Job types, professional titles and user hourly rates enable the pricing and reporting of work hours.
Hourly pricing can be structured using three elements:
- Job Types: classification factors defined in the time tracking settings, that describe the quality of work. This is always a mandatory field for time entries. (e.g., internal, planning, implementation)
- Professional Titles: are first defined in time tracking settings and can then be assigned per user. This is not a mandatory field for time entries. (e.g., SKOL classifications, designer, consultant)
- User Hourly Rate: user-specific pricing for billable hours can be defined on the user card. This is not a mandatory information.
Default billing prices defined in settings and user cards can be overridden on account or project cards. When fetching the correct hour price for the sales invoice row, the program uses the following prioritization: first the prices are checked from the project's price list > if these are not found, the prices are checked from the account's price list > if these are not found, then the program will use the prices from the settings and user cards in the following order: users' hourly rates > professional titles > job types.
Permissions: Admin
PSA plans:
Enterprise, Enterprise+: all pricing methods
Free, Growth, Business: no professional titles or user hourly rates
Job Types
You can create various job types for classifying and pricing time entries, such as production, development, sales, marketing, internal meetings, etc. After defining them, users can select the appropriate job type for their time entries (this is a mandatory field). Job types can be grouped and all or specific job types can be enabled for a project.
By default, new job types are billable. Setting a job type as non-billable allows internal hours or meetings to be logged to a project without appearing on the client’s invoice. When a job type is marked "non-billable," such time entries appear as non-billable in the project’s Actual Costs view.
Any changes to this setting will retroactively affect project materials that have not yet been invoiced (except if the non-billable status was manually set for a specific time entry in the project’s Actual Costs view).
Job type groups
Grouping job types makes it easier to select multiple job types for a project at once, e.g. for project-specific pricing.
Job type groups can be added, edited, and deleted in Settings > Feature settings > Time management > Job type groups. If you delete a group, the group selection will disappear from the job types for which it was previously selected.
Adding Job Types in Settings
- Navigate to Settings > Feature Settings > Time Management > Job Types.
- Click Add Job Type.
- Name the job type.
- Select job type group, if needed.
- Define the hourly rate for the job type.
- Mark the job type as active.
- Specify whether the job type is billable or non-billable.
- (If you’ve integrated your accounting software with PSA, a related extra column might appear. For example Procountor integration's "Accounting product". The Procountor product chosen there will automatically follow to this job type's hour invoicing rows in the future, helping you in accounting.)
Editing, Deactivating and Archiving Job Types
Job types have different statuses, and the views in settings are divided accordingly.
Active: Job types currently in use.
- If the name, price or billing type of the job type is edited, this change will affect those hour entries that have not yet been invoiced.
- You can deactivate a job type by toggling the switch. Old hour entries with this job type can still be invoiced, but new ones cannot be created.
Disabled: Job types that are not currently in use.
- Can be reactivated by toggling the switch back on.
- If necessary, you can archive an unused job type by clicking the three dots in front of the row.
- If the name, price or billing type of the job type is edited, this change will affect those hour entries that have not yet been invoiced.
Archived: Archived job types that are no longer needed.
- Cannot be reactivated or edited. Archived job types remain associated with previous time entries and can still be used in reporting.
- If necessary, you can delete an archived job type by clicking the three dots in front of the row (i.e. job type that was never used).
All: All job types, regardless of their status.
Professional Titles
Professional titles are used as a classification method when the hours need to be priced or reported according to the employee's role. Examples of professional titles are SKOL classifications, designer, consultant etc. First, define professional titles and their default rates in the time tracking settings. After that, you can assign professional titles to users in User Management > Groups > Professional Titles or directly on the user cards.
Any changes to this setting will retroactively affect project materials that have not yet been invoiced.
Adding Professional Titles to Settings and Users
Define professional titles in use
- Navigate to Settings > Feature Settings > Time Management > Professional Titles.
- Click Add Professional Title.
- Name the professional title.
- Define the hourly rate for the professional title. Information is saved automatically.
Assign Professional Titles to Users
- Navigate to Settings > User Management > Groups > Professional Titles.
- You’ll see the professional titles added in the time tracking settings. Assign the desired users to each professional title group using the dropdown menu.
This information can also be added individually on the user card, i.e. when adding a new user.
Editing and Deleting Professional Titles
- If the name or price of the professional title is edited on the setting row, this change will affect those hour entries that have not yet been invoiced. Read more from Pricing Examples
- If professional title is deleted by clicking the trash bin icon, the selection will be lost from the users and the next pricing basis will be used when invoicing their hours.
Editing and deleting can also be done from User management > Groups > Professional titles.
User Hourly Rate
You can define a user-specific billing hourly rate on the user card, if the user's hours should always be charged with the same price regardless of the job quality. This rate is applied to the user’s billable hours unless overridden by account or project-specific rates.
- Navigate to Settings > User Management > Users > (Selected User).
- Click Edit in the user’s details.
- Add the User Billable Hourly Rate.
- Save.
If you change the price on the user card afterwards, the price will change also for the uninvoiced hour entries.
Pricing Examples
Case 1. In a scenario where both account and project price lists include rates for job types, professional titles, and users, the rates defined for the project are applied to the invoice in the following order:
- User-specific hourly rates override professional title and job type rates.
- If no user rate is defined, the professional title rate overrides the job type rate.
- If no user or professional title rate is set, PSA uses the rate defined for the job type.
Case 2. If account pricing includes rates for job types, professional titles, and users, and project pricing includes only the professional title rate associated with the user, the user’s hours on the project are billed based on the professional title rate defined on the project card, overriding other rates.
Case 3. If you increase the rates defined for professional titles at, for example, year-end, the new rates will automatically apply to both new time entries and existing uninvoiced hours. To continue using old rates for previously tracked uninvoiced hours, you can either:
- invoice the old hour entries before changing the price settings, or
- add entirely new professional titles with a unique identifier, such as the year, in the title. These new titles can then be selected for the users on the desired date. The old titles will be left unchanged in the title list.