What are rate cards?

Rate cards allow you to set up different pricing tiers for your needs – from pre-agreed client rates to international clients and different project types. You can assign these to roles, items, and expenses, ensuring consistency across your projects.

Why use rate cards

Rate cards streamline pricing, ensuring you apply consistent rates across roles, items, and expenses. Assigning rate cards to specific companies ensures you never forget to update rates again.

Standard rate card

The standard rate card consists of your base rates for roles, items, and expenses. This is your default rate card when creating jobs unless you change it or link a rate card to a company.

Creating new rate cards

To create a new rate card, navigate to Settings > Roles/Items/Expenses > Create > Rate Card. Set a name, select the currency, and add any percentage variance.

Applying exchange rates

When creating a rate card in a different currency, you can either

Use fixer.io for accurate exchange rates at job creation.
Set a custom exchange rate manually (remember to update these regularly, as needed).

Learn more about how exchange rates work.

Applying a variance

When creating a new rate card, you can apply a percentage variance to adjust the rates relative to your standard rate card.

By using a percentage variance, you can create new rate cards tailored to specific situations (such as a 15% increase on rush jobs or a 10% discount for long-term contracts and repeat business) without altering your base rates.

Adjusting individual rates

You can edit individual rates at any time by clicking the rate field in your rate card. This allows you to adjust rates for specific roles, items, or expenses as needed. It’s important to ensure that any changes are documented, especially if you're adjusting rates for ongoing projects, to maintain transparency and consistency.

Best practice for rate cards

We recommend creating a new rate card for any significant rate changes rather than modifying the existing standard rate card. This way, you maintain a record of previous rates for reference, auditing, and consistency across projects. Keeping historical rate cards helps ensure you can quickly adjust back to older rates if needed, while maintaining transparency.

Duplicating rate cards

You can duplicate non-standard rate cards too which will allow you to apply a variance from that rate card, rather than the standard one.

Assigning rate cards to companies

You can assign rate cards to companies via their profile or from master settings so they're already applied when you create a new job for that company.

From the company profile: Go to Menu > Contacts > Companies, select the client, and assign a new rate card.

From master settings: Go to Settings > Roles/Items/Expenses, click the three dots on the rate card, search for the company, link the rate card and hit save. Repeat for additional companies.