Overview
Billable rates let you assign monetary values to the time your team tracks, so you can understand not just how much time was spent, but how much that time is worth. This is essential for teams that need to invoice clients, analyze project profitability, or calculate team utilization.
Toggl Focus supports billable rates at multiple levels of granularity, historical rate tracking, and billable data visibility in reports.
Billable rate levels
Toggl Focus supports hourly billable rates at three levels of granularity. A more specific rate always takes priority over a more general one.
| Rate level | What it applies to | Where to set it |
|---|---|---|
| Workspace (default) | All members and projects in the workspace | Billable Rates settings |
| Member | A specific workspace member, across all their projects | Billable Rates settings or Member details page |
| Project | All members working on a specific project | Billable Rates settings or Project details page |
How rate priority works: If a member has a specific member rate, it overrides the workspace default for that person. If a project has a project rate, it overrides the workspace default for anyone working on that project. The most specific rate always applies.
Setting a billable rate
When creating or editing a billable rate, you will need to provide the following information:
- Amount — The hourly rate, including decimal amounts (e.g. 75.50)
- Currency — Select from official currency codes. The default currency matches your workspace billing currency (EUR or USD).
- Start date — When the rate takes effect. Defaults to today.
- End date (optional) — When the rate expires. If not set, the rate remains active indefinitely.
Where to add and edit billable rates
You can manage billable rates from three places in Toggl Focus:
- Billable Rates settings — The central hub for managing all workspace, member, and project rates. Find this in your workspace admin area.
- Member details page — Set or update a specific member’s rate directly from their profile.
- Project details page — Set or update a project-specific rate from the project’s settings.
The billable flag
In addition to setting rates, Toggl Focus uses a billable flag to mark whether tracked time should be considered billable. This gives you fine-grained control over what counts toward invoicing.
Here’s how it works:
- When a task or project is marked as billable, any time tracked against it is automatically flagged as billable.
- You can remove the billable flag from individual time entries when needed — for example, if work had to be redone due to an internal error and shouldn’t be charged to the client.
- Time entries and time blocks that are flagged as billable will have a visual indicator, making it easy to distinguish billable from non-billable work at a glance.
Historical billable rates
Toggl Focus keeps a complete history of all your billable rates, which is important for accurate reporting and invoicing over time. Rates have start and end dates, so when a rate changes, the previous rate is preserved for historical accuracy.
In the Billable Rates settings area:
- The current active rate is always displayed first.
- Custom member or project rates are distinguished from the workspace default with a Custom label.
- You can expand any member or project to view their full rate history.
- If a member or project has many historical rates, the first 10 are shown with a link to view the complete history.
- You can search by member or project name to quickly find the rates you need.
Access rights
Who can do what with billable rates depends on workspace roles.
| Action | Workspace rate | Member / Project rate |
|---|---|---|
| Create a rate | Workspace Admin only | Workspace Manager and above |
| Edit a rate | Workspace Admin only | Workspace Manager and above |
| View rates | Workspace Manager and above | Workspace User and above |
| Change billable status | — | Workspace Manager and above |
| View billable status | — | Workspace User and above |
Billable rates in reports
You can see Billable Rate information directly in Reports, making it easier to understand not just how much time was tracked, but also how much of that time is billable.
This is especially useful for teams tracking client work, internal work, and profitability.
Where to find billable rate information
1) In the Summary Report
- Open Reports
- In the main chart dropdown, select Billable vs non-billable time
- Hover over any bar to see the breakdown of billable and non-billable time for that day
This gives you an at-a-glance view of how your tracked hours are distributed across billable work.
In the Project and Task breakdown table
Scroll down to the Project and task breakdown table to see billable details per project/task.
You’ll find:
- Billable indicator (shows whether the project/task contains billable entries)
- Billable %
- Billable vs total time context directly in the breakdown
This makes it easy to identify:
- which projects are fully billable
- which ones are partially billable
- how internal work impacts the overall ratio
2) In the Workload and Utilization Reports
Understand whether your team is meeting a utilization targets and identify who may be under or over utilized. The two reports combine the available work hours with tracked time and billable time to provide a single view of workload efficiency over time.
Learn more about the reports
Note
If you don’t see billable data, make sure entries in your workspace are marked as billable.