Managing Billing Classifications in Keka PSA

Overview

Billing classifications in Keka PSA help organizations categorize tasks as billable, non-billable, or ad hoc to simplify task management and streamline billing processes. These classifications ensure proper tracking of project work, enhance accountability, and maintain accuracy in financial reporting.

In this guide, you’ll learn how to view, add, and manage billing classifications, and how to use them effectively in projects.

What Are Billing Classifications?

Billing classifications define how different project tasks are treated for billing and reporting purposes.

• Billable Tasks: Activities that generate revenue and are billed to the client.

• Non-Billable Tasks: Internal activities or work that does not directly generate client revenue.

• Ad Hoc Tasks: Special cases with unique billing arrangements.

By setting up clear billing classifications, you can improve resource allocation, project cost tracking, and financial transparency across your projects.

How to View and Add Billing Classifications

Access Billing Classifications

1. Navigate to the Project section from the left-hand navigation menu.

2. Click on the Policies & Settings tab.

3. Select the Billing Classifications tab to view existing classifications.

4. Click +Add Billing Classification to create a new classification.
   
   

Add a Non-Billable Classification

1. In the Add Non-Billable Classification window:

   • Name: Enter a name for the classification.

   • Description (Optional): Provide context or details about the classification.

2. Click Add to save your new classification.
   
   

Note: Only non-billable classifications can be added manually in Keka PSA.

Editing and Managing Billing Classifications

Edit a Classification

1. Locate the billing classification you wish to modify.

2. Click the Edit icon.

3. Update the Name or Description as needed.

4. Click Save to apply changes across all relevant projects.

Delete a Classification

1. Click the Delete icon next to the classification you want to remove.

2. Confirm your action.
   
   

Important: A classification cannot be deleted if it has already been used in submitted timesheets.
Before deletion, clear all associated assignments to avoid errors.

Using Billing Classifications in Projects

Once your billing classifications are configured, you can begin applying them to project tasks for accurate reporting and billing.

• Assign Classifications to Tasks: When creating or editing a task, select the appropriate billing classification.

• Streamline Reporting: Easily distinguish billable and non-billable tasks in timesheets, project summaries, and financial reports.

If you would like to explore advanced task management options that allow you to conceal the billing status for resources: Enhanced Task Management: Hiding Billing Status for Resources