Before you start
You need the Manage rates capability (rate.manage). Without it the Rates entry does not appear in the settings sidebar.
To set a cost rate you also need rate.viewCost and the Pro profitability feature. See /rates/cost-rates.
The Rates page
Go to Settings → Rates, under the Billing & rates group. The page is titled Rates with the description “What each person’s time is billed at, and what it costs you.” The Person rates table lists every member with the rate in force today.
If the workspace has no members yet you see “No members yet – invite a teammate to set their rate.”
How to set a rate
1
Open Settings → Rates
Click Settings in the sidebar, then Rates.
2
Open the person
Use the action at the end of their row. A dialog opens with their name as the title. The subtitle names their role, then reads “each change appends a new effective-dated rate. Past rates are never rewritten.”
3
Pick the tab
Billing is the default. Cost (internal) appears only if you may see cost.
4
Read the rate in force
The tab leads with the current figure – for example 100.00 USD, “per hour, since 1 Jan 2026”. A future change is shown below it with a Scheduled badge.
5
Fill in the new rate
Rate / hour takes a non-negative decimal. Currency defaults to the workspace base currency. Effective from defaults to today.
6
Click Add rate
You see “Billing rate saved.” or “Cost rate saved.” The new row appears in Rate history.
Schedule a rate change in advance
Set Effective from to a future date. The row is saved immediately and badged Scheduled, but it does not price anything until its date arrives. This is the safe way to handle an annual price rise. Enter it in December, effective 1 January, and nothing changes until the new year.Rate history
Below the editor, the Rate history card lists every rate the person has ever carried, newest first. Its description reads “Every rate, newest first. Past rates are never rewritten – historic time keeps the rate it was billed at.”
Billing history and cost history are shown as separate tables. The cost table is only rendered for someone who may see cost.
Remove a rate
Use the remove button on the history row. A confirmation modal opens titled “Remove this rate?”. The modal states exactly what will happen, for example:125.00 USD per hour, effective 1 Apr 2026, will be removed and cannot be restored. Time already tracked keeps the rate it was recorded at. New work dated from 1 Apr 2026 will use 100.00 USD instead.If there is no earlier rate, it says instead that the person will have no rate for that period until you add one. Click Remove rate. You see “Rate removed.”
Removing a rate is safe for history. Time entries keep the rate they were recorded at, so an invoice you already sent is never restated. What changes is which rate applies to work recorded in that window from now on.
rate.viewCost and the Pro profitability feature – you cannot delete a figure you are not allowed to see.
Set rates from the person’s record
The same editor appears on a person’s record: Settings → Team Members → the person → the Rates section. It is the same data seen from the other side, with a Rates card and a Rate history card below it. Use whichever you prefer. The Rates page is better for setting several people at once; the member record is better when you are already looking at one person.Example
Maya Ellis onboards Jonas Bergman at Northwind Studio.1
Billing
Rate / hour
120, Currency USD, Effective from 1 Jan 2026. She clicks Add rate and sees “Billing rate saved.”2
Cost
She switches to Cost (internal), enters
60 USD from the same date, and clicks Add rate. She sees “Cost rate saved.”3
Check
The Rates table now shows Jonas at 120.00 USD billing and 60.00 USD cost.
8 × $120 = $960 billable, 8 × $60 = $480 cost, margin $480.
Options and settings
Permissions
If you can see the page but not the person, you see “You don’t have access to manage rates in this workspace. Ask an owner or admin for access.”
See /rates/rate-permissions.
What happens next
- Time recorded from the effective date onward is priced at the new rate.
- Time already recorded keeps its old figure – see /rates/rate-snapshots.
- Project budgets and profitability pick up the new figures for new work.
- The change is recorded in the workspace audit log. The rate amount is never written to the log, so the trail does not leak a cost figure.
Common questions
Can I edit an existing rate row?
Can I edit an existing rate row?
No, and that is deliberate. Add a new row with a new effective date, or remove the wrong row and add a correct one.
Can I backdate a rate?
Can I backdate a rate?
You can set an effective date in the past. It changes which rate applies to work recorded from that date onward, but it does not re-price entries that are already saved.
Can a person see their own rate here?
Can a person see their own rate here?
Not on this page. It needs
rate.viewBilling, which Members and Contractors do not hold.Can I set rates when adding a new member?
Can I set rates when adding a new member?
Yes. The add-member form has Billing rate / hour and, for a cost viewer, Cost rate / hour fields in your workspace base currency.
What if someone works in a different currency?
What if someone works in a different currency?
Pick their currency in the rate form. It stays with that rate. See /rates/currencies-and-exchange-rates.
Do I need to set a rate for every person?
Do I need to set a rate for every person?
Only for people whose time you price. Someone who never tracks billable time does not need one.
Troubleshooting
Related guides
Billable rates
What you charge.
Cost rates
What an hour costs you.
How rates are chosen
Which level wins.
Project and client rates
Overrides above the person rate.
Rate snapshots
Why changing a rate is safe.
Rate permissions
Who can do what.