Last updated: October 2025
Purpose
This policy explains:
When to bill a client for work
How to group and send invoices
What to do if you use or don’t use Timely
1. When to Bill a Client (Timely)
If a client asks for it → Bill that client.
Example: Volt asks for new animations → bill Volt’s project.If it helps everyone → Bill Admin (BloomCU / MetriFi).
Example: Fixing bugs or improving the base theme.Simple rule:
Ask, “Who requested this work?”If a client, bill the client.
If no one, bill Admin.
2. How to Submit Invoices
If You Use Timely
Send one invoice per bucket each billing cycle:
Support – client support and fixes, Ratestream
Build – new website projects, base theme
Admin (MetriFi) – MetriFi/BloomCU work, meetings
UXR - Billed against a client's retainer, UXR tasks or admin
Paraloom - Expenditures relating to providing services to clients, meetings and tasks for Paraloom
Marketing- MetriFi and Paraloom marketing related tasks
Add line items for each client and hours worked.
Timely is the record of truth for time tracking.
If you have questions - Ask the project manager!
If You Don’t Use Timely
Send a separate invoice per client.
Include hours and short task notes.
4. FAQ
Q: How do I know if it’s client or shared work?
A: If a client asked for it, bill their project. If it’s for all clients (like bug fixes), or general tasks/ internal meetings bill Admin.
Q: What if a client’s feature becomes part of the base theme?
A: Still bill the client who asked for it.
Q: What is a “bucket”?
A: A group type for your invoice — Support, Build, UXR-billable, UXR-non-billable, Paraloom, or Admin.
Q: How often should I invoice?
A: Invoices are due on the 1st and 15th. Hours worked between the 1st and 14th should be reflected on your invoice on the 15th, and hours worked from the 15th to the end of month will be reflected on your invoice on the 1st. International contractors have the option to submit their invoice once a month to avoid international transfer fees.
Q: What if I make a mistake?
A: Notify Derik or his assistant — they’ll help correct it.
Q: Who can I ask for help?
A: The project manager
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