Add & manage custom billing rates (Beta)

Work in progress

The functionality is being developed and is currently available for Beta users. Docs on using the feature are being prepared.

Custom 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 custom billing rates.

Note

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

Create a custom billing rate

You can create a custom 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 custom rate.

Attention!

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

To create a new custom rate:

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

2. Click New custom 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 custom rate at a time.
• Services: click New service and select one or more services from the list. For each service, enter the custom rate amount.

4. Click Create.

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

Note

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

Edit custom rate

If your pricing changes or you need to add or remove services from a rate, you can update a custom rate at any time:

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

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

3. Make the adjustments you need and click Save.

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

Delete custom rate

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

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

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

What if I delete service used in custom rate

If you delete or edit a service that is used in a custom rate, the service is automatically removed or updated from that custom rate. The custom rate itself remains active for any other services included in it.

Set up employee access to manage custom rates

By default, only firm owner and admins can manage custom rates. To allow a specific employee to create and edit custom 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 custom rates and Manage services toggles.

3. Click Save.

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