For project-based work that is billed as a flat fee rather than hourly labor (such as deep cleaning projects, special projects, or one-time services), WorkRecords can still be used to support approval workflows and invoicing.

Setup Instructions

1. Create a Worker Profile

Create a worker using the name of the project or service being billed (example: “Deep Cleaning”).


Use a placeholder SSN that is unlikely to belong to a real individual. We recommend using repeating or clearly fictitious number patterns such as 010-10-7895.


If the SSN is already in use within the system, simply adjust the number slightly before saving. For example:

  • 010-10-7896
  • 010-10-7897

2. Create an Order Confirmation

Create an Order Confirmation for the project.


When creating the order:

  • Set both the hourly pay rate and bill rate to $0.00
  • Add the project amount using an AddOn


We recommend using a dedicated Flat Rate Fee AddOn for project-based billing whenever possible, as it provides clearer tracking and reporting for both the supplier and customer.


If the Flat Rate Fee AddOn is not currently available in your account, please open a ticket with WorkRecords Support, and we can assist with enabling it.


If the charge is a one-time item or needs to be processed immediately, the MISC AddOn can also be used as a temporary option.

3. Edit in a Short Segment

Locate the worker/project and manually edit in a short WorkSegment for the billing period.


Recommended example:

  • 8:00 AM – 8:05 AM

Using a short segment helps avoid disruption to LMS reporting and labor metrics.


When editing the segment:

  • Select Note and include detailed information about the project
  • Include the applicable service or billing date range
  • Enter the project amount in the AddOn field

Example note:
“Deep cleaning project completed for banquet kitchen. Covers services performed 5/1/26 – 5/7/26.”

4. Select the Appropriate Job Activity

A Job Activity must be selected when creating the segment.


Please note:

  • The selected Job Activity will receive both the hours and the associated cost
  • Large project fees may artificially inflate average hourly rate reporting within the customer’s LMS

If the customer would prefer separate tracking for this type of work, WorkRecords Support can assist with creating a dedicated Job Activity specific to project-based billing.


When submitting the support request, please include:

  • Property contact name
  • Property contact email address

This allows the WorkRecords team to coordinate proper coding and reporting setup with the property.

5. Approval & Invoicing

Once the segment and AddOn amount have been entered, the TimeCard is ready for property approval and invoicing.


Please coordinate with the property regarding whether:

  • The charge should be included on the regular weekly invoice, or
  • A separate invoice is preferred for the project work