Hi all. I’m a relatively new Toggl customer and am looking to transition my accounting and finance firm to Toggl. I had a question about setup that I was hoping someone could help with. Most of our accounting engagements are fixed fee monthly retainer projects. But we sometimes do out of scope work and want to bill hourly for that. I’m currently creating a project in Toggl for each SOW. If I set the project to “non-billable”, then I can’t add a rate for the team member or task for the occasional out of scope work we want to bill for. If I set the project to billable, then each time entry defaults to billable and the team member has to unselect the billable option. Is there a way to add hourly rates by statement of work (it will vary by client/SOW and isn’t always the same for a team member across projects) into Toggl but have the default time entry setting be non-billable for SOWs that are fixed fee retainer?
Open to other setup structures or any ideas people have here!
We’ve replied to your direct chat message, here’s the response in case you missed it
You could have your monthly retainer project and create a secondary project for any out of scope work. For example you could name your projects:
PROJECT A
PROJECT A - OUT OF SCOPE
PROJECT B
PROJECT B - OUT OF SCOPE
This will allow you to set a billable rate for the out of scope work and the time entries tracked to it won’t affect the original projects fixed fee or billable data. You can then tick both projects when running reports for the client.
Please let us know if this workaround is enough for your use case
Thanks, appreciate the response. Was trying to avoid project proliferation but I’d thought of that option as well. To confirm, there is no way to set the default time entry setting to non-billable if we make a project billable?
Heya Andy! Just to confirm: you want a project to be set to billable, but you want to ensure that anyone tracking time to that project intentionally sets every entry as billable?
Hi there! Sorry for the slow response and thanks for clarifying. Initially I was thinking it would be helpful to have a project set as the default to not billable, but be able to set certain entries as billable with a project specific rate. But at this point we’ve engineered Toggl in a way that I think will work. Thanks for the follow up!
