When to use surcharges?

This may sound familiar: Employees that work and track time outside the normal working hours. In TimeChimp you can use surcharges to ensure that you automatically invoice the correct rates to your customers.

Surcharges can only be used at the project level. Do you have a basic account plan and want to know more about Projects or surcharges? Get in contact!

Types of surcharges

There are three different types of surcharges within TimeChimp. A day, date, or time of day surcharge.

  • Day

Select which day(s) of the week the surcharge is active. Use the 'Starts after' field to apply the surcharge only after an employee has registered an x amount of hours.

For example, when you enter 4 hours in this field, and an employee has registered 8 hours on that day, 4 hours of that day will be charged with the corresponding surcharge.

  • Date

Select which day(s) of the week the surcharge is active. Use the calendar icon to quickly find the desired date.

  • Time of day

Set the time frame to which the surcharge should be applied. For example: from 2 am to 10 pm.

How does it work?

1. Create and edit

You can add one or more surcharges per project. You create these surcharges manually at Manage> Surcharges> + New surcharge. Please note that the invoicing method of the project must be based on Recalculation. It is not possible to apply a surcharge when the invoicing method is set on a Fixed price or Subscription.

Step 1: Create a surcharge at Manage> Surcharges> + New surcharge.

Step 2: Give your surcharge a title that is cleary and easily recognizable within the organization.

Step 3: Select the desired type of surcharge and fill in the details.

Step 4: Enter the surcharge criteria and click on Save.

A calculation example is shown at the bottom of the pop-up display

Example: When an employee works on the weekend you want to invoice the customer twice the normal rate. Enter the surcharge criteria of 100% in the surcharge field.

Step 5: Go to the project and click Edit. On the left, you will see a Surcharge tab.

Step 6: Select the surcharge(s) you want to add.

Here you can also directly create and add a surcharge(s) by clicking on 'New surcharge'.

2. Register

Employees register the time worked on the project. Do you have a surcharge that is set to a specific time? Make sure that employees register their hours at the correct time of the day.

3. Invoicing

Adding and invoicing surcharges is only possible when the project invoicing method is set to 'recalculation'

Read more in the article on how to create an invoice.

What happens when multiple surcharges are active when an employee registers?

As explained, it is possible to add multiple surcharges per project. It is therefore also possible that multiple surcharges are active at the same time. In this case, the surcharges will be added up together.

Example

An organization has the following surcharges active for its project:

The project has its invoicing method based on 'recalculation Task hourly rate', and the hourly rate of the registered task is € 100 per hour.

An employee registers time on Saturday from 2 p.m. to 10 p.m. In total, the employee has worked 8 hours (8 x € 100 = € 800).

An invoice is created with its invoicing lines set to 'description per task'.

What does the invoice look like?

Construction on location - Evening (150%): there have been 4 hours (from the total 8 registered hours) registered when the surcharge 'Evening' was active. These 4 hours are calculated to be invoiced at €150 per hour.

Construction on location - Weekend Surcharge (100%): all 8 hours that the employee has registered took place at the weekend, and have been calculated to be invoiced at €100 per hour.

Construction on location: the 8 hours that the employee has tracked with its original fee of €100 per hour.

On the invoice, all surcharges are added up to a total of €2.200, excluding VAT.

Good luck!
Team Customer Success

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