How to apply administrative fees on a progress billing project

  • 13 November 2023
  • 5 replies

Userlevel 2

We have projects where we charge professional fees at an hourly rate and others that are billed on a flat rate basis.

We are in the process of configuring an administration fee applicable to professional fees. For hourly rate projects we added an administration fee percentage directly in the billing rule calculation formula, and it works.

On the other hand, we cannot do the same for fixed-price projects, the billing rule doesn’t allow access to the calculation formula. Is there another way to apply an administration fee to progress billing?

5 replies

Badge +18


Please consider using Project Allocation to calculate and add administration fees to progress billing projects.  You will add a new Task and Account Group to the project, such as AdminFee. The Allocation process will post amounts to the new AdminFee Task/Account Group. Then you will add the Admin Fee Account group to the TM Billing Rule for inclusion on  your invoices.

The process & configuration will be similar to applying burden to projects (burden is usually applied for each hour of Labor).  Here is one example:

For additional examples, please read Project Allocation section of Acumatica Help, search this community, and look for videos on You Tube.

Thank you.


Userlevel 7
Badge +9

@ghyslainephilie Depending how you track your cost and whether you track quantity for the related cost codes making up the item you want to bill, you might be able to define “Allocation Rule” to track the hours to be billed and use the tracked task / cost code in your billing rules. If you have a look at “Allocation Rule” help you might find it beneficial for your purpose.

Userlevel 2


We tried to create an allocation rule to apply an administration fee to our project invoices but our local integrator is unable to do so, telling us that this would be a limitation of the system.


Is there another way to apply an administration fee percentage to a project invoice in Acumatica? We have time and material projects and also progressive billing projects. If we do not find a solution to this problem we will not be able to go into production. You are our last resort!

Thank you in advance for your help!

Userlevel 7

Hi @ghyslainephilie were you able to find a solution? Thank you!

Userlevel 2

Hi @Chris Hackett,

thank you for your follow-up, we are still looking for a solution.

I saw a video about the allocation rules presented by Heidi Dempsey on the forum, I was wondering if she could help us to define what we should ask our provider to do to create a personalization that could manage our administrative fees?


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