Timesheets - Create Pay and Bill Rule templates with work schedule and custom rules (Beta)

Pay and Bill Rule Templates allow you to standardize how contractor working hours, overtime, breaks, pay, and billing amounts are calculated in Recruit CRM.

You can create reusable templates by defining a work schedule, choosing how breaks are handled, setting the treatment of additional hours, and adding custom rules based on shifts or working hours.

This feature is useful when you want to:

Account Owners, Admins, and users with custom roles that have access to Pay and Bill Templates can access Pay and Bill Template Settings.

Users with Team Member and Restricted Team Member roles cannot access these settings.

Choose one of the following methods to configure the contractor's work schedule.

Select at least one working day and define the Start Time and End Time for each day. Unselected days are treated as days off. You can use Copy to All to apply the first day's schedule to all working days.

The configured schedule is treated as Regular Hours and calculated at the standard 1× rate.

Please note: The Start Time and End Time must be different, and 00:00 cannot be used as the End Time. To represent the end of the day, use 24:00 (or 12:00 AM in 12-hour format) instead of 23:59 (or 11:59 PM).

Select the working days and enter the number of working hours for each day. You can use Copy to All to apply the first day's hours to all working days.

Please note: You can enter up to 24 working hours per day, and the working hours cannot be 0.

Use Unpaid break hours per day to define the break duration deducted from scheduled hours when calculating actual payable working hours and overtime thresholds.

Please note: The break duration cannot exceed the scheduled working hours for a day.

Use the Round time entries automatically toggle in the Rule Template to automatically round time entries based on a selected interval.

You can choose from the following rounding intervals:

You can also choose how the time entries should be rounded:

For example, if the selected interval is 15 minutes:

For bulk entries, rounding is applied according to each contractor's individual timesheet settings. If contractors have different rounding configurations, each entry is rounded according to the settings configured for that contractor.

Use the Apply standard rate (1X) for extra hours toggle to control how hours outside the defined work schedule or custom rules are handled.

Custom rules allow you to configure shift-based, overtime, and time-based pay and bill calculations.

For Work Start and End Time Method:

For the Enter Work hours Method:

Click the three-dot menu under the Action column of the required template to manage it.

Edit: Update an existing template. Changes made to the template don't affect candidates who already have a copy of that template applied.

Clone: Create an exact copy of the template's current configuration. You can modify the cloned template and save it as a new template.

Delete: Delete the template from Pay and Bill Template Settings. Candidates who already have the template applied will retain their copy in their Timesheet Settings.

Set as Default: Set a template as the default option when enabling timesheets. You can change the default template or clear the default selection whenever needed.

Pay and Bill Rule Templates help standardize contractor pay and billing calculations by allowing you to configure work schedules, break calculations, additional hours, overtime thresholds, multipliers, and fixed rates. By creating reusable templates, you can reduce manual calculations, maintain consistent rules across contractors, and manage complex contract staffing workflows more efficiently.