Billable hours

Billing in VA To-Do is project-based. Each workspace project decides whether its time is billable and at what default rate, and a member assigned to it can carry a project-specific rate of their own.

Set up a project's billing

1. Open Time tracker → Billable.
2. Select Project Billing.
3. Choose the project and set:

• Billing type: Hourly, Fixed price, or Non-billable.
• Default billable rate, per hour.
• Time entries billable by default: whether new tracked work on the

project is marked billable automatically.

• An optional client timezone, for client-facing display only.

Every project starts as Non-billable, so nothing is priced until you say so. Fixed-price projects track hours for your own records without pricing them.

Member rates

A member without a custom rate bills at the project's default. To override it for one member on one project, enter a custom rate on their row in the same dialog.

The override belongs to that member on that project only. The same person can bill one client at one rate, another at a different rate, and a third not at all, and nothing changes anywhere else.

Rates are frozen per entry

When an entry is saved, the rate that applies right then is stored on the entry, and its amount is calculated from it. Changing a project or member rate later affects new entries only; September's approved hours still say what September's rate was. Billing history does not move under you.

An entry recorded while no rate was configured has hours but no amount, and the report says so rather than pricing it at zero.

Price entries recorded before billing was set up

Time tracked before a project had billing configured stays non-billable; a rate is never applied to history on its own. To price it deliberately:

1. Configure the project's billing first, so there is a rate to apply.
2. On the Billable tab, select the entries.
3. Choose Mark billable.

The rate in force at that moment is stored on each entry, exactly as if it had been billable from the start. Mark non-billable reverses the classification and clears the amount. Breaks and invoiced entries never change through this.

Approve, reject, invoice

Each completed entry carries an approval status:

pending → approved → invoiced, with rejected as the other verdict.

1. Open Time tracker → Billable.
2. Select the entries to review.
3. Approve, Reject, Mark invoiced, or Reopen.

Rejected entries keep their recorded time but drop out of the billable amounts. Marking entries invoiced locks them: no edits, no deletions, and no rate change can touch them until they are explicitly un-invoiced with Reopen. Entries recorded before approvals existed are treated as pending.

The billable report

The Billable tab shows, for the filtered period: total tracked time, billable and non-billable hours, utilization, the billable amount, and how much of it is still unapproved or uninvoiced. The date, member, and project filters at the top of the Time Tracker apply here like everywhere else.

To read one member's numbers, use the tab's own member filter: the money cards and the entry list both scope to whoever is selected, so a single VA's billable hours and amount for the period are one selection away.

Paid time is not billable time

Whether a break is paid is your agency's policy; whether time is billable is what the client is charged for. The two are recorded separately: an agency can pay for short breaks without billing them to anyone.

With the break policy on, the Billable tab shows it: the Total Tracked card reports paid time (active work plus paid breaks), each break entry is marked Paid or Unpaid per your policy, and timesheet breaks carry a Paid badge. The timesheet CSV export includes Paid break columns. Changing the paid switches reinterprets these reports immediately; it never changes any recorded time. See Workspace time settings.

Paid break time caps at the allowance: a 24-minute short break against a 15-minute allowance pays 15 minutes and reports 9 over. The overage is the flagged violation, never compensated time, and an overrun break's row says how much of it is paid.

Auditing a member's hours

The summary cards total exactly what the filters below them select, so an audit is a filter setting, not a calculation:

1. Open the Billable tab and pick the date range.
2. Set the member filter to the VA.
3. Set the status filter to Approved.

Every figure now counts that member's approved entries only: total tracked, active work, paid time (with overbreaks already excluded), and the billable amounts. Reset the status filter to see the running picture again.