Save a billing rate for each team member's role on a client, so the service item and rate are ready when they track time. For example, the same person can have a bookkeeping rate and an advisory rate for the same client.
You need Manage Billing & Invoicing and Manage Billing Rate permissions to view and manage Roles & Services in the app.
Set Up a Client's Roles and Rates
Open the client's profile and select the Billing tab.
In Roles & Services, click Add role.
Complete the row:
Role: Choose a role. Use Manage Roles if you need to add one to your firm's role list.
Team member: Select the person who performs this work for the client.
Service item: Select the service associated with the work.
Rate: Keep the service item's rate or enter the hourly rate for this client.
Click the checkmark to save.
Repeat for other team members or roles on this client.
Each team member can have 1 row per role on a client. To change an existing combination, edit its row rather than adding it again. A team member can have several different roles on the same client.
ℹ️ Heads up! These are the roles from your firm's template role list. Adding someone to Roles & Services sets their billing setup for this client; assigning them a task does not create this billing setup automatically.
Track Time Using the Client's Rate
Click Track Time and open Start Timer.
Select the client and fill in the remaining details for your work.
Check the role and service item:
1 role on this client: The service item and rate fill in automatically.
Several roles on this client: Choose the work you are doing in Role. Its service item and rate then fill in.
Start the timer.
Team members can use their assigned roles even when they do not have permission to see billing rates. If you select a different service item manually, the role is cleared and the regular rate rules apply. Check your selection before starting.
You can also select a role when adding a Manual Entry. If you are entering time for another team member, the available roles belong to that member on the selected client.
Understand Which Rate Applies
An applied client role rate takes priority over the service item, project, and team member rates. There are 2 important exceptions:
Non Billable time has no billing charge.
Someone with Manage Billing Rate permission can override the prefilled rate when entering time.
If no client role applies, Financial Cents uses the existing service item, project, and team member settings. A priced service item uses its own rate, except when it is the project's service item and a project rate applies. Without a qualifying service item or project rate, the team member's rate applies, with the project rate as the fallback. A client role rate of $0 does not fall through to another rate; that time is non-billable.
Update a Client's Rates
Return to the client's Billing tab and find Roles & Services.
Click the pencil on the row you want to change.
Update the fields and click the checkmark to save.
Changing the rate in this table does not rewrite time already tracked under that role, including a timer already running in the app. When you choose a different role while editing a time entry, its current rate applies. Separate bulk updates to a project's existing time entries can still change those entries' rates.
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Need help with your client rates? Open the support chat in Financial Cents to contact our team.