Add & manage billing rates

Billing rates let you charge clients based on who’s doing the work: set different rates for different employees and apply them across time entries, invoices, and proposals. Here you’ll find out how to create and manage billing rates.

Note

This article is for firm owners, admins and employees with access rights to manage services and billing rates only.

Create a billing rate

You can create a billing rate, add any number of services, and assign employees to it. Rates can reflect different roles, such as bookkeeper, tax preparer, or tax consultant, or different seniority levels, such as junior or senior specialists. Each assigned employee will have that rate applied to all services included in the billing rate.

Important

Each team member can belong to only one billing rate. All services that require a specific rate for that person must be added to that same rate.

To create a new billing rate:

1. Go to Billing > Services from the left menu bar and open the Team members billing rates tab.

2. Click New billing rate.

3. Fill in the details:

• Rate name: enter a name that identifies the rate, for example, Tax advisor or Junior bookkeeper.
• Team members: select the team members to assign to this rate. Each team member can only be assigned to one billing rate at a time.
• Services: click New service and select one or more services from the list. For each service, enter the rate amount.

4. Click Create.

Once set up, billing rates can be used in time entries , invoices, and proposals .

Note

Billing rates apply per employee across all clients—the same rate is used regardless of which client they’re working on.

Edit a billing rate

If your pricing changes or you need to add or remove services from a rate, you can update a billing rate at any time. You can do it from the Services page or from the Settings page.

From the Services page

1. Go to Billing > Services from the left menu bar and open the Team members billing rates tab.

2. Click the three dots next to the billing rate and select Edit.

3. Make the adjustments you need and click Save.

From the Teams & plans page

1. Go to Settings > Team & plans from the left menu bar and open the Team members tab.

2. Open a team member’s profile and find the Billing and cost rates panel.

3. Click the edit icon to open it.

4. Make the adjustments you need and click Save.

The Billing and cost rates panel also holds the team member’s employee cost rate , which you can set from this same panel .

Note

Rate changes apply to new time entries and invoices only. To update the rate on an already existing entry, adjust it manually .

Update rate after employee gets promoted

To update a promoted employee’s billing rate, you have two options:

• Edit the rate directly in the existing billing rate—note that this will affect all employees assigned to it.
• Remove the employee from their current billing rate, then assign them to a new one that reflects their updated rate.

Delete a billing rate

If a billing rate is no longer in use, for example, a role no longer exists in your firm, you can delete it to avoid clutter:

1. Go to Billing > Services from the left menu bar and open the Team members billing rates tab.

2. Click the three dots next to the billing rate and select Delete, then confirm.

What if a service used in a billing rate is archived or deleted

If you edit a service used in a billing rate, the update is automatically reflected in that billing rate.

Archiving the service doesn’t remove it from the billing rate by default—the archived service simply can’t be used in new invoices, recurring invoices, proposals, templates, or time entries. To also remove it from every billing rate and template it’s part of, check Remove this service from templates and billing rates when archiving.

Permanently deleting an archived service always removes it from every billing rate, invoice template, recurring invoice template, and proposal template it’s part of. This can’t be undone.

In every case, the billing rate itself stays active for any other services included in it.

Set up employee access to manage billing rates

By default, only firm owner and admins can manage billing rates. To allow a specific employee to create and edit billing rates, grant them the required access rights:

1. Go to Settings > Team & Plans from the left menu bar, open the Team members tab, click the three dots to the far right of the employee’s name, and select Edit.

2. Enable the Manage billing rates and Manage services toggles.

3. Click Save.

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