Contact Support
FAQ
Overview
Actionstep has several ways to set and manage your time/fee entry billing rates. This allows each system role, timekeeper, billable participant, entry quick code, or matter to have its own rate. Rates can be variable, so Actionstep utilizes a hierarchy of rates and overrides to ensure you can record time at the proper rates.
This article explains how to manage rates and how to set overrides for special circumstances.
Accessing Rate Labels
Rate labels can be accessed in Admin > Billing Settings in the Rate Labels section.
Creating a Rate
In the rates section of Billing Settings, select the blue 'Create new rate label' button.
This will launch a 'New rate label' popup. There are several fields to customize the rate.
| Rate Label | In this field, enter a name for the new rate label. Specifying a unique name can help identify the rate when it is selected for time entries. |
| Entry Type |
By default, a rate is set to 'Hourly rate;' however, the type can bbe changed to accommodate other needs. Hourly rate An hourly rate is one that is set explicitly. These rates reference the number of billable hours to calculate a value for the time entry. The calculation is Rate value * billable hour quantity
Fixed fee/flat rate
Fixed fee/flat rates allow a specified fee to be charged for a time entry. There is no calculation involved, as the time entry value is entered manually. This is beneficial to record items that have an associated price. It removes the need to ensure the rate calculation equals the desired value.
When creating a time entry with a fixed rate, the Bill total is entered manually to dictate the value of the time entry. Customizable hourly rate
A custom rate allows the designation of the hourly rate at the time of creating the entry. The custom rate is multiplied by the number of billable hours on the time entry. This rate is subject to calculation: Custom rate value * billable hour quantity.
When creating a time entry with a customizable rate, the Rate value is manually entered.
|
| Base rate value | This field is only available for Hourly rates. It sets the value of the rate. |
| Active | This toggle dictates whether the rate is currently in use. This can be helpful to disable rates that may be used later. |
| Customize rate value by timekeeper |
This field is only available for hourly rates. Sometimes a rate will describe a certain type of party or category. However, the value billed per hour may vary between timekeepers.With this option selected, a different rate value can be designated for timekeepers.
In the image above, the value has been overridden for one timekeeper while the other will use the value entered in the 'Base rate value' field. |
Editing and Deleting Rates
Rate labels are also edited and deleted from Billing Settings in the Rate label section.
Editing a Rate Label
Rate labels can be edited by selecting the name/rate of the rate label, changing the properties in the 'Edit rate label' popup and saving.
Deleting a Rate Label
A rate label can be deleted by accessing the rate label in Billing settings in the Rate label section.
After accessing the 'Edit rate label' popup for the desired rate, select the Delete button.
Because rates may be in use, they must be merged into an existing rate. This will replace rate label settings for users, matters, and contacts that reference that rate. Existing items will still use the rate value with which they were created.
| Note: If you do not wish to merge the rate label into a current rate, you can create a new rate to replace the deleted one. |
Next, enter a Reason for deletion.
Finally, select the 'Delete Selection' button.
Rate Label Hierarchy and Overrides
Rates can be set in multiple areas. This provides the ability to set different rates for users of the same role. It also allows rate values to be overridden for specific matters and billable parties.
A hierarchy exists to reliably override the rates. There are several levels which take precedent over the previous rate designation. The hierarchy is as follows. The top of the list takes precedence.
- Matter rate override - Override rate in Matter billing options
- Client rate override - Rate value set on contact record
- Timekeeper rate - User override
- Matter rate - Rate set in Matter billing options
- Quick code rate - Rate set for a specific quick code
- Timekeeper rate - Default rate
- System role rate - Default rate
- Default - no rate set
Below is a description of each area rates can be set and overridden. In the table, there are parentheticals next to the names of the rates and overrides. (rate) means it sets a specific rate labels for Time Entries. (override) means it overrides the value of a set rate.
|
Note: The table below explains the areas for setting rates and rate values automatically. It's important to note that rates can be selected on the time entry itself to override any automatic setting.
|
| Matter rate (override) |
Matter rate override is the top-most rate value in the hierarchy. This is the rate value that will be used for the matter. The rate used is determined elsewhere. This is an override of the rate's value. This setting is located within a matter. It can be accessed by selecting the billing icon then Matter billing options. It is located in the Rates section of Matter billing options.
The toggle for Enable custom rates must be set to 'On.' This displays a table to enter specific amounts that will be charged for the corresponding rate. In the image above, the rate 'Attorney' has an override value of 230.00. When the rate is selected manually or by default, the value of each hour will be 230.00. As a result of the matter override, the time entry will display the rate value as a Matter rate.
Rate settings with higher priority
|
| Matter rate (rate) |
This is the top-most set rate (Although, Matter override can change the value). The value can be overridden; however, the rate selected here will be used for the matter. The Matter rate is set inside the matter in Matter billing options in the Rates section.
Rate settings with higher priority
|
| Quick code rate (rate) |
The quick-code rate is the rate attributed to the quick-code selected for the time entry. This is set per system role. Different system roles can have different rates for the same quick-code.
In the image above, the quick code (client_meeting) rate is 'Special - $350.' Quick-codes can be accessed, created, and edited in Admin > General settings in the Quick-codes section.
When editing or crating a quick-code a Default rate label to use by system role can be set.
In the case of the settings above, when an administrator creates a time entry with the quick-code client_meeting, the rate will be set to 'Special - 300.'
Rate settings with higher priority
|
| Client rate (override) |
The client rate override is a specified rate value for a client. If the matter rate it set to default and the matter rate override has no value, the Client rate will override the value of the selected rate. The settings for client rate override are located withing the Contact record > Accounting section > Rate sheet overrides. When a rate value is set for a rate for a contact, the time entry will display that rate value and denote that it is a client rate.
Referencing the two images above: The first shows the 'AAA' rate value changed from 100.00 to 50.00. In the resulting time entry the selection of the 'AAA' rate produces a rate value of 200.00. Rate settings with higher priority
|
| Timekeeper rate (override) |
The timekeeper user rate override is set at Admin > Users & permissions > Select user > Custom rate values section.
This allows that specific user to have a unique rate value when the overridden rate is selected for that user on a time entry. The Timekeeper rate override can also be set in Admin > Billing settings by selecting a rate in the Rate labels section. This can be accessed by selecting the Customize rate value by Timekeeper checkbox and entering an override value.
The rate value on the time entry will display "Timekeeper rate (rate value).
Rate settings with higher priority
|
| Timekeeper rate (default Rate) |
The Timekeeper rate is a rate set for a specific user. The setting is located at Admin > Users & permissions > Select a user > Set field 'Default rate label' in the User preferences section. This is the rate that will be used for that user, unless the rate is overridden in the rate hierarchy.
When crating a time entry, the Rate value field will display Default rate (rate value).
Rate settings with higher priority
|
| System role rate (rate) |
The system role rate selection determines the default rate for all users of that system role. The system role rate is set at Admin > Users & permissions > System roles > Select system role > General settings section > Default rate sheet field.
A time entry using the System role rate will display Default rate (rate value).
Rate settings with higher priority
|
| Default - no rate set |
If all rates are set to default, the time entry rate will select the first rate alphabetically.
Rate settings with higher priority
|
In the image above, the matter's selected rate is 'Special - $200.' This will be the rate used by default in time entries for all users. 
| Note: Fixed fee and custom rate labels cannot have an override value. By design, they are used to enter a value when creating a time entry. |
Historic Rates
Historic rates display in time entries when a rate value or hierarchy has been edited or removed.
For instance: If a time entry has been saved with an 'AAA' rate and the rate value is changed in Billing settings, the rate value on the time entry will display as an historic rate. This applies to editing the rate value, deleting the rate and merging into another rate, or removing rate value overrides.