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Changing from Individual Bill Rates to Rate Cards

Individual bill rates are typically used when rates differ for each project or phase of a project, in instances where rates are not tied to a role, or internally to track cost burn.

By contrast, rate cards are generally used by companies with established sales processes to ensure standardized pricing, and in accounts that utilize the Estimates functionality in Kantata OX.

All actual and scheduled hours that are logged before you enable rate cards keep the rate that was in effect at the time they were scheduled. For example, if you schedule hours from two months ago until two months into the future at a rate of $150, and then turn on rate cards and set the rate to $100, those already scheduled hours will not be updated to the new $100 rate.

However, all scheduled and actual time logged after rate cards are enabled will adopt the new default Account Rate Card. Therefore, you should make sure that all hours that need to use the old bill rate have been entered prior to enabling rate cards for your account.

To learn how to transition from individual bill rates to rate cards, please see our Rate Cards Overview article. Please note that after rate cards are enabled, you’ll no longer be able to set bill rates via the Account Members section in Kantata OX; instead, the bill rate will be determined by role.

  • Enable rate cards
  • Create the default Account Rate Card
  • Create custom rate cards
  • Apply custom rate cards to the appropriate projects

We recommend that you transition to rate cards during a period of time off (such as a weekend) to ensure you have adequate time to make adjustments and apply rate cards to projects before you need to start tracking time again.

A few things to consider

  • You may have projects to which you want to apply rate cards before they have been enabled. In this case, you should wait to enter the weekly time for those projects until after rate cards are enabled. You can disregard the Effective Date on the rate card; it has no bearing on tracked time. 
  • Archived projects will automatically adopt the default Account Rate Card. Because your team members may not know the change was made, you should be mindful in the event that they need to go back and look at data and rates in archived projects.
  • After you move to rate cards, any projects that do not use the default Account Rate Card need to be adjusted and aligned to an appropriate rate card.
  • If rate cards are enabled in your Account Settings, you won't be able to update your default currency.

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