Rates are available (with limits) on all plans.
See the Rates feature access table for more information.
What
Site-wide user rates define the default billable and cost values used when a person logs time. These rates apply across all projects unless overridden by a project billable rate or a role billable rate.
Why
  • Ensure accurate and consistent billing across projects.
  • Track internal delivery cost using cost rates.
  • Establish baseline pricing before applying project or role overrides.
Who
  • Site owners and site admins in the owner company can set and manage all site-wide billable and cost rates.
  • Project admins can view or manage project-level hourly rates on projects they administer.
  • Standard users may be granted project permissions that allow them to view or edit project-level hourly rates.
Cost and billable rates can be set for both standard users and client users.
When
Use site-wide user rates when establishing your organisation’s baseline pricing and cost structure.

Before you start

Site-wide user rates form the baseline used when no project or role rate is selected. They are each user's default rates.
Rate visibility: Cost rates are site-wide user rates that apply across all projects a user logs time on. Site-wide cost rates are only visible to site owners and owner company site administrators. Project-level hourly rate visibility is controlled separately through project permissions and applies to billable rates.
  • Cost rates can only be set and viewed by site owners and owner company site administrators. Cost rates apply site-wide to all projects a user logs time on and cannot be overridden per project. Although cost rates may be displayed in project financial views, they remain site-wide user rates.
  • Billable rates can be set at site level and optionally overridden on projects.
    • Site-wide billable rates act as a user’s default billing value.
    • If a site-wide billable rate is added after a user has already joined a project, it does not retroactively apply to that project.
    • Project billable rates override site rates within that project only.

Work with currency and multi-currency

Site currency determines the currency used for billable and cost rates.
Only site owners and owner company site administrators can change site currency.
If multi-currency is enabled, you can define a billable rate per supported billing currency for each user.

Set a user’s site-wide cost rate

Set or update cost rates from People → Cost rate.
  1. Click People in Teamwork.com's navigation menu.
  2. Scroll to the relevant user.
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  3. Next, choose how you want to edit and apply the cost rate:
    1. From today: Hover over the cost rate and click the pencil, then set a new cost rate.
    2. Retroactively: Click the Cost rate field. Update the user's cost rate in the slide out panel and choose the date you want the rate applied from. Click Save changes.
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Retroactive updates recalculate associated financial data. Time logs already included in completed invoices are not updated.
Site-wide billable and cost rates can also be managed via the user details Essentials tab.

Set a user’s site-wide billable rate

Billable rates define the default hourly amount charged for a user’s work.
  1. Click People in Teamwork.com's navigation menu.
  2. Scroll to the relevant user.
  3. Hover over the Billable rate field (in the relevant currency) and click the pencil.
  4. Enter the billable value.

The billable rate automatically saves when you click away from the field.

See how billable rate changes apply

  • Updated site-wide billable rates apply to the entire day, starting from midnight.
  • Only project billable rates can be applied from a specific date or for a project’s duration.

Bulk edit site-wide billable rates

Apply the same site-wide billable rate to multiple users at once. 
  1. Click People in Teamwork.com's navigation menu.
  2. Check the box on the left of each user you want to update.
  3. Click the Dollar icon ($) in the floating menu at the bottom of the users list.
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  4. Enter the billable rate for each relevant currency. If multi-currency is enabled, you can set billable rate fields for each active currency.Image Placeholder
  5. Click Set rates to save the changes.
The updated rates are applied as each user’s default site-wide billable rate in each currency.

View user rate history

User rate history is stored at project level. Site-wide rate changes do not maintain a standalone audit trail, but project rate history reflects all effective rate changes used for billing.
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Deleted users remain visible in project rate history and in projects where they logged time. Historical financial data is preserved so invoices, reports, and profitability calculations remain accurate.

Best practices

  • Review rates regularly: Keep site-wide rates aligned with your pricing and cost model.
  • Use roles for consistency: Apply role rates when many users share the same billing value.
  • Track time accurately: Reliable time logging ensures meaningful billing and reporting.