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      Managing Client Rate Cards in Keka PSA

      Learn how to create and manage client-specific rate cards to ensure accurate billing and project profitability




      Efficient billing is integral to project profitability. Rate cards in Keka PSA streamline billing processes by defining hourly rates for resources based on their roles and experience. This guide walks you through the essentials of managing client rate cards.

       

      Introduction: What Are Rate Cards?

      A rate card outlines the billing rates for resources working on client projects. Rates are determined by the resources' roles and experience. These predefined rates are applied to timesheets, ensuring accurate client billing.

      Example:
      If a senior developer charges ₹1000/hour and a junior developer charges ₹600/hour, the weekly billing for 2 hours of senior and 5 hours of junior work would total: INR (1000 x 2) + INR (600 x 5) = INR 5000.

       

      Types of Rate Cards in Keka PSA

      1. Organization Reference Rate Cards:

        • Used for general billing across multiple clients and projects.
        • Configurable in multiple currencies.

      2. Client-Specific Rate Cards:

        • Customized based on individual client agreements.

       

      How to Create a Rate Card for a Specific Client

      1. Navigate to the Client Section:

        • Go to Projects and click on Clients. Select the specific client from the list.



      2. Access Billing Settings:

        • Click on the Billing tab. Select Add Rate Card under the Rate Cards tab.



          If the client is new, you can easily add a rate card by navigating to the Client Summary page as illustrated below.

           

      3. Add Role Rates:

        • Use existing roles or define new ones for the client.

       

      Adding Role Rates

      Using Existing Role Rates

      • In the Add Role Rate window, you have the option to add role rates that are already defined in the global rate cards for your organization or create new ones specifically for the client.

        If you choose to use existing role rates, simply select the "Select from Existing Role Rates" radio button. You can then pick a rate card with the same billing currency as the client from the Org Rate Card drop-down menu. Once selected, you can choose the specific role rates to include in the client's rate card.

        Click on "Add" to finalize adding the selected role rates to the client's rate card.




      Creating New Role Rates

      To add new role rates, you have the option to create rates for unique roles and include them in the client's rate cards. This feature is beneficial for special projects or roles that are not covered in existing rate cards.

      To get started, select "Add New Role Rate" from the Add Role Rate screen. You will need to provide the following details to add a new role rate.

      Role Name: While Keka offers predefined roles, you can also add new role names as needed.

      Click on "Add New Role" to create a new role. Enter the Name and Description for the new role, then click Save to add it to the list.

       

       

      Bill rate - Input the hourly billing rate for the selected role.

      Rate Category (Optional) - Rate categories allow for different rates for the same role based on specific categories. Off-site and on-site are predefined categories within the system.

      To add additional rate categories, simply click on "Add Rate Category." Enter the new category name in the provided field and click "Add" to include the new rate category.

       

       

      Cost Suggestion (Optional) - The cost suggestion feature assists in assessing profitability by specifying the expenses associated with the role.

       

       

      Once you have filled in all the necessary details, click on the "Add" button to include the role rate for the client.

      To complete the rate card for the client, you can follow the same steps to add all the required role rates.

       

      Editing or Deleting Role Rates

      • Go to the Billing section of the client. Locate the role rate and click the three dots under the Actions column. Choose Edit or Delete from the menu.




      Note:

      • Role names and categories cannot be changed once set.
      • Role rates assigned to a project resource cannot be deleted.

       

      For further information on adding a client, please click here: Adding a client

      That wraps up this section on creating rate cards and setting role rates for the client. Have more questions? Don't hesitate to contact our team of product experts for assistance today!