Finance: clients, rates and invoices
For teams that bill clients by the hour. Admins set up clients and rates; Tacto counts the amount of every entry and builds invoices. It all lives on one tab, Reports → Finance. Members never see amounts.
Clients and boards
A client is a group of boards in your Trello workspace. Set clients up in Finance → Clients: name, currency and, optionally, email, address, Tax ID and a note — the details go onto the invoice. New entries on its boards are billable sets what every new entry starts with.
In Boards, pick a client and a billing method for each board. Time on boards without a client shows as “No client”.
- Hourly (the default) — hours × rate.
- Fixed fee — the client pays the project's price; next to it Tacto shows how many hours the board has taken over its whole life.
- Not billable — internal boards like “Hiring” or “Vacations”: all time there is non-billable.
A board's New entries field — Same as client, Billable or Non-billable — overrides the client's setting for that board.
A client with time on its boards can't be deleted — archive it instead, so past reports stay the same; you can bring it back from the archive.
Billable time
Every entry is billable or not. A new entry takes the board's default (or its client's). It is the Billable entry checkbox in the full entry form (More… in the card), when adding or editing an entry. The checkbox appears only once the workspace has clients or rates, and only for someone who has a rate on that board. An admin can lock it so that only admins change it: Finance → Settings. Any workspace member can ask the assistant to log an entry as non-billable, unless an admin has kept the flag for admins only.
Rates
A rate is what an hour of work costs the client. Set rates in Finance → Rates: a workspace default, per person, per client, per person at a client, per board or per person on a board.
For a billable entry Tacto takes the most specific rate it finds: the person on this board → the board → the person at this client → the client → the person → the workspace default.
Every rate starts on a date: “from today”, “from the 1st of the month”, “from a date…” or “for all time”. A new rate applies from its date onward: it replaces later periods, and “for all time” replaces the whole history. Before you save, Tacto shows how the change would move the amounts and which periods it would replace. To fix the amount of one period without touching the others, open Rate history and press Edit next to that period. The rate is chosen by the entry's date in its author's time zone.
A client can work in its own currency. Its rates (and its boards' rates) are set in that currency; personal and workspace rates in the workspace currency don't apply to it, and such time shows as “without a rate” instead of counting as zero. Totals in different currencies are shown separately and never added up.
The Finance tab
Reports → Finance is visible to workspace admins only. Its Overview shows, for the period and filters at the top, the billable amount, non-billable hours and hours without a rate, a breakdown by client, board, member or card, and fixed-fee boards. Next to it are the Clients, Boards, Rates and Settings sections (the workspace currency and who may change the billable flag).
Amounts also appear in Analytics (with a “Client” breakdown and a billable filter) and as columns in Export: Client and Billable for everyone, Rate, Amount and Currency for admins only.
Invoices
In the Finance overview press Invoice, choose the client and the period, how to group lines (by card, member or board), and if needed the invoice number and date, the tax in percent and its name — on top of the amount or included — and a note with payment details, due date or contract number. Then Build invoice and download the PDF.
The invoice is built from the same amounts as the report, so they match to the cent. If something was left out — time without a rate, hours on fixed-fee boards or non-billable time — Tacto says so under the invoice.
AI assistant
Admins can ask the assistant “how much did we bill Northwind in October?” — the money tool reads billable amounts. Rates and clients are changed on the Finance tab, not through the assistant. Any workspace member can ask to log an entry as non-billable — with the same Finance → Settings caveat.
Who sees amounts
- Admins see and change everything: clients, rates and amounts.
- Members see the name of a board's client and whether their entries are billable.
- Guests see none of it.
Rates are the company's prices for the client: they stay even when a person removes their personal settings, so past invoices still add up. Details: Privacy Policy.