🔵 Why This Page Matters
📌 The Billing Location & Overtime page is a foundational part of your workforce management, enabling you to set and manage multiple billing locations and their associated overtime policies. These locations are used across Job Orders, Timesheets, and Invoices, ensuring accurate billing, payroll calculations, and compliance with labor laws. With this page, you can:
🗺️ Establish multiple billing locations to match your company’s operational structure.
⏳ Set location-specific overtime policies, ensuring regionally compliant pay calculations.
💼 Link billing locations to job orders, making it easy to track where work is performed.
📊 Automate invoice generation, ensuring that each job is billed accurately based on location.
🔍 Maintain precise records across jobs, timesheets, and invoicing.
🔢 Reference each location by its system-generated Location ID for support and reporting.
📤 Bulk upload multiple billing locations at once using a guided Excel template.
📥 Export your existing billing location data to Excel for audits and offline records.
🟢 What You Can Do Here
👁️ View all billing locations associated with your company.
➕ Add new billing locations with detailed address and overtime settings.
✏️ Edit billing locations (address details only).
🚫 Delete unused billing locations (if not linked to any active job).
📍 Set custom overtime policies (daily, weekly, biweekly, 3-week, 4-week) per location when adding.
📤 Bulk upload multiple billing locations at once via an Excel template.
📥 Download all active billing locations and their overtime settings as an Excel file.
🔢 Location ID Column Every row on the Billing Location & Overtime listing now starts with a Location ID column — a read-only, system-generated numeric identifier for that location.
📌 Appears as the very first (leftmost) column in the table.
🔒 Read-only — it can't be clicked, edited, or sorted differently.
⚡ Populated automatically for a new location as soon as it's added — no page refresh needed.
⚡ Pro Tip: Use the Location ID when referencing a specific billing location in support conversations, reports, or external tools — it's faster and less error-prone than matching on name or address.
🚀 How to Add a Billing Location
Go to "Settings" > "Billing Location & Overtime".
Click "Add Billing Location".
Fill in the following details:
Name: Provide a clear name for the location (e.g., "Toronto Office").
Address Details: Street number, street name, city, state/province, and zip code/postal code.
Overtime Policy: Select the calculation type:
Daily: Overtime after a specified number of daily hours.
Weekly/Biweekly: Overtime calculated weekly or biweekly.
Hybrid (Daily + Weekly) ✅ New!: Overtime applied first daily, then weekly based on thresholds.
3-Week/4-Week: For non-standard pay cycles.
Break Time Settings:
Unpaid Break Time: Duration not billable to clients.
Paid Break Time: Duration billable to clients.
Click "Add" to save the location.
⚡ Pro Tip: Use clear, descriptive names for locations (e.g., "Toronto Office" or "Vancouver Warehouse") for easy identification in Jobs and Invoices.
📘 New: Hybrid (Daily + Weekly) Overtime Policy
The Hybrid policy enforces both daily and weekly maximum hour rules to determine overtime:
Daily OT is applied first if the daily max hours are exceeded.
Weekly OT is calculated on the remaining hours after daily OT has been applied.
You must input both daily and weekly hour thresholds.
✏️ Editing a Billing Location (Limited)
Locate the billing location you want to edit.
Click the ✏️ Edit icon.
Update the address details if needed.
Overtime Policy and Time Policy cannot be edited once saved.
Click "Save".
⚡ Pro Tip: Be precise when setting overtime policies. They are locked once saved.
🚮 How to Delete a Billing Location
Locate the billing location you want to delete.
Click the 🗑️ Delete (Trash) icon.
Confirm deletion:
❗ If the location is linked to an active job, timesheet, or invoice, you cannot delete it.
✅ If not linked, click "Yes" to delete.
⚡ Pro Tip: Regularly review and clean up unused locations to maintain accurate records.
⏳ Understanding Overtime Calculation Policies
Daily: Overtime is calculated after a set number of hours worked in a single day.
Weekly: Overtime applies after exceeding a set number of hours in a week.
Biweekly/3-Week/4-Week: Ideal for companies with non-standard payroll cycles.
Breaktime Settings:
Unpaid Breaks: These are not billed to the client.
Paid Breaks: These are included in billing.
⚡ Pro Tip: Ensure your overtime settings match regional labor laws for compliance.
📤 Bulk Uploading Billing Locations
Instead of adding locations one at a time, you can now upload many billing locations at once using a guided Excel template. This is available to anyone who can already add a billing location for the company — no new permissions are required.
🚀 How to Bulk Upload
Go to "Settings" > "Billing Location & Overtime".
Click the three-dot (⋮) menu next to "Add Billing Location".
Select "Bulk Upload Billing Locations".
In the popup, click "For empty template, please click here" to download the Bulk Upload Billing Location Template.xlsx.
Fill in one row per billing location. The template includes 25 columns covering name, address, currency, tier, overtime policy, and break time settings — dropdown columns (like Country, State/Province, Currency, Tier, and Overtime Calculation Policy) show only valid values so you can't enter something the system won't accept.
Save the file, return to the popup, and upload it. Only .xlsx files are accepted.
Click "Submit" (enabled once a file is selected).
📋 What Happens After You Submit
✅ If everything checks out: You'll see a green "upload started" toast right away. The file is processed in the background, all valid locations are created, and you'll get an email when it's done.
❌ If anything is wrong: Nothing is saved — uploads are all-or-nothing. You'll get a red error toast, and an annotated version of your file downloads immediately with an extra "Error Details" column highlighting every row that failed and why. Fix those rows and re-upload.
🔍 Validation Rules to Know
File must be .xlsx, follow the template's column structure, and contain between 1 and 500 data rows.
Mandatory fields (name, country, state/province, currency, overtime policy, break time fields) must be filled in.
Dropdown values (Country, State/Province, Currency, Tier, Overtime Policy) must match the template's accepted values.
Daily/weekly overtime thresholds are required when the selected policy needs them.
Location names can't duplicate an existing location for your company, or another row in the same file. ⚡ Pro Tip: Since the upload is all-or-nothing, it's worth double-checking dropdown values and mandatory fields before submitting — one bad row means none of the rows get created.
📥 Downloading Billing Location Data
You can export all of your company's active billing locations and their overtime settings to Excel at any time — handy for audits, client reviews, or keeping an offline record.
🚀 How to Download
Go to "Settings" > "Billing Location & Overtime".
Click the three-dot (⋮) menu.
Select "Download Billing Location Data".
An Excel file downloads automatically, named BillingLocations_<CompanyName>_<YYYY-MM-DD>.xlsx (spaces in the company name are replaced with underscores).
📄 What's in the File
A "Billing Locations" sheet with one row per active location (inactive/deleted locations are not included), covering location ID, name, full address, currency, tier, overtime policy, and break time settings.
A "MasterValues" reference sheet listing the accepted values for dropdown-style fields (matching the bulk upload template).
If a location has no Tier set, it shows as a dash (-) rather than a blank cell.
If your company has no active locations yet, you'll still get a valid file with just the header row.
⚡ Pro Tip: Use the downloaded file as a starting point if you need to review settings offline with a client, or as a quick way to confirm what's currently configured before making bulk changes
✅ Quick Tips
📝 Use clear, descriptive names for each billing location for easy identification in Jobs, Timesheets, and Invoices.
🔍 Regularly review your list of billing locations to ensure they are accurate and up-to-date.
📤 Use bulk upload when onboarding many locations at once, and double-check the template before submitting — it's all-or-nothing.
📥 Download billing location data periodically to keep an offline record or prep for client reviews.
🚫 Only authorized users can add or delete billing locations.
🗑️ Deleting a location is permanent – ensure it’s not linked to any active jobs, timesheets, or invoices.
📌 Set accurate overtime policies during creation – they cannot be edited later.