Project > Rates

The project rates screen allow you to easily specify user time and expense type chargeable rates on a per project basis.

Without a time rate set all time for a project will have zero external chargeable value.

• You can apply Project Defaults so that every new project created automatically has a standard time rate set applied.

• You can apply Global Updates so that any project without a time rate set can have one automatically applied.

Project rates can be added and updated via the Projects > Project > Rates screen.

Multiple time and expense rate sets can be applied per project with a priority order.

This allows you to create different charging scenarios for different aspects of your project.

For example, charge user time at different rates depending on the task, or charge user time at different rates depending on whether core time, extra time, or weekend work.

Note: Whilst Project Rate set offer fantastic flexibility in managing complex charge rate rules on a per project basis, for many customers the simplest and most frequent requirement may be to simply have a default time and expense rate set applied to every project.
If this is the case, simply ensure this is selected in Admin > Project Settings > Default Settings meaning all new projects created will automatically have a standard time and rate set applied.
You will then not need to access this screen except for when dealing with specific project charge rate requirements.

Project Rates tutorial

Click the image below to watch a short tutorial on project rates.

*Under construction - apologies for any inconvenience.

Default Rate Sets

We recommend that all projects have default time and expense rate sets applied in order for all invoice rules to work and to ensure all charge details appear in some related reports.

• Default Time Rate set
• • All time logged by employees is costed at the hourly cost as defined in Admin > Users > user profile. This is the internal salary + overhead cost.
  • Without a Time Rate Set all time for a project will have £0 external chargeable value.
  • A Default Time Rate Set sets the external charge value of time to the standard rate as defined in Admin > Users > user profile.
• Default Expense Rate Set
• • All expenses are costed at the rate specified when an expense or purchase invoice is logged.
  • Without an Expense Rate Set all expenses and purchase invoices for a project will have £0 external chargeable value.
  • A Default Expense Rate Set sets the external charge value of expenses to the rate specified when an expense or purchase invoice is logged.
    

New Rate Set

1. Click New Rate Set to add a new rate set.

2. Select whether to create a Time or Expense Rate Set.

3. Enter the Rate Set Name.

4. Complete all required settings (see below for further details on Time and Expense rate sets)

5. Click Save.

Time Rate Set Detail

1. Use the Switch to option to switch between Daily and Hourly Rates.
   This is found in the top right hand corner of the panel.

2. Select which of the five time rate set options to use.

• Standard Charge Rates Use the standard charge out rate assigned to each user in their user profile.

• Rate Card Use a predefined rate card to set user charge rates.

• Single Mark Up Apply a single markup to all user standard charge rates.

• Single Charge Rate Apply a single charge rate to all users

• Custom Charge Rates Provides two options for custom charge rates.
  With either of these options selected you will then need to access the Applicable Users panel (see below) to specify the custom charge rates per user.

• • Define Mark Up % to Current Standard Charge Rate

  • Define Project Rate independent of Current Standard Charge Rate

3. Depending on the rate set option selected, the Project Rate in the Applicable Users panel will automatically update or be made available for entry.

4. Click Save.

Applicable Users

The Applicable Users panel allows you to specify which users are applicable for this time rate set.

1. To automatically always apply this rate set to all users, leave the All Users check box as ticked.
   This means that as new users are added to ProjectMinder they are automatically included in the time rate set.

2. If you only require this rate set applicable to specific users, un-tick the All User check box and then tick the check box against the required users.
   The User drop down filter contains a Project Team filter to allow you to easily filter to those in your project team (assigned in Project > Summary).

Note: If ticking specific users (including if filtered to Project Team) and then using the header check box to select all, please note any new user added to ProjectMinder or the Project Team will not automatically be included in this rate set.

3. If your rate set option is Custom Charge Rates > Define Mark Up %..., enter the Mark Up % against each relevant user.

4. If your rate set option is Custom Charge Rates > Define Project Rate..., enter the Project Rate against each relevant user.

Applicable Tasks

The Applicable Tasks panel allows you to specify which tasks are applicable for this time rate set.

1. To automatically always apply this rate set to all tasks, leave the All Tasks check box as ticked.
   This means that as new tasks are added to the project they are automatically included in the time rate set.

2. If you only require this rate set applicable to specific tasks, un-tick the All Task check box and then tick the check box against the required tasks.

Applicable Hours

The Applicable Hours panel allows you to specify which hours (core/extra) are applicable for this time rate set on a per day basis.

1. To automatically always apply this rate set to all hours on all days, leave all the check boxes ticked.

2. If you only require this rate set applicable to specific hours/days, un-tick the check boxes you do not want applicable to this rate set.

Applicable Dates

The Applicable Dates panel allows you to specify which dates are applicable for this time rate set.

1. To automatically always apply this rate set to all time, leave the Any Start Date and Any End Date radio buttons selected.

2. If you only require this rate set applicable to specific dates, use the radio button selection to access the date picker and set the dates applicable to this rate set.

Notes

The Notes panel allows you to enter any relevant notes against the rate set.
These are for internal reference only and not used elsewhere in ProjectMinder.

Expense Rate Set Detail

1. Select which of the three expense rate set options to use.

   • At Cost Rates Charge expenses at the same rate as their Cost.

   • Single Mark Up Apply a single markup to all expense cost rates.

   • Custom Charge Rates Provides two options for custom charge rates.
     With either of these options selected you will then need to access the Applicable Expense Types panel (see below) to specify the custom charge rates per expense type.

   • • Define Mark Up % to Cost Rates

     • Define Project Rate independent of Cost Rates

3. Depending on the rate set option selected, the Project Rate in the Applicable Expense Types panel will automatically update or be made available for entry.

Applicable Expense Types

The Applicable Expense Types panel allows you to specify which expense types are applicable for this expense rate set.

1. To automatically always apply this rate set to all types, leave the All Expense Types check box as ticked.
   This means that as new expense types are added to ProjectMinder they are automatically included in the expense rate set.

2. If you only require this rate set applicable to specific expenses, un-tick the All Expense Types check box and then tick the check box against the required expenses.

Note: If ticking specific expense types, please note any new expense type added to ProjectMinder will not automatically be included in this rate set.

3. If your rate set option is Custom Charge Rates > Define Mark Up %..., enter the Mark Up % against each relevant expense type.

4. If your rate set option is Custom Charge Rates > Define Project Rate..., enter the Project Rate against each relevant expense type.

Applicable Tasks

The Applicable Tasks panel allows you to specify which tasks are applicable for this expense rate set.

1. To automatically always apply this rate set to all tasks, leave the All Tasks check box as ticked.
   This means that as new tasks are added to the project they are automatically included in the expense rate set.

2. If you only require this rate set applicable to specific tasks, un-tick the All Task check box and then tick the check box against the required tasks.

Applicable Dates

The Applicable Dates panel allows you to specify which dates are applicable for this expense rate set.

1. To automatically always apply this rate set to all expenses, leave the Any Start Date and Any End Date radio buttons selected.

2. If you only require this rate set applicable to specific dates, use the radio button selection to access the date picker and set the dates applicable to this rate set.

Notes

The Notes panel allows you to enter any relevant notes against the rate set.

These are for internal reference only and not used elsewhere in ProjectMinder.

Delete Rate Set

To delete a rate set:

1. Click on the Priority or Name entry in the time or expense rate set table

2. Click Delete Rate Set.

3. Click Save.

Move Up / Move Down

Moving rate sets up or down changes the priority order to which they are applied to time/expenses.
This allows you to include the same criteria in multiple rate sets and action specific items on a priority basis.

For example, you may have one standard rate set covering charge rates for all users on all tasks, hours and dates.
A new, higher priority rate set could then apply a higher rate for certain users or certain tasks.
The priority order ensures the right rate set is looked at first for calculating correct charge rates.

To change a rate set priority:

1. Click on the Priority or Name entry in the time or expense rate set table.

2. Click Move Up / Move Down depending on how you want to prioritise this rate set.

3. Click Save.

Related Links:

Admin > Rate Cards

  Was this topic useful? Click here to provide feedback.

  Need further help? contact support.