Billing Settings for Sites

Within the Bill Rates section of the site profile, administrators can configure key Billing settings that control how clients are billed for shifts worked at that site. This includes defining overtime billing through Bill Overtime, applying statutory holiday billing using Bill Stat, and configuring billing limits and rules.

These options allow organizations to tailor billing rules, support contractual requirements, and maintain control over revenue at the site level.

Admin Access to Site Billing Settings

To ensure an administrator has access to site billing settings, they must be one of the following:

• A Full Admin, who has access to all features.
• A Manager with access to Site Bill Rates.

To grant a manager access, navigate to Settings → Security → Manager Access → Feature Access, then locate the Feature Access Group assigned to the user. Under the Manage Sites module, ensure Full Access is selected for Site Bill Rates.

Configuring Billing Settings at Site Level

Billing settings can be configured at the site level, providing flexibility to establish custom rules and bill rates directly within Manage Sites in Schedule Xpress.

To configure these settings, navigate to the Bill Rates section of the site profile.

Note: If this section is not visible, enable it within the Site Form.

Let's explore the options available within the Bill Rates section.

Bill Rate Rules for Shifts at This Site

The Bill Rate Rules option allows you to determine which bill rate type is applied to shifts worked at this site.

These rules include:

• Customer Bill Rates Take Priority — The system searches for and applies customer-specific bill rates.
• Site Bill Rates Take Priority — The system searches for and applies site-level bill rates.
• Combination Bill Rates Take Priority — The system searches for and applies combination bill rates.
• Bill by Markup — The system calculates bill rates by applying a fixed amount or percentage markup to the pay rate.
• Higher Rate Applied — When multiple bill rates are found, the system selects the highest rate.
• Lower Rate Applied — When multiple bill rates are found, the system selects the lowest rate.

Example: If Site Bill Rates Take Priority is selected, the system will use site bill rates for shifts worked at this site and will not apply other bill rate types.

Important Note: Your system configuration is established by an Implementation Specialist and determines whether Bill Rate Rules are fixed or can be customized by site. If your system is configured for Site Bill Rates, all sites will default to this rule and it cannot be changed. If your system allows different rules by site, you will have the option to select the appropriate rule for each site. If you are unsure of your configuration, please contact Celayix Support.

The selected bill rate rule determines which bill rates are displayed and available to add in the site form. For example, if you select Site Bill Rates Take Priority, only site bill rates will be available and displayed.

Bill Overtime at Site

Enable overtime billing by setting Bill Overtime to Yes.

Under Calculate Overtime Billed by Summing Shift Hours For The, choose how overtime hours are calculated:

• Branch Level — Totals hours across all sites within a branch.
• Customer Level — Totals hours across all sites for a customer.
• Site Level — Totals hours separately for each site.

Default Settings: Bill Overtime is set to No. To enable overtime billing, set this option to Yes and select the desired calculation method.

Bill Stat at Site

If Bill Stat is set to Yes (default), any shift that falls on a statutory holiday at this site will be billed at the applicable Stat Rate.

By default, the statutory holidays assigned to a site are based on the holidays configured under Statutory Days in General Settings. These can be customized at the site level from the Settings tab.

If a statutory holiday does not apply to a site, it can be removed by clicking the X.

Bill Cycle at Site

You can select one of the following Bill Cycles to determine how frequently billing is processed for a site:

• Daily Billing
• Weekly Billing
• Bi-Weekly Billing
• Semi-Monthly Billing
• Monthly Billing

The start dates and schedules for Bill Cycles are configured in eTime Xpress and cannot be managed within Schedule Xpress.

If you need to adjust billing cycle configurations, please contact Celayix Support.

Consolidate Sites Under a Customer

Consolidate Sites Under a Customer allows multiple sites associated with the same customer to be combined for billing purposes.

When enabled, charges from those sites are grouped into a single invoice, making billing easier for both administrators and clients to review.

This setting is managed in eTime Xpress and cannot be configured within Schedule Xpress. If you would like to enable site consolidation, please contact Celayix Support.