Overview

Billing Rates define how time and work are charged to clients within the system. Rates can be applied at multiple levels, allowing firms to bill based on:

• Employee seniority
• Client agreements
• Matter type
• Activity

A Billing Rate represents either:

• An hourly charge for time-based entries, or
• A unit rate for itemised activities
  

Billing Rates are stored within Rate Sets, which act as containers for one or more rates. These rate sets can then be applied across employees, matters, or clients depending on your firm's billing structure.

Types of Billing Rates

The system supports several rate types: 

What is a Rate Set

A Rate Set is a collection of billing rates that can be applied at different levels across the system. 

Each rate within a set can be linked to:

• Matter Type
• Activity
• Job Title
• Billing Grade
• Employee
• Matter
• Client

Rate Sets allow structured and flexible billing configuration across the firm.

Setting Up Billing Rates

To set up Billing Rates:

1. Navigate to Settings → Firm Settings.
2. Under the Billing section, select Billing Rates.

You will see a list of existing Rate Sets. The Rate Set marked "Is Firm Default" is automatically applied when no other rate is specified. This can be changed at any time.

Employee Rate

1. Add Rate Set → Click Add Billing Rate Set
2. Enter Rate Set Name (optional dates)
3. Click Add Rate → Enter Rate Name → Enter Amount
4. Attach to an Employee by typing the name in the Employee box
5. Click Save

Apply Employee Rate to a Matter

1. Navigate to the relevant Matter
2. Click Update
3. Select the correct Rate Set from the drop-down
4. Click Save

All time on this matter will use this rate.

Matter Rate

1. Create Rate → Click Add Billing Rate
2. Enter Name (optional date range)
3. Click Add Rate → Enter Rate Name and Amount
4. Click Save

Apply Matter Rate

1. Navigate to the relevant Matter
2. Click Update → Select Rate Set
3. Click Save

Matter rates override all other rates for that matter.

Client Rate

1. Create Rate Set → Click Add Billing Rate Set
2. Enter Name (optional date range)
3. Click Add Rate → Enter Rate Name and Amount
4. Click Save

Apply Client Rate

1. Navigate to Directory → Client Tab → Search for the client
2. Click Update → Client → Update Client
3. Select the correct Rate Set from the drop-down
4. Select the correct rate under Rate Set

All new matters for this client inherit the rate. Matters created before the client rate was assigned are not updated retrospectively.

Activity Rate

1. Create Activity → Settings → Firm Settings → Activities → Click Add Activity
2. Create Itemised Fee Activity → Click Save
3. Add Billing Rate → Settings → Firm Settings → Billing Rates → Click Add Billing Rate
4. Enter Name (optional date range) → Click Add Rate
5. Enter Rate Name, select Activity from drop-down, enter Amount → Click Save

Use Activity Rate

1. Navigate to the relevant Matter
2. Click Time Entry +
3. Select Activity → Enter Units → Click Save

When the Activity is selected, the billing rate will populate automatically.

How Inherited Rates Work

• Default Rate Set: Used if no client, matter, or activity rate exists
• Client Rate: New matters inherit client rates; old matters remain unchanged
• Matter Rate: Overrides all other rates for that specific matter
• Activity Rate: Automatically applies for itemised or fixed-fee work

Always review rates on matters before billing to ensure accuracy.

Rate Hierarchy (Order of Priority)

When multiple rates exist, the system applies them in the following order:

• Matter
• Client
• Activity
• Employee
• Billing Grade
• Job Title
• Matter Type

The system always applies the most specific rate available.

Tips & Best Practices

• Use clear naming conventions for Rate Sets
• Keep Rate Sets simple and structured
• Use Client Rates for special pricing agreements
• Use Activity Rates for fixed-fee services
• Use Matter Rates for exceptions or fixed-fee matters
• Review rates regularly for accuracy
• Billing Rates work closely with Job Titles, Billing Grades & Work Items

Billing Rates work closely with Job Titles, Billing Grades & Work Items. For further information, see the guides here.