What this feature does and when to use it
Recruit CRM charges for Timesheet usage based on the number of active contractors billed during each calendar month. The charge is deducted from your account's shared Recruit CRM Credit balance, which is also used by other credit-based features.
Timesheet pricing follows a graduated structure. As the number of contractors billed during the month increases, a lower rate applies to each additional contractor within the applicable tier.
This is useful when you want to:
Understand the expected credit usage for Timesheets.
Know when a contractor's timesheet will trigger a credit charge.
Understand why a Timesheet charge was or was not applied.
Review and troubleshoot Timesheet charges in the Credit Log.
📌 Please note: Billing applies to Timesheet periods that start on or after October 1, 2026. A Timesheet whose period starts before this date will not be billed, regardless of when it is submitted.
Before you begin
To submit Timesheets that require a credit charge:
Your account must have sufficient Recruit CRM Credits available. Timesheet charges use the same shared credit balance as other credit based features.
Only users with the Plans & Billing permission can add credits to the account. If the available balance is insufficient, users without this permission will be unable to submit the Timesheet and will be asked to contact an Admin or Account Owner.
Contractors and clients submitting Timesheets through the Contractor Portal or Client Portal will not see credit or pricing information. If the submission is blocked because of insufficient credits, they will only see a message asking them to contact the agency.
How does Timesheet Pricing work?
Timesheet pricing is based on the number of contractors billed during the calendar month. Each pricing tier applies only to the contractors within that tier.
Tier | Active contractors in the month | Credits consumed per contractor |
Tier 1 | 1 to 15 | 100 credits |
Tier 2 | 16 to 50 | 90 credits |
Tier 3 | 51 to 150 | 80 credits |
Tier 4 | 151 to 300 | 70 credits |
Tier 5 | 301 to 500 | 60 credits |
Tier 6 | 501 and above | 50 credits |
Example
If an account is billed for 100 contractors in a month:
First 15 contractors consume 100 credits each = 1,500 credits
Next 35 contractors consume 90 credits each = 3,150 credits
Remaining 50 contractors consume 80 credits each = 4,000 credits
Total credits consumed = 8,650 credits.
The contractor count starts again from zero at the beginning of each calendar month, so the calculation starts from Tier 1 each month.
📌 Please note:
Timesheet credits are deducted from the account's available Recruit CRM Credit balance based on the applicable credit consumption per contractor.
When is a Timesheet charge triggered?
A contractor is charged for a month when both of the following conditions are met:
The Timesheet period starts in that month.
It is the first Timesheet submitted for that contractor during that month, regardless of the job, client, or portal associated with the Timesheet.
If either condition is not met, the submission will not trigger a new charge.
The charge is applied when the Timesheet is submitted. Creating, approving, or rejecting a Timesheet, or generating an invoice from it, does not trigger a separate charge.
The month used for billing is determined by the start date of the Timesheet period. It does not depend on when most of the work was completed or when the Timesheet was submitted.
For example, if a weekly Timesheet covers September 28 to October 4, it is billed to September because the Timesheet period starts in September.
Similarly, if it is January 2027 and the first Timesheet for a contractor for November 2026 is submitted in January 2027, the Timesheet will still be treated as part of the November 2026 billing period and the applicable credit charge will be deducted from the January 2027 credit balance.
Once a contractor has been billed for a particular month, any other Timesheets submitted for that contractor during the same month will not trigger another charge. This applies regardless of the job, client, or portal through which the Timesheet is submitted.
Please Note-
Once a Timesheet charge has been deducted, the credits are not returned if:
The Timesheet is deleted after submission.
The Timesheet is rejected by the approver.
The Timesheet remains unapproved.
The contractor is unassigned or removed from the job.
The Timesheet frequency is changed after submission, such as from weekly to monthly.
If a Timesheet is deleted and then recreated for the same contractor and month, submitting it again will not result in a second charge because that contractor has already been billed for that month.
Troubleshooting
A contractor was charged twice in what appears to be the same month
A contractor was charged twice in what appears to be the same month
This can happen when the two charges actually belong to different calendar months based on the start date of each Timesheet period.
To check this, open the Credit Log, filter by Timesheets, and expand each entry to see the period associated with the charge.
If the Timesheet periods start in different months, both charges are expected. A Timesheet submitted late or with a backdated period is still charged according to the month in which its period starts, not the month in which it is submitted.
A contractor worked throughout the month, but no Timesheet charge appears for that month
A contractor worked throughout the month, but no Timesheet charge appears for that month
This can happen when the contractor follows a monthly submission cycle and the Timesheet period started during the previous month.
Check the start date of the Timesheet period rather than the dates on which the contractor performed the work.
For example, a Timesheet covering August 15 to September 15 is billed to August because the period starts in August. It does not generate a separate charge for September.
A contractor's Timesheet cannot be submitted
A contractor's Timesheet cannot be submitted
This usually happens when the account does not have enough Recruit CRM Credits to cover a new contractor month charge.
Check the account's current credit balance and confirm whether the contractor has already been billed for the current month.
If the contractor has not yet been billed and the available balance is insufficient, a user with the Plans & Billing permission must add more credits. Once the balance is topped up, the Timesheet can be submitted without reloading the page.
If Auto Reload is configured, it can automatically add credits when the balance falls below the configured threshold, provided the linked payment method is successful.
FAQs
Does approving or rejecting a Timesheet cost credits?
Does approving or rejecting a Timesheet cost credits?
No. The charge is applied when the Timesheet is submitted. Approving or rejecting a Timesheet, or generating an invoice from it, does not trigger an additional charge.
If a contractor works on multiple jobs or is placed with multiple clients during the same month, are they charged more than once?
If a contractor works on multiple jobs or is placed with multiple clients during the same month, are they charged more than once?
No. The charge is based on the contractor rather than the job or client. A contractor is charged only once per month, regardless of the number of jobs or clients they are associated with.
Does it matter where the Timesheet is submitted from?
Does it matter where the Timesheet is submitted from?
No. Timesheets submitted through the Recruit CRM application, Contractor Portal, or Client Portal follow the same billing rules. The submission source only affects how the entry is displayed in the Credit Log.
What happens if a bulk Timesheet submission includes more new contractors than the available credit balance can cover?
What happens if a bulk Timesheet submission includes more new contractors than the available credit balance can cover?
The entire bulk submission is blocked until sufficient credits are available. The submission is not processed partially.
Can I get credits back if I delete a Timesheet by mistake?
Can I get credits back if I delete a Timesheet by mistake?
No. Timesheet charges are not refunded. If you recreate and submit the Timesheet for the same contractor and month, it will not trigger another charge because that month has already been billed.
If a Timesheet period starts before the billing start date but the Timesheet is submitted after the billing start date, will it be charged?
If a Timesheet period starts before the billing start date but the Timesheet is submitted after the billing start date, will it be charged?
No. The billing month is determined by the start date of the Timesheet period, not the date the Timesheet is submitted. For example, if the billing start date is October 1, 2026, a Timesheet covering September 28 to October 4 is considered part of the September billing period because the Timesheet period starts in September. Therefore, it will not be charged, even if the Timesheet is submitted after October 1, 2026.
Conclusion
Timesheet usage is billed once per contractor per month based on the number of contractors billed during that calendar month. The applicable charge is deducted from your account's Recruit CRM Credit balance when the first Timesheet for that contractor and month is submitted.
Understanding the Timesheet period start date, the monthly contractor count, and when the charge is triggered can help you anticipate credit usage and accurately review Timesheet entries in the Credit Log.