Charge Codes hold the rules to enter time and expense against. Essentially, Charge Codes are the permissions granted to employees out on assignment. You're granting permission to what type of Time & Expense Categories they have access to. Creating these Charge Code Templates, that are made up of time and expense categories, will help to streamline and automate timekeeping set up. We give users the ability to create single use charge codes, or templates so you can create them in the way that your business needs. Our best practice would be to create templates and fill in with manual charge codes only as needed.

To begin, navigate to Settings | Charge Code Templates and select New Template. Reminder, you must first have Time & Expense Categories created prior to creating your Charge Code Templates.

The most common charge code template will be for normal working hours. This is the default, and at minimum what most employees will log time against. Other examples of common charge codes are Training, or can be specific to a certain client that has unique time keeping needs.

When creating charge codes and templates, you can make them as simple or complex as needed. The most important part of this set up is determining if you want employees to enter time against it, and which category of time. You can also choose if you want to give access to expenses, and if this charge code is payable to employees and billable to customers. Most commonly, charge codes will be billable to the customer, and payable to the employee.

Once Charge Codes are created, they can then be assigned to an opportunity (or set to an opportunity by default - see our 2nd Pro Tip below). From an opportunity, you may select From Template to select a previously created Charge Code or select New Charge Code to built a new template on the fly.

Pro Tip: You can create charge codes for specific people if you want to give them access to different expense or time categories. For example, I may have 2 Charge Codes within an existing opportunity. Within a job, you may have a need where one employee should have access to expenses, while another should not. In that case, simply add two Charge Code templates to the job. From here, within that Charge Code Template, you may grant specific employee level access. Use the plus sign to add which employee should have access to that select Charge code.

Pro Tip: You may set a default charge code to apply to each opportunity created. This can save you the step of adding a Charge Code Template to each opportunity and instead have one applied by default. This default can always be changed so we recommend adding one and changing on an opportunity level if need be.

What's Next?

With your Charge Code Template created, it's now time to place a contact on assignment and add a Time keeper employee. Also, check out our full Master Guide that services as a one-stop-shop for all things Crelate Deliver!

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