> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Project and client rates

> Override a person's normal hourly rate for one project, or set a flat default rate on a client. How both fit into TimeTracker's rate precedence order.

A **project rate** overrides one person's rate on one project. A **client rate** is a flat fallback for everyone working on that client's projects. Both are billable rates only – neither carries a cost.

## When to use each

| You want to                                             | Use                                 |
| ------------------------------------------------------- | ----------------------------------- |
| Charge one person differently on one engagement         | A project rate                      |
| Charge a flat hourly figure for everyone on one account | A client rate                       |
| Charge your normal rates                                | Neither – the person rate is enough |

## Project rates

A project rate is set per person, per project. It beats the person rate and the client rate, and it is beaten only by a task rate.

### How to set one

<Steps>
  <Step title="Open the project">
    Go to **Projects** and pick the project.
  </Step>

  <Step title="Open Settings → Team">
    The team table lists everyone on the project.
  </Step>

  <Step title="Find the Project rate column">
    A person with no override shows **Inherits**. A person with one shows the amount.
  </Step>

  <Step title="Click the value">
    It becomes an editable field.
  </Step>

  <Step title="Type the rate and save">
    Press **Enter** or click the save button. Press **Escape** to cancel. You see **"Project rate updated."**
  </Step>
</Steps>

### The Team table columns

| Column             | Shows                                                                         |
| ------------------ | ----------------------------------------------------------------------------- |
| **Member**         | Avatar, name and email                                                        |
| **Job title**      | From the person's record                                                      |
| **Workspace role** | Their role in the workspace                                                   |
| **Default rate**   | Their workspace-level billable rate                                           |
| **Cost**           | Their workspace cost rate. The whole column is absent unless you may see cost |
| **Project rate**   | This project's override, or **Inherits**                                      |

<Note>
  The **Cost** column is read-only here. There is no project cost override – someone costs you the same whoever they are working for. Change cost at **Settings** → **Rates**.
</Note>

### What saving does

Saving a project rate adds a new dated row effective **today**. It does not rewrite history, so time already tracked on the project keeps the rate it was priced at.

The rate uses the currency of the existing override, or the workspace base currency if there is none.

### Example

Bluebird Coffee negotiated a discount on the **Website Redesign** project. Priya Raman opens the project team table:

| Person        | Default rate | Project rate  |
| ------------- | ------------ | ------------- |
| Sarah Lin     | 100.00 USD   | **90.00 USD** |
| Jonas Bergman | 120.00 USD   | Inherits      |

Sarah's next 10 hours on that project are worth `10 × $90 = $900`. Jonas's next 10 hours are still `10 × $120 = $1,200`.

On every other project, Sarah goes back to \$100/hour. The override applies only where it was set.

## Client rates

A client rate is a single **Default rate (per hour)** on the client record. It applies to anyone working on that client's projects who has no more specific rate.

### How to set one

<Steps>
  <Step title="Open the client">
    Go to **Clients** and pick the company.
  </Step>

  <Step title="Set the default currency">
    **Default currency** starts on your workspace base currency.
  </Step>

  <Step title="Set the default rate">
    Enter a number of 0 or more in **Default rate (per hour)**. Leave it blank to have no client rate.
  </Step>

  <Step title="Save">
    The rate becomes the last-resort level in the rate chain for that client's projects.
  </Step>
</Steps>

### Where it sits in the order

The client rate is the **lowest** level. It only applies when nothing more specific has a rate.

**Task → Project → Person → Client**

This trips people up. If everyone has a person rate, a client rate is never used. It is a fallback for people who have no rate of their own – not a way to force a flat price.

### Example

Fenwick Legal has a **Default rate** of `95.00 USD`.

| Person       | Person rate | What Fenwick work is priced at              |
| ------------ | ----------- | ------------------------------------------- |
| Sarah Lin    | 100.00 USD  | **\$100** – her own rate wins               |
| Ana Ferreira | none        | **\$95** – falls through to the client rate |

To actually flatten the price for everyone on that account, set a project rate for each person, or clear their person rates.

## Which override should I use?

| Situation                                     | Best fit                                                               |
| --------------------------------------------- | ---------------------------------------------------------------------- |
| One discounted engagement                     | Project rate for each person on it                                     |
| A partner who charges more only on one client | Project rate                                                           |
| A new contractor with no standard rate yet    | Client rate as a safety net                                            |
| A rate change for everything that person does | Person rate – see [/rates/set-a-person-rate](/rates/set-a-person-rate) |

## Permissions

| Action                                 | Capability         | Default roles                 |
| -------------------------------------- | ------------------ | ----------------------------- |
| Set a project rate                     | `rate.manage`      | Owner, Admin, Project Manager |
| See the rate columns on the team table | `rate.viewBilling` | Owner, Admin, Project Manager |
| See the **Cost** column                | `rate.viewCost`    | Owner, Admin                  |
| Set a client default rate              | `client.manage`    | Owner, Admin, Project Manager |

Someone who can see the project team but not billing gets the table with the money columns absent, not an error. See [/rates/rate-permissions](/rates/rate-permissions) and [/concepts/roles-and-capabilities](/concepts/roles-and-capabilities).

## What happens next

1. New time on that project – or that client's projects – resolves through the new level.
2. Time already tracked keeps its original rate. See [/rates/rate-snapshots](/rates/rate-snapshots).
3. Budgets and profitability for the project use the new figures for new work.

## Common questions

<AccordionGroup>
  <Accordion title="Can I set a project cost rate?">
    No. Cost is a property of the person only. The **Cost** column on the project team table is read-only for that reason.
  </Accordion>

  <Accordion title="Can I backdate a project rate?">
    The inline editor saves effective today. For a dated change, use the person's rate history at **Settings** → **Rates**, which lets you pick an effective date.
  </Accordion>

  <Accordion title="How do I remove a project override?">
    Set the person's project rate back to their normal figure. There is no "clear" action on the inline editor, so the practical route is to type the value you want to apply from now on.
  </Accordion>

  <Accordion title="Why is the client rate ignored?">
    Because the person has a rate of their own, and the person level is more specific. See [/rates/how-rates-are-chosen](/rates/how-rates-are-chosen).
  </Accordion>

  <Accordion title="Does a project rate follow the person to another project?">
    No. It applies only to the project it was set on.
  </Accordion>

  <Accordion title="Can a project rate be in a different currency from the client?">
    Yes, each rate carries its own currency. Mixing currencies means you will be asked for an exchange rate when you invoice. See [/rates/currencies-and-exchange-rates](/rates/currencies-and-exchange-rates).
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Symptom                                                       | Cause                                           | Fix                                                |
| ------------------------------------------------------------- | ----------------------------------------------- | -------------------------------------------------- |
| "We couldn't save that rate. Check the amount and try again." | The amount is invalid or you lack `rate.manage` | Enter a plain decimal, then check your capability  |
| The **Project rate** column shows plain text, not a button    | You lack `rate.manage`                          | Ask an Owner or Admin                              |
| The money columns are missing entirely                        | You lack `rate.viewBilling`                     | Ask an Owner or Admin                              |
| The client rate never applies                                 | Everyone has a person rate                      | Use project rates instead                          |
| The new project rate did not change past entries              | Expected                                        | See [/rates/rate-snapshots](/rates/rate-snapshots) |

## Related guides

<CardGroup cols={2}>
  <Card title="How rates are chosen" icon="list-ordered" href="/rates/how-rates-are-chosen">
    The full precedence order.
  </Card>

  <Card title="Set a person rate" icon="user-pen" href="/rates/set-a-person-rate">
    The level below these two.
  </Card>

  <Card title="Billable rates" icon="dollar-sign" href="/rates/billable-rates">
    What a billable rate is.
  </Card>

  <Card title="Cost rates" icon="wallet" href="/rates/cost-rates">
    Why cost has no override.
  </Card>

  <Card title="Rate permissions" icon="lock" href="/rates/rate-permissions">
    Who can set and see rates.
  </Card>

  <Card title="Rate snapshots" icon="camera" href="/rates/rate-snapshots">
    Why past work is safe.
  </Card>
</CardGroup>