When a team member’s billable rate changes, update their role and linked projects to ensure precise budget tracking and controlled profitability.
🔒 Required permissions:
Team: View team members, manage team members, view billable rates, view all projects
Project: View project members, update projects, manage project members
Here are some useful resources about the billable rate :
How to calculate the billable rate of your collaborators
How to determine the billable rate of your collaborators
How to create, manage and assign the roles of your collaborators
Summary
I) What is the billable rate ?
II) Modify the billable rate of the collaborator's role
III) Add a billable rate history
IV) Update the billable rate in the collaborator's projects
I) What is the billable rate
The billable rate is the price at which you charge clients for your team members’ time, expressed per hour or per day.
📝 To set a daily rate, go to Settings > Modules > Time and turn on the 'Display time in days' option. If you want to use an hourly rate instead, make sure this option is turned off.
This is a strategic piece of data that must be configured in order to:
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Calculate your fee amount based on estimated time in Project > Fees > Calculation method > Time
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Invoice the time spent by team members in Invoices > Invoices > + Invoice > Time type
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Track budget consumption by phase in Project > Schedule > Budget > Budget consumption > Total currency column
To ensure accurate and reliable profitability analysis, it’s essential to update this rate whenever it changes — especially when a team member’s rate increases during an ongoing project.
Billable rates are prioritized as follows:
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Project rate history
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Team rate history
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Default project rate
II) Modify the billable rate of the collaborator's role
To manage your team’s billable rates, navigate to Teams > Team members > Roles.
Then click the orange crossed-out eye icon to display the billable rate for each role.
Once the billable rates by role and by team member are visible, fill in the new billable rate for the role of the corresponding team member.
⚠️ Important: Updating a billable rate is retroactive — if you raise a team member’s rate, all previously entered time will automatically reflect the higher amount.
💡 Tip: If several team members share the same role but only one of them has a change in their billable rate, it’s best to create a specific role for that person with their new rate.
To do this, click “Manage roles”, then add a new role (for example, Project Manager 2).
Finally, drag and drop the icon of the relevant team member to move them from their original role to the new one.
III) Add a billable rate history
To ensure the previous rate remains applied for the period when it was valid, you need to add a billable rate history to the team member’s role.
Click the three green dots to the right of the role, then select “Billable rate history.”
Next, add a period corresponding to the old rate, with a start date and an end date.
The new rate (daily or hourly by default) will automatically apply starting from the day after the end date entered.
Without a billable rate history, the default daily or hourly rate will apply.
🎉 You have successfully added a billable rate history at your agency level !
IV) Update the billable rate in the collaborator's projects
Because a team member’s billable rate can differ from project to project based on client agreements, remember to update their rate and add a billable rate history to each project they participate in.
💡 To do this, go to Projects > Projects and filter by team member — this will give you the list of all projects that the team member is involved in.
Go to the project settings, open the Roles tab, and update the team member’s billable rate.
If needed, add a billable rate history just as you did at the agency level.
💡 If you created a dedicated role for the team member, make sure to add this new role to all their projects and set up a billable rate history.
🎉 Great job! You now know how to update your team members’ billable rates while a project is in progress!