Finance > Custom billable rates

Create a specific set or rates for use for certain customers

To supplement the standard or default billable rates, you have the option to create one or more custom rate cards. This feature is designed to streamline the process of establishing rates for various projects.

A special rate card can be established and made accessible for projects associated with one or more companies. The rates are determined per role, and each rate card is designed for a single currency. This custom rate card is exclusively applicable to projects that operate in the currency specified on the card and for the relevant customers.

Using custom billable rate cards can save time and reduce potential errors, as the applicable rate card can be set on the project, rather than manually entering the rate for each person on the project.

Examples of when custom billable rates might be useful are:

• when you have agreed discounted rates with a key customer

• need to use rates that have been set by a government agency or as being part of a panel

• or are required to are used is on Government projects where cheaper rates are negotiated

Setting a custom billable rate card on a project

If custom billable rates are available to a company, when creating a project you will be able to choose to use the standard billable rates, or select a rate card that is available to them. The rate card a project is using can be changed on settings > general within the project if needed too.

Maintaining custom billable rates

Custom billable rate cards are not complicated to setup but making changes to them should be done with caution as once changed they will become available for use for new projects, or when adding people to an existing project for the first time.

Creating a Custom Billable Rate Cards

Click the blue + button to create a new Custom Billable Rate card.

• Card name: Should be something descriptive as this is what people can choose from when selecting a Custom Billable Rate on a Project.

• Description: This is only displayed on the Custom Billable Rate card screen and can be used to provide context on where this card should be used

• Currency: The currency must be set (if the Custom Rate Card is in a different currency to the project currency, costs will be converted to the project currency for indicative margin reporting)

• Hourly Rate: Enter the hourly rate or use a daily rate to calculate the hourly rate for all roles listed (all calculations will use the hourly rate figure)

• Choose which companies the Custom Billable Rate card can be used by

• A Custom Billable Rate card must be active to be used within a project.

Editing Custom Billable Rate Cards

Custom billable rate cards can be edited by clicking the three dots to the right of a rate card. The card can be made available to additional companies as required (for example multiple government agencies may use the same rates). Be aware that changing the rate will not change the billable rate for any person who has already been added to a project or timecode.

If you need to refresh the rates for on projects that are in-flight you will need to reselect the rate card on the project and timecodes. The new rate will be used when adding a person to something for the first time.

Refer to the Changing billable rates on a project article for details on editing rates on in-flight projects →

Deleting Custom Billable Rate Cards

Custom billable rate cards can be deleted by clicking the three dots to the right of the card. Note that a custom billable rate card can only be deleted if it hasn’t been applied to a project that is still underway.

Custom billable rate cards that are no longer required can be made inactive unticking the “Active” option