Rates are available (with limits) on all plans.
See the Rates feature access table for more information.
Feature overview
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 on projects they administer.
  • Site admins can manage project rates across all projects.
  • Standard users may need additional project permissions to view or edit hourly rates.
When
Use project rates when billing for a project must differ from a user’s default or role-based rate.
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Project rate visibility

Project rate visibility
Project rates affect billable rates only. They are controlled through the View Hourly Rates and Edit Hourly Rates project permissions. Cost rates are site-wide user rates that apply across all projects a user logs time on, and remain restricted to site owners and owner company site administrators.
Action
Project admin
or site admin
View Hourly Rates
permission
Edit Hourly Rates
permission
View project billable hourly rates



Edit project billable hourly rates



Bulk edit project hourly rates



View project rate history



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Before you start

Requirements

  • You need access to the project’s Finance section.
  • You need the appropriate project permission to view or edit hourly rates, unless you are a project admin.

Things to know

  • 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.
  • Project rate changes affect open invoice calculations and profitability reporting. Time already included in completed invoices is not changed.

Understand rate priority

Project rates take priority over other billable rate types for the project. If no project rate is set, Teamwork uses the next available rate in the hierarchy.

Priority
Rate type
Used when
1
Project rate
A custom project-specific rate is set for the user.
2
Client role rate
A client-specific role rate is available for the project’s client.
3
Role rate
The user has an assigned role with a defined billable rate.
4
User rate
No project, client role, or role rate applies.
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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.
    Project rates tab with the billable rate type picker set to Project rate
  6. Click the current billable value to open the editor.
  7. Enter the new rate amount.
    Project billable rate slide-out editor
  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.
  9. Click Save changes.
Billing impact: 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.
    Bulk edit project billable rate floating menu
  5. Enter the new billable rate and choose how it should be applied.
    Bulk edit project rates slide-out editor
  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.