Project billing rates control the hourly rates used for time entered against a specific project. These rates may come from your master billing rates or be customized for the individual project.
You can view, add, edit, link, unlink, and delete project billing rates from the project record.
Where to Find Project Billing Rates
You can access project billing rates in two places:
From the Project Edit Window
Open the project and select Edit.
Then choose the Billing Rates tab.
From the Project Billing Tab
Open the project and go to the Billing tab.
This area shows project invoices and income. At the bottom of the page, you will also see the project’s billing rates. Select Edit to open the billing rates window.
Understanding Project Billing Rates
When the billing rates window opens, you will see the rates currently assigned to the project.
Some rates may be linked to master billing rates. Others may be custom rates created only for that project.
Linked Billing Rates
A blue indicator means the project billing rate is linked to an existing master billing rate.
Linked rates are useful because, if master rates are updated later, the project rate can be updated in a batch, provided your contract allows it.
Custom Billing Rates
A custom billing rate is a rate that exists only on that project. Custom rates are useful when a project needs a special rate that does not exist in your master billing rates.
Adding a Billing Rate
To add a billing rate, select the plus sign in the billing rates window. You can choose one of two options:
Import From Master Rates
Use this option to bring in a billing rate from your master billing rates.
Only master rates that have not already been added to the project will be available. Each master billing rate can be brought into a project only once.
Add a Custom Billing Rate
Use this option to create a one-off rate. Enter a name for the rate and then enter the hourly value.
For example, you may create a special project rate for a specific role, employee, or contract requirement.
Linking a Custom Rate to a Master Rate
If a billing rate icon is gray, it means it is not linked to a master billing rate.
You can choose to link it to one of the available unlinked master rates.
When linking a rate, BaseBuilders will only show master rates that have not already been brought into the project.
Saving or Canceling Changes
Changes made in the billing rates window are not final until you select Save.
If you add, edit, or delete a billing rate and then select Cancel, those changes are discarded.
This means the change was only local to the editing window and was not saved to the project.
Editing a Billing Rate
To edit a project billing rate, open the billing rates window and change the rate name or value.
Project billing rates can be modified directly, even when they are linked to a master rate.
For example, you can change a project rate from its current amount to a different hourly value.
After editing the rate, select Save to apply the change.
When a Project Rate Does Not Match the Master Rate
If a linked project billing rate no longer matches the master billing rate, BaseBuilders will show a sync indicator.
This can happen when:
The project rate value has been changed manually.
The project rate name has been changed manually.
The master billing rate has been updated.
The project billing rate and master billing rate are no longer the same.
To reset the project billing rate back to the current master rate, select the refresh icon. This will update the project billing rate so it matches the linked master rate again.
Deleting a Billing Rate
You can delete a billing rate only if it is not being used. If the billing rate is already tied to time slips, BaseBuilders will not allow it to be deleted.
For example, if a billing rate is linked to hundreds of time slips, you would need to change those time slips to a different billing rate before the rate could be removed from the project.
This protects the historical billing information on the project.
Deleting a Newly Added Rate
If you add a new custom billing rate and then decide you do not want it, you can delete it before saving.
However, the deletion is not final until you select Save. If you select Cancel, the delete action is discarded, and the rate will remain unchanged.
When to Use Custom Project Rates
Use a custom project billing rate when the project has special pricing that does not match your standard master rates.
Common examples include:
A negotiated contract rate
A client-specific billing rate
A special rate for one employee or role
A legacy rate carried forward from an older agreement
A project-specific billing structure
When to Use Master Billing Rates
Use master billing rates when you want consistency across projects.
Master rates are best when your firm uses standard billing rates by role or employee and wants those rates available across multiple projects.
Master billing rates also make it easier to update rates across several projects later.
Summary
Project billing rates are the rates used when time is entered against a project.
You can manage them from the project edit window or from the project billing tab. Rates can be imported from master billing rates or added as custom project rates.
Linked rates can be refreshed when they fall out of sync with the master rate. Custom rates can be used when a project needs special pricing.
Billing rates that are already tied to time slips usually cannot be deleted, which helps preserve the project’s billing history.