For agencies💵 Billing & Payouts
Choose which hours a job bills and pays (Billing time basis)
Decide whether a job is billed and paid on its booked time, its closed-out time, or the full minimum, for customers, contractors and W-2 staff alike.
Jobs rarely end exactly on time. Billing time basis is the one setting that decides which hours count when a job runs short or long: the booked time, the time the interpreter closed out, or your minimum run straight through. It also decides whether the leftover minimum can count as night or after-hours time. The same choice prices the customer's bill, a contractor's pay, and a W-2 staffer's pay for a job outside their clocked time, so one job never pays a staffer less than it would pay a contractor.
Step by step
- 1Open Settings, Billing & Subscription, then Billing Rules.
- 2Under "Billing time basis", pick one. Scheduled (the default): the booked time, plus any time the job ran over. If it ends early, the booked time still counts. Any minimum left over is billed at the standard rate.
- 3Minimum: as if the job ran your full minimum straight through from its start, so any of that time after your night rate begins counts as night.
- 4Actual: the closed-out hours, with any minimum left over at the standard rate. The customer is still never billed for less than the booked time, because they reserved it.
- 5Click "Save billing rules".
Tips
- Example: a 4:15 to 5:15 job, a 2-hour minimum, and a night rate from 5 PM. Scheduled bills 1h45m day and 15m night. Minimum bills 45m day and 1h15m night. Actual, if the interpreter left at 4:45, bills 2h day and no night.
- W-2 staff follow this setting for jobs outside their clocked time, starting with jobs on October 18, 2026. Earlier jobs keep paying their closed-out time, so a period you already paid does not change. Time on the clock is always paid as clocked.
- For W-2 staff, booked time is paid only when the whole job was worked off the clock. A job that touches a punch pays its worked time. Booked hours that were not worked are paid at straight time and never count toward overtime (see the timecards article).
- To pay one job differently, open it at billing review and use Advanced options. A billing exception on that job wins over this setting.
- An on-call flat charge that pays a set number of hours, or a contractor's set dollar amount, pays that whatever the basis.
- No-shows and late cancellations have their own rules (see the no-show article and your late cancellation settings).
Related articles
Still need help?
If this article didn't solve it, submit a ticket and the OneTerp team will follow up.
Contact support