Rates are available (with limits) on all plans.
See the Rates feature access table for more information.
What
Project rates let you override a user’s default billable rate for a specific project. When set, they take priority over both site-wide user rates and role rates for that project.
Why
  • Apply negotiated or client-specific pricing.
  • Support retainers, long-term contracts, or non-standard billing models.
  • Adjust billing on individual projects without changing global or role-based values.
Who
  • Project admins can view and edit project rates.
  • Site admins can manage project rates across all projects.
  • Standard users with permission to edit hourly rates can update rates on projects they have access to.
When
Use project rates when billing for a project must differ from a user’s default or role-based rate.

Before you start

  • Deleted users with previous time logs remain visible in the associated project's Rates tab. This preserves historical and financial accuracy.
  • If you edit a user's billable amount after setting the type to role rate, the rate type converts to a project rate.

Understand available rate types

Each project displays a rate type picker for every user. Available options include:
  • User rate uses the user’s default site-wide billable rate until changed.
  • Project rate applies a project-specific billable amount.
  • Role rate is available when the user has an assigned role with a defined billable rate in the client's currency.

Edit project rates

Use the slide-out editor or inline edit controls to update a user’s project billable rate.
  1. Open the project.
  2. Switch to the Finance section.
  3. Select the Rates tab.
  4. Locate the relevant user.
  5. Select Project rate from the Billable rate type picker.
  6. Click the current billable value to open the editor.
  7. Enter the new rate amount.
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  8. Choose how the rate should apply:
    • From today applies starting from midnight today.
    • From start date applies from the project start date.
    • For project duration applies from project creation or start date through completion.
Project rate changes affect open invoice calculations and profitability reporting. Time already included in completed invoices is not changed.

Review project rate history

Each user’s slide-out rate panel includes a detailed history showing:
  • Billable values applied over time
  • Effective date ranges
  • Which rate type was used (User, Role, Project)
  • Who made the change and when
When a role’s billable rate changes, entries are automatically added to project rate history for users currently using that role rate.

Bulk edit project rates

Apply the same project rate to multiple users at once.
  1. Open the project and go to Finance → Rates.
  2. Check the box to the left of each user you want to update.
  3. Choose the bulk Edit rate action.
  4. Click the pencil icon in the floating menu at the bottom of the users list.
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  5. Enter the new billable rate and choose how it should be applied.
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  6. Click Save changes.
Bulk updates apply as project rates only and do not change site-wide billable values.

Best practices

  • Set baseline rates early: Define site-wide user rates before time tracking begins to ensure consistent billing and cost calculations from day one.
  • Use role rates for consistency: Apply role-based billable rates when multiple users perform similar work and should share the same billing value.
  • Reserve project rates for exceptions: Use project billable rates only when a specific client, contract, or budget requires pricing that differs from standard user or role rates.
  • Review rate impact regularly: Periodically review rates and rate history to ensure billing and profitability reporting remain accurate as projects evolve.