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Billable Time Calculations & Examples

At WPBarista we offer a variety of billing arrangements to suit your unique needs.

If you want to know how we breakdown and bill for the never ending list of items we can help you with, you’ve come to right place!

Per-Hour Billing VS. Flat-Rate Billing

If we are assisting you on a per hour basis we record the Staff name, Team (VA or Dev), date, time, task & project for every minute. We work quickly and efficiently, and invoice in 6 minute increments with a minimum of 30 minutes.

A per-hour support ticket allows the most flexibility and you can edit and change to your heart’s content (see the examples below). Once completed you will receive an invoice with billable time and dispersements just like any other professional.

If we are working flat-rate on a project, then we provide a mutually agreed upon scope of work before the project is started and we stick to it, much like a quote from a tradesperson.

We will do everything we can to make you happy within that scope. Want to add something on? We can do that! Just let us know in writing and we will adjust the scope.


Invoicing is completed on a weekly basis with the cut off for each week being Saturday at midnight. Depending on which day of the week your project starts, there may be more than one invoice per project(new as of 2022). Rest assured, you are only being invoiced for time spent.

Non Billable Items

There are several items that we classify as “non-billable” because they may be pre-paid, included in a flat-rate or part of agreed post-project support.

In most cases your timesheets will have a ‘non-billable’ note on those entries. Some examples include hosting support, domain support and post-project support, as well as anything we’ve deemed complimentary.

Other Billable Items

Any requests outside of the stated scope of work will be considered an add on and will be billed at an hourly rate of $35/hr for Virtual Assistant Services and $89/hr for Developer services respectively.

Consultations for Marketing and Strategy with Cathy Mitchell-Tibbles are invoiced at $120/ 45 minute session.

Premium plugin licenses and other dispersements are passed directly to you without markup.

We work hard to keep our rates extremely competitive because we love working with you.

Not sure where your request might fit or how much it will cost? Shoot us a message and we will be happy to give you a hand. We are always here to help.

Example Scenarios

Example 1 
1) we add a plugin, set it up the best we can based on your request. We adjust 6 settings and test. Seems good.
2) After reviewing work, you let us know you wanted a different setting on #2 than the one we used, and 3 other things are not what you expected. You need some more edits.
3) Then later small adjustments to styles or copy or another setting.
4) Then a few days later and some more testing, it turns out that there’s a conflict and we have to fix another plugin to play nice with the new one.

In the above, all 4 items numbered would be invoiced as billable. 

Example 2 
1) as above we install & configure a plugin
2) after using it for 2 days, you let us know we used the wrong email than the one you had asked for. Or we set it up on the wrong page than you had specifically asked for.

In that example, we fix our mistake, not-billable, of course!

All jokes aside, we offer professional services and in order to serve you to the best of our ability we are transparent with our costs and pricing.

Every single one of us at WPB operate with the highest integrity in handling your requests, your passwords, and your invoices.

If you ever have any questions please don’t hesitate to reach out, we are always here to help!