User Rates - Teamwork.com Support

✔️ Available (with limits) on all subscriptions. ¹

_{See "Feature access" below for
more information.}

What	User rates are either cost or billable hourly rates. Cost rate: The hourly cost, to your company, to employ someone. Billable rate: An individual's hourly rate. This is what you charge for someone's time on a project.
Why	Calculate the cost of work performed with billable rates to accurately invoice clients. Budget and track costs and monitor profitability effectively by calculating the cost incurred to perform work with cost rates.
Who	Site admins (in the owner company) can view and manage site-wide billable and cost rates, update user cost rates retroactively, and project billable rates. Site admins (in external companies) and project admins can view and manage project billable rates. Standard users with the project permission to: View hourly rates (allows users to view project billable rates). Edit hourly rates (allows users to edit project members' billable rates). 📝 Cost and billable rates can be set for standard users and client users.
When	You need to: Ensure that clients are billed accurately for the services provided. Report on, track and monitor profitability.

What	User rates are either cost or billable hourly rates. Cost rate: The hourly cost, to your company, to employ someone. Billable rate: An individual's hourly rate. This is what you charge for someone's time on a project.
Why	Calculate the cost of work performed with billable rates to accurately invoice clients. Budget and track costs and monitor profitability effectively by calculating the cost incurred to perform work with cost rates.
Who	Site admins (in the owner company) can view and manage site-wide billable and cost rates, update user cost rates retroactively, and project billable rates. Site admins (in external companies) and project admins can view and manage project billable rates. Standard users with the project permission to: View hourly rates (allows users to view project billable rates). Edit hourly rates (allows users to edit project members' billable rates). 📝 Cost and billable rates can be set for standard users and client users.
When	You need to: Ensure that clients are billed accurately for the services provided. Report on, track and monitor profitability.

Feature access

	Free Forever _{(& other legacy plans)}	Starter	Deliver _{(& Pro)}	Grow _{(& Premium)}	Scale _{(& Enterprise)}
Set & manage user rates	✔	✔	✔	✔	✔
Change cost rates retroactively	✔	✔	✔	✔	✔
View user rates history	✗	✔	✔	✔	✔
Bulk edit user rates	✗	✔	✔	✔	✔
User rates management view per project	✗	✔	✔	✔	✔
Change project billable rates retroactively	✗	✗	✗	✔	✔

_{Scroll
horizontally for more
information:}

	Free Forever _{(& other legacy plans)}	Starter	Deliver _{(& Pro)}	Grow _{(& Premium)}	Scale _{(& Enterprise)}
Set & manage user rates	✔	✔	✔	✔	✔
Change cost rates retroactively	✔	✔	✔	✔	✔
View user rates history	✗	✔	✔	✔	✔
Bulk edit user rates	✗	✔	✔	✔	✔
User rates management view per project	✗	✔	✔	✔	✔
Change project billable rates retroactively	✗	✗	✗	✔	✔

Before you start

Cost rates can only be set at site level.
Billable rates can be set at site and/or project level.

Site-level billable rates are the default rate used when a user logs billable time on a project.
If a site-level billable rate is set after a user is added to a project, the rate will not be inherited for that project.
Project-level billable rates apply only to that project and override a user’s site-level rate (if one is set).

Currency

Currency is set at site level and is applied to all user billable and cost rates. Changing the site-wide currency updates all existing user rates, but doesn’t impact completed invoices.

🔑 Site currency can only be managed by owner company site administrators.

Permissions

Permission levels dictate the actions a user can take relating to user rates.

	Project permissions			Site permissions
Action	"View rates" permission	"Edit rates" permission	"Project admin" permission	External company admin	Owner company admin
View project hourly rates	✔	✔	✔	✔	✔
Edit project hourly rates	✗	✔	✔	✔	✔
View project profitability	✗	✗	✗	✗	✔
View site wide billable rates	✗	✗	✗	✗	✔
Manage site wide billable rates	✗	✗	✗	✗	✔
View site wide cost rates	✗	✗	✗	✗	✔
Manage site wide cost rates	✗	✗	✗	✗	✔

_{Scroll
horizontally for more
information:}

	Project permissions			Site permissions
Action	"View rates" permission	"Edit rates" permission	"Project admin" permission	External company admin	Owner company admin
View project hourly rates	✔	✔	✔	✔	✔
Edit project hourly rates	✗	✔	✔	✔	✔
View project profitability	✗	✗	✗	✗	✔
View site wide billable rates	✗	✗	✗	✗	✔
Manage site wide billable rates	✗	✗	✗	✗	✔
View site wide cost rates	✗	✗	✗	✗	✔
Manage site wide cost rates	✗	✗	✗	✗	✔

User rate changes

When you change a user’s existing rate, the updated rate applies to the entire day.

Example:

A user's billable rate is changed at 11:30AM on April 6th.
The new rate applies to billable time logged by the user starting from the previous midnight, i.e. the entirety of April 6th.
All billable time the user logs on April 6th, and going forward, uses the new rate (until it’s changed).

Once a user’s rate is updated, Teamwork.com uses that rate to calculate invoice fees related to their billable time.

Cost rates and project billable rates can be updated retroactively from a specific date you choose.

Manage site-wide cost rates

Set or change user cost rates via the People area's Cost rate column.

Click People in Teamwork.com's main navigation menu.
Scroll to the relevant user row.
Hover over the user's Cost Rate field.
Click the pencil icon. If the user has no rate set, click Add rate.
Enter a new cost rate.
Press Enter on your keyboard to save.

The user's cost rate is set and applies going forward.

💡 Site-wide cost rates can also be set or updated from the user details Essentials tab.

Update cost rates retroactively

Update a user's cost rate and apply it retroactively from a specific date.

Click People in Teamwork.com's main navigation menu.
Scroll to the relevant user row. The user must have a cost rate already set.
Hover over the user's Cost Rate field.
Click the current cost rate value. A slide-out panel opens on the right.
Enter a new cost rate.
Select the from option.
Choose a date to apply the new rate from. This is where you can choose a date in the past as the cost rate's starting point.
Click Save changes.

The new cost rate is set and applies from the chosen date. Associated data (where the user's rate is referenced) is updated accordingly.

Manage site-wide billable rates

Update user billable rates via the People area's Billable rate column.

Scroll to the relevant user row.
Hover over the user's Billable Rate rate field.
Click the pencil icon. If the user has no rate set, click Add rate.
Enter a new billable rate.
Press Enter on your keyboard to save.

The user's default billable rate is updated and applies going forward.

💡 Site-wide billable rates can also be set or updated from the user details Essentials tab.

Bulk edit site-wide billable rates

You can set the same billable rate for multiple people. Have we mentioned we’re all about saving time?

Click People in Teamwork.com's main navigation menu.
Select the users you want to update:

All users: Check the box on the Name column heading's left.
Manually select: Check the box on each user's left. Select only those you want to update.

Click the $ icon in the floating actions bar at the bottom of the page. This appears when at least two people are selected.
Enter a rate into the billable rate field.
Click Set rates.

The rate is applied as each selected user's default site-wide billable rate.

Manage project billable rates

Set billable rates for individual projects on your site. When set, these override the default site-level billable rate (but just for this particular project).

Click Projects in Teamwork.com's main navigation menu.
Search for and select a project.
Switch to the Finance tab.
Click the Rates tab.
Scroll to the relevant user.
Hover over the user's current rate.
Click the current rate value. A slide-out panel opens on the right.
📝 You can also click Set rate (if the user has no rate) or click the pencil icon (if a rate is set). This allows you to quickly update the rate from today only.
Enter a new billable rate for the user.
Choose how to apply this rate:

From today: The new rate applies to billable time logged by the user starting from the previous midnight.
From a specific date: Apply the rate from a specific date.
For project duration: Apply the rate from the project's start date. If no start date is set, the project's creation date is used.

Click Save changes.

The user’s project billable rate is updated and applies going forward.

📝 Deleted users

A user's logged time remains on your site after the user is deleted. Therefore, the user will remain listed in the Rates tab on any projects the user has logged time on.

Bulk edit project billable rates

You can set the same project billable rate for multiple people.

Click Projects in Teamwork.com's main navigation menu.
Search for and select a project.
Switch to the Finance tab.
Click the Rates tab.
Select the users you want to update:

All users: Check the box on the Name column heading's left.
Manually select: Check the box on each user's left. Select only those you want to update.

Click the $ icon in the floating actions bar at the bottom of the page.
Click the pencil icon in the floating actions bar at the bottom of the page. This appears when at least two people are selected.
Enter a new rate for the user.
Choose how to apply this rate:

From today: The new rate applies to billable time logged by the user starting from the previous midnight.
From a specific date: Apply the rate from a specific date.
For project duration: Apply the rate from the project's start date. If no start date is set, the project's creation date is used.

Click Save changes.

The new rate is set for all selected users and applies from the chosen date. Associated data (where their rate is referenced) is updated accordingly.

📝 Financial reports and budgets are automatically updated when a historical rate is modified. Time logs on open or completed invoices are not updated.

View historical rates

View a user's historical (i.e. previous) rates on individual projects.

Click Projects from Teamwork.com's main navigation menu.
Search for and select a project.
Switch to the Finance tab.
Click the Rates tab.
Click a user’s name.
Scroll to the Effective rate section.

The user's rate history for the project includes each rate change (billable rate value, date range the rate applies to, who changed the rate and when).

Best practices

Accurate time tracking: Leverage time tracking in Teamwork.com to capture billable and non-billable hours spent on tasks, allowing for precise invoicing, cost analysis, and better understanding of resource utilization.
Assign correct rates: Assign appropriate cost and billable rates to people to accurately reflect the true costs and potential revenue generated. Use retroactive rate management to ensure rates are applied for their exact relevant periods.

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Also
available on legacy subscriptions:
Pro, Premium,
Enterprise.}

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