Set up bill rates

Bill rate is the rate used to bill your customers. 

Who can use this?

Plans:

  • Resource Management

Permissions:

  • Resourcing Admins

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Create the default bill rate matrix

The default bill rate applies to everyone in your organization. You can add exceptions for specific roles or disciplines. Roles or disciplines with no set bill rate use the default rate. When the discipline and role are assigned to a person, the system automatically applies the corresponding bill rate.

First, assign roles and disciplines. 

  1. Open Account Settings.
    1. If you're working in Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings.
    2. If you're working in standalone Resource Management, select Settings > Account Settings.
  2. Select Bill Rates. 
  3. Use the + Add a Discipline and the + Add a Role option to create the rows and columns for the bill rate matrix.
  4. Select the field where the role and discipline intersect to enter the appropriate bill rate amount. 
  5. Select Save.

If you change bill rates in the default matrix, the changes only apply to new projects.

If an entire discipline or group of roles uses the same rate, you can specify that by building out only one row or column.

Project-specific bill rates

When you create a project, you can create custom bill rates for that project that override the default bill rates. Open the project settings page to create or modify bill rates for that specific project. You can choose to apply increased rates to the whole project or to specific phases.

individual user bill rate

Person-specific bill rates

Rates from the bill rate matrix can be overridden by a rate specified within a person’s profile.

  1. On the People page, select the person's name who you want to edit. 
  2. Select Edit Profile.
  3. In the bill rate section, select the option for a modified bill rate and enter the appropriate amount. 

When someone changes a role or bill rate, change their profile settings. Their rates update for all new projects; existing projects remain unchanged. 

Because bill rates are typically tied to contracts, rates don't automatically update for existing projects when someone is promoted. Resource Management assumes you will continue to bill them at the old rate for the remainder of the project.