t refresh the time entries even though I set all team’s billable rates to 0 (“-”) using the “All past and future time entries” feature.

Questions:

  • How can Clockify be forced to recalculate the reports/forecasts?
  • How do you work with billability on projects with fixed fees? In our business, some projects have a fixed budget and we just want to know if the project is on track with costs or not. The “billable hour” does not exist in such projects as we don’t have a billable rate with fixed projects.
2

Okey… I found that the whole workspace had a billable rate set to 150.

BUT

Now once I set it to null, I don’t see anything in the stats of the project. Is there a way to “copy” person’s hour rate and use it as “billable rate”? Or some other way to make the “status” and “forecast” tabs work? I have hours logged by people but the tabs are empty as the project/workspace/person does not have a billable rate. Should people have “cost rate” equal to “billable rate”? That does not make sense for me.

Keep in mind that we also have time-based projects so I want also to stay flexible. I understand the logic of billable/cost rates and we successfully use this in time-and-material projects where we bill customer for hours logged by the team according to the billable rate and we pay money to people according to cost rates. But the whole thing breaks for fixed-price projects.

3

Hi @konrad,

Could you kindly reach out to our Support Team at support@clockify.me so we can do a deeper dive into this concern?

Cheers,

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