Rate books allow you to more easily manage your labor category rates consistently across your entire company. Each project needs to have a rate book associated with it before you can assign staff to the project, including internal/overhead projects.
Create a Rate Book
- Give the rate book a unique name. For example: 2016 GSA IT 70 rates
- Add the start and end dates for this rate book.
- A brief description is useful to give your staff guidance on when (and not) to use this rate book.
- Make sure "Active" is checked to have this rate book turn up on the rate book screen. If a rate book is not active, it won't be available to associate with a project.
- Check "Export to QuickBooks" if you have QuickBooks integration set up.
- Note: it is recommended to create an "internal" rate book you can use for internal projects.
Once you have created the rate book, you can add rates.
- Click the Add Rate button under the Rates tab.
- Add a unique name for the role. This should be the labor category or staff role. For example, "Software developer, level 1"
- Add the hourly rate for this role.
- Make sure "Available" is checked. By unchecking it, this role is retained but not viewed as available to assign.
- A brief description of the role, eligibility, or other information is useful to give your staff guidance on when they can or cannot use this rate. This space is useful for GSA labor category descriptions. For example: "Bachelor's Degree in Computer Science or Math. Functional responsibilities include coding in PHP, .NET, and/or other coding languages, developing SQL based databases, and use of HTML, CSS, JS, and XML for application development".
Add Eligible Staff
Once you have created the rates, you can mark staff as eligible for certain roles. This feature is a useful guide for your staff to make sure to not assign staff to roles that they are not eligible for certain roles (for example, they lack the required experience or their internal rates would not support the rate for that role). Click on the + sign and click the checkbox for each staff member you wish to mark as eligible. The list includes their internal rate (as you entered in Personnel).
Clone This Rate Book
If you want to create a new Rate Book based on an existing one (for example, a commercial rate book and then one with a 10% discount for non-profits, or your next year's pricing with a 3% increase), you can use the "Clone this Rate Book" feature.
On the Rate Book details page, there is a button next to "Edit Rate Book Details" called "Clone this Rate Book".
It will open up a dialogue box that will allow you to create a unique name, edit the start and end dates, and edit the description.
At the bottom, you will see a "Percentage Change" box. This percentage change will apply uniformly across all rates in your rate book that percentage change entered into the box. For example, a 10% discount would be entered in as -10, and would reduce a rate from $100 to $90. A 3% increase would be entered as 3 and would increase a $100 rate to $103.