Track billable hours and what each one costs
Pay rates, billable amounts, payroll and customer invoices from the same minutes.
Give each person an hourly pay rate and bill rate, and every tracked minute carries a cost and a billable value. Task insights shows cost, billable amount and profit per task, the payroll calculator shows what each person is owed, and customer invoices are issued from the same place.
How cost management works
Where the numbers come from and who sees them.
Where do the costs come from?
From two rates per person: what an hour costs you and what you charge a customer for it. The rate is stamped on each minute when it is recorded, so a later change does not rewrite past reports.
How is payroll calculated?
The payroll calculator takes a period, the minutes you choose to count (working, break or idle) and each person's pay rate. An optional weekly cap stops counting past a set number of hours.
How do customer invoices work?
Create an invoice for a customer record, add the lines, mark it as awaiting and download the PDF. Worktivity does not email it; you send the file.
Can we record payments?
Yes. Record full or partial payments on a customer invoice, and mark payroll as paid per person or for everyone at once. Payroll payments can be undone; invoice payments cannot.
Who can see it?
Only owners and co-owners. Managers and employees never see the cost management section.
What your team gets out of it
Cost per task and project
See what a job cost while it is still running, next to its budget.
Payroll without retyping
Hours go from the timesheet to the payroll calculator without a spreadsheet in between.
Invoices tied to real hours
Billable amounts come from the minutes worked on the customer's projects.
How teams close the month
Cost management is a module. Switch it on, pick a currency and set rates before the first period you want to close.
Set rates for everyone
Without a pay rate every cost is zero. Pay and bill rates are set under Employees, Cost settings.
Check the payroll calculator
Review hours and totals for the period, correct a rate if needed, then mark the work as paid.
Invoice customers
Issue invoices from customer records and record payments as they arrive.
What it does not do
Cost management covers the cost of time. It is not an accounting system.
No bookkeeping
Invoices and payments are recorded, but there is no ledger and no bank connection.
It does not send invoices
PDFs are downloaded and sent by you.
It does not track expenses
Costs come from people's time. Tools, travel and other expenses are not recorded.
Teams that get the most out of it
Businesses that bill by the hour or pay by the hour.
Agencies
Margin per client project and per task.
Consultancies
Billable hours and invoices per client.
Software and IT services
Cost and billable amount per sprint task.
Outsourcing and BPO
Pay per person, billing per client.
Small businesses
Payroll from hours without a spreadsheet.
Teams with hourly contractors
Contractors paid from their tracked time.
Comparing billable hours tools?
We put seven tools side by side, from freelancer apps to agency setups, and wrote down where each one wins and where it falls short. Worktivity is one of the seven.
Read the billable hours comparisonOther solutions worth a look
Every solution shares the same platform, so running two of them together needs no extra setup.
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See what your hours cost
Turn on cost management, set rates for a few people and read the first period in the payroll calculator.
No credit card required