Parts of a Rate Table

Rate tables allow you to define different sets of rates, costs, and other information to use on various projects in your account. Rate tables reference the list of Resources in your account and allow you to define values for each Resource. Rate tables also allow you to change the currency for a project.

To create or modify Rate Tables, navigate to Settings > Financial > Rate Tables. Here, you’ll see the list of rate tables in your account. You can see their Names, Currency, and which is the Default table for your account.

On this screen: A table with columns Name, Currency, Accounting Code, and Default. Each row represents a rate table in your account. The Default column shows a checkmark icon next to whichever rate table is set as the account default. A delete button appears on the right of each row. At the bottom of the table, an + Add Rate Table button lets you create a new table.

To Edit an existing table, click on the name of the table you want to edit.

On this screen: The rate table edit page, showing a tab bar with two tabs: [Rate Table Name] Rate Table (currently active) and Resource Rates. The main form card is titled “Rate Table” and contains the following fields: Name (text input, e.g. “2025 Rates”), Currency (dropdown, visible when the account has more than one currency configured), Accounting Code (text input, e.g. “ABC123”), and Default (checkbox, visible when more than one rate table exists). A Submit button and a Back link appear at the bottom of the form.

Here, you can change the name of a rate table, change the currency it’s associated with from the currencies created in your account, and set whether this will be the default rate table.

The Platform will show the Name of the Rate Table in the single-select dropdown on the Project Overview screen and other places where you can select a rate table.
The Currency selection will set the currency that the rate table is in. This currency select changes the styling of the presented pricing information and will convert from one currency to another in the Platform as needed.
Setting the table as the default will make that table the new default table in your account.

To set up information for individual Resources, click the Resource Rates tab.

On this screen: The Resource Rates tab for the selected rate table. A table with columns Resource, External Name, Description, LOB / Category, [LOE Rate Label] Price (right-aligned), and [LOE Rate Label] Cost (right-aligned). Each row represents a resource in your account with its rate table-specific values filled in. An Import button (dropdown toggle) appears above the table for CSV or Excel import. A delete button appears on the right of each row. At the bottom, an + Add Resource Rate button is available.

Here you can see all of the Resources in your account, along with the information specific to this particular rate table.

To Edit a specific Resource in this rate table, click on the Resource.

On this screen: A form card titled “[Rate Table Name] Resource Rate” with two rows of fields. First row: Resource (dropdown, disabled on existing records), External Name (text input), Description (text input with helper text “Use to provide a unique description of the resource for this rate table”), and Line of Business (dropdown with helper text “Leave blank if rate applies to all Lines of Business”). Second row: [LOE Rate Label] Price (number input), [LOE Rate Label] Cost (number input), Travel/Expense Rate (number input with helper text “This rate can be used to invoice customers for resource travel”), and Code (text input). A Submit button and a Back link appear at the bottom.

Here, you can see and edit the specific information relating to that Resource.

Name: This is used for the resources throughout the user interface and can be merged into documents. This field can’t be edited.
External Name: This is an optional field that lets you define an alternative name for the Resource in your documents. It inherits the value from the Resource listing but can be updated here for the Rate Table and updated per Project if permission allows. If a particular resource is called an “Engineer” in one context and an “E1” in another, you can define that here and change it via the rate table on a project.
Description: This is an optional field that lets you describe the Resource. You can use the description in your documents. It inherits the value from the Resource listing but can be updated here for the Rate Table and updated per Project if permission allows.
Price: This is the rate you will charge your client for the Resource’s work. The label reflects your account’s Level of Effort unit setting (e.g., “Hourly Price,” “Daily Price”).
Cost: This is your cost internally for the Resource’s work. The label reflects your account’s Level of Effort unit setting (e.g., “Hourly Cost,” “Daily Cost”).
Travel/Expense Rate: This is the rate you will charge your client for the Resource’s travel and expense time if you create a travel and expense item to account for the effort.
Line of Business: This is the Line of Business/Service Category that is associated with the resource. Leaving this blank will associate this resource to all Lines of Business.

Creating Line of Business/Service Category Specific Resources

You can create Line of Business (LOB) and Service Category (SC)-specific Resource instances. Services in a Project in a specified LOB and SC can have a different rate/cost from the same Resource attached to a Service in a different LOB or SC combination. Since you can define rates at multiple levels, an SC-specific rate will override a LOB-specific rate, and a LOB-specific rate will override a general rate.

Note: On a Rate Table, you can add additional instances of those resources at the Line of Business/Service Category level.

When you add a Service to a Project, the platform determines if the Rate Table assigned to the Project contains an LOB/SC-specific resource, and creates a Project Resource for that LOB/SC if necessary.

For example, you can add an LOB/SC-specific resource to a Rate Table. After adding it, you will see two entries for that resource: one for all LOBs and one for the specific LOB. When you create a Project using this Rate Table and add a service in that LOB, the service uses the LOB-specific instance of the resource where applicable.

Creating a New Rate Table

To create a new Rate Table, click the + Add Rate Table button on the Rate Table page.

If you create a Rate Table in the same currency as your default rate table, the new table will inherit the rates of the current default table. You can then update them as needed.
Suppose the new Rate Table uses a different currency as your default rate table. In that case, the Platform will automatically use the currency conversion rate to calculate the rates into the new currency. You can then update them as needed.

You can then set up the new rate table updating other information as needed.

Preferred Rate Tables

Each user may select a preferred rate table. Additionally, a preferred rate table may be chosen for individual clients in support of rates that may have been negotiated for a contract. You can do this under Settings > Clients.

Note: This option will only be visible once you have more than one rate table created in your account.

Rate Table priority is:

Account-default Rate Table
User-Preferred Rate Table
Client-Preferred Rate Table

User-Preferred Rate Table Setup

You can set up a preferred rate table for your user account. To access this setting, navigate to Profile (next to Settings in the menu).

On this screen: The Profile / Account settings page, showing user-level preferences. When more than one rate table exists in the account, a Preferred Rate Table dropdown appears, letting you select which rate table you want applied by default when you create new projects. This setting applies only to your own user account and does not affect other users.

You can select which Rate Table you prefer for each project you create.

Client-Preferred Rate Table Setup

You can set up preferred rate tables for specific clients in the Client listing. To access this listing, navigate to Settings > Users & Groups > Clients. Click the client you want to set a preferred rate table for.

On this screen: The client edit form, showing fields for Name, Website Domain, MSA Date, and (when more than one rate table exists) a Preferred Rates dropdown listing all available rate tables. Selecting a rate table here causes the platform to automatically apply that table when scoping a new project for this client.

After you’ve set up a Client-preferred Rate Table, when scoping a project for that specific client, the Platform will use the Client-preferred Rate Table automatically.

Rate Tables in Projects

Once your account has more than one rate table, you will have the option to select a different rate table on a per-project basis.

On this screen: The Project Overview form, showing a Rate Table dropdown (labeled “Rate Table Id”) on the right-hand column alongside fields for Sales Executive, Presales Engineer, and Payment Term. The dropdown lists all rate tables available in the account. This field only appears when the account has more than one rate table configured.

Like other elements of a Project, the Rate Table is captured when the Project is created. If you change a Rate Table in settings after it is assigned to a Project, nothing about the existing Projects will be changed.

Importing Rates from a CSV or Excel Spreadsheet

You can import rates into a rate table from a CSV or Excel Spreadsheet. On the Resource Rates tab, click the Import button and select a file to import.

On this screen: The Resource Rates tab with the Import dropdown expanded. The dropdown panel (600px wide) contains a form with a Resource Rates (CSV or Excel) file upload field. A Import submit button appears below the file picker. The panel is inline with the page rather than a modal.

After importing the file, map the columns with their respective attributes: Resource, Description, External Name, Hourly Rate, and Hourly Cost.

On this screen: After uploading a file, an import results table appears with columns Row and Result. Each row from the uploaded file is shown with its import result — either a success indicating the resource record that was created or updated, or an error list detailing what went wrong for that row. A Reprocess Data button appears in the footer if any rows had errors, allowing you to correct the mapping and resubmit.

Click Process Import to import your resources and rates to your rate table.