Customizing Rate Sheets

Customizing Rate Sheets | Premium Feature
Location: Administration in the left-side navigation

Customize Rate Sheets to establish billing rules that can be used on projects. Rate Sheet Rules are designated by Person or Resource, and once a Rate Sheet is associated with a project, its rules are applied as progress is logged with Billable Cost Codes.

Rate Sheets are a premium feature in the PROFESSIONAL and ULTIMATE Plans. Organization Administrators on other plans can enable them by upgrading or starting a Premium Features Trial.

This lesson for Org Admins and Workspace Managers explains how to create, edit and archive Rate Sheets. Please see the Customizable Cost Codes lesson to learn about creating Billable Cost Codes. Use the Timesheet Review & Export lesson to learn about downloading tracking data into an Excel file for billing and analysis.

Use the gear icon in the left-side navigation to access Rate Sheets via the Administration hub. Org Admins and Workspace Managers are responsible for setting up and managing Rate Sheets in your workspace. Any member can view the table but only Org Admins and Workspace Managers can create new rate sheets or edit existing ones.

Here’s what you need to know about interacting with this page:

Drop down menu: Filter to see Rate Sheets that are In Use, Archived or view All Rate Sheets.

+Rate Sheet Create a new sheet.

Currency Format: Set the currency for your rate sheets. Changing the currency setting affects all rate sheets (In Use and Archived).

Rate Sheets are always listed in alphabetical order on the table. These are the table columns:

Rate Sheet Name: Clicking on a name takes you to its billing rules page.

Rule Count: Count of rules per rate sheet.

Projects Using: Count of Projects using the rate sheet.

Status: In Use or Archived.

3-dot menu: Rename or archive a sheet.

Use the +Rate Sheet button to add a new Rate Sheet. After you have created the sheet, click on the name in the table to add rate rules. Rate rules are based on Cost Codes and associated with People or Resources. The rate is applied when they log progress.

Here’s what you need to know about interacting with this page:

See which projects use the Rate Sheet: Click on the Projects Using link at the top. The number in parenthesis is the total number of projects using it including Active, On-Hold and Done.

Go back to the Rate Sheet Table: Click on List in the breadcrumb above the rules.

Creating Rules

Cost Code: Select a Billable Cost Code from the drop down or use * to indicate that the rate can apply to any cost code, billable or non-billable. A rate can be set at zero.

Person or Resource: Choose a Person or Resource from the drop down or use * to indicate that the rate can apply to anyone.

Billing Rate: Hourly rate applied when time is tracked. Rates use the currency setting on the Rate Sheet Table page.

Effective From: Date that the rule takes effect. If a past date is selected, the rate syncs up with tracking history.

Add Rule: Create the rule.

Managing Rules

Rule order is important because when people log progress, rules are applied based on the first match. Rules that are based on the * should appear below rules that specify cost codes, people or resources.

Change the order: Use the drag bars on the left to change the order that rules are listed in the table.

Deleting Rate Rules: Use the X on the right to delete a rule. Deleting a rule removes it from the tracking history for that project. If you accidentally delete a rule, create a new one with the same Effective date and history will sync up again.

Updating Rules: Rules can’t be edited. When you need to change a rule, create a new one to replace it and set the Effective From date to correspond with the day that the change should take effect (past date, today or future date). Place the new rule above the old rule. Keeping the old rule preserves its tracking history.

“Projects Using” is the page where you’ll see all the projects using the Rate Sheet. The number in parenthesis is the total number of projects using it including Active, On-Hold and Done. Projects are listed by Collection. Clicking on a Project name takes you to its Project View.

Go back to the other Rate Sheet views using the breadcrumb above the Collections and Projects.

Return to the Rate Sheet by clicking the rate sheet name.

Return to the Rate Sheet Table by clicking List.

To associate a Rate Sheet with a Project you need to update a setting on the Project Edit Panel. Portfolio, Package Project and Grid are all views where you can right-click on a project name to open it’s Edit Panel. Navigate to any of these views by clicking Projects in the left-side navigation.

Rate Sheet is a setting on the Edit Panel Planning tab. Use the drop down menu to make your selection. Rate Sheets are listed alphabetically. You may type to search by rate sheet name.

To associate Rate Sheets and projects you need Project Manager access at the Workspace level. Everyone with access to the project will be able to see the Rate Sheet name.

Rates can be renamed, archived and reactivated. Use the 3-dot menu in this table to make changes.

When a Rate Sheet is Archived it remains associated with Projects, but it cannot be added to new ones.

Archived Rate Sheet history can be exported via Timesheet Export for all projects associated with the Rate Sheet.

Tracking history is preserved as long as the archived sheet remains associated with the project. If you accidentally clear an archived rate sheet from a project, reactivate the sheet and add it back to the project, then archive the sheet again.

Reactivate an Archived Rate Sheet

To reactivate a Rate Sheet after archiving it, change the table display to Archived or All Rate Sheets so you can see it, then open the 3-dot menu and select Reactivate.

Reactivating a Rate Sheet means it can be selected again for other projects. It can even be applied retroactively. As soon as the sheet is associated with a project, tracking history will sync up with the rate sheet.

The images above show how rules are applied to columns in Timesheet Export. Column definitions are provided below.

Logged (h): Billable and Non-Billable hours are in this column.

Logged Billable (h): Hours logged to a Billable Cost Code. This column can include hours logged to Billable Cost Codes that don’t have rate rules in the sheet.

Logged Non-Billable (h): Hours for rate rules using Non-Billable Cost Codes (rule has * set for Cost Code and a Non-Billable Cost Code was selected).

Logged Cost: Billable and Non-Billable costs are in this column. Costs are derived from the billing rate x hours logged.

Logged Cost Billable: Costs are derived from the billing rate x hours logged to a Billable Cost Code with a rate assigned in the Rate Sheet.

Logged Cost Non-Billable: Costs for rate rules using Non-Billable Cost Codes (rule has * set for Cost Code and a Non-Billable Cost Code was selected).