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# Time and cost tracking per project

## Modify Associate — Cost & Working Configuration
## Overview
The **Add Associate** window allows administrators to configure billing rates for a team member. These values are used for productivity tracking, cost estimation, and reporting.
This guide explains each field and how to configure it correctly.

## Access Path
**Admin Settings → Associates → Add Associate**
![Image 8Ccor7](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_8ccor7.png)
![Image v0rpmy](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_v0rpmy.png)


## Field Descriptions
### 1. Cost Per Time
**Definition:**
The internal cost of the associate per time unit (e.g., hourly cost to the company).
**Purpose:**
Used for internal cost calculations and profitability analysis.
**Example:**
If an employee costs ₹500 per hour to the company, enter `500`.

### 2. Charge Out Rate / Price Per Time
**Definition:**
The billing rate charged to clients for the associate’s time.
**Purpose:**
Used for revenue estimation and billing reports.
**Behavior:**
The system automatically calculates the **Estimated Charge Out Rate** based on configured inputs.
**Example:**
If the client is billed ₹1,200 per hour, enter `1200`.

## Best Practices
✔ Keep **Cost Per Time** aligned with payroll or internal costing standards
✔ Ensure **Charge Out Rate** reflects client billing agreements

## When to Update These Values
Update associate configuration when:
* Compensation structure changes
* Client billing rates are revised
* Work schedules are modified
* The associate moves to a different role

## Troubleshooting
**Issue:** Estimated charge rate not updating
**Resolution:** Verify both cost and charge-out fields are filled correctly.
**Issue:** Incorrect productivity or cost reports
**Resolution:** Review working days and working hours configuration.


## Bulk Upload Associates — Excel Template Guide
## Overview
The **Bulk Upload** feature allows administrators to add multiple associates at once using a predefined Excel template. This method is ideal for onboarding teams quickly while ensuring billing and cost settings are configured consistently.
This guide explains how to fill the template correctly and upload it without errors.

### Column Descriptions
#### First Name
The associate’s given name.
**Example:** Varun

#### Last Name
The associate’s family name.
**Example:** Reddy

#### Email \*
The associate’s official work email address.
**Important Rules:**
* Must be unique
* Must be valid email format
* This field is mandatory
**Example:** varunreddy[@sample.in]()

#### Charge Out Rate / Hourly Price
The billing rate charged to clients for the associate’s work per hour.
**Purpose:**
Used for revenue calculations and client billing reports.
**Example:** 5000

#### Hourly Cost
The internal hourly cost of the associate to the organization.
**Purpose:**
Used for profitability and cost analysis.
**Example:** 4000

## Step-by-Step Upload Process
* Download the bulk upload template from the Admin panel
![Image Htjxqi](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_htjxqi.png)
![Image bzfxi](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_bzfxi.png)
* Enter associate details in each row
* Verify email accuracy and remove blank rows
* Save the file in Excel format (.xlsx)
![Image 17K3Y54](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_17k3y54.png)
* Upload the file via:
**Admin Settings → Associates → Bulk Upload**
![Image Vc7Ns5](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_vc7ns5.png)
* Confirm the upload and review the success message

## Formatting Rules
✔ Do not change column names
✔ Do not add extra columns
✔ One associate per row
✔ Avoid special characters in email fields
✔ Numeric values only for cost and rate fields
✔ Remove sample data before uploading

## Common Errors & Fixes
**Error: Duplicate email detected**
→ Ensure each associate has a unique email address.
**Error: Invalid file format**
→ Upload only the official template in .xlsx format.
**Error: Upload failed or partial import**
→ Check for empty required fields or modified column headers.
**Error: Incorrect cost or billing values in reports**
→ Verify numeric entries without currency symbols.

## Best Practices
* Use official work email IDs only
* Validate data before upload
* Keep a backup copy of your sheet
* Upload in smaller batches for large teams
* Ensure cost and billing values match company policy