Managing Client Rate Cards in Keka PSA

Overview 

Client rate cards in Keka PSA allow administrators to define billing rates based on roles, locations, or specific employees. This helps ensure accurate invoicing and revenue tracking based on the client’s contractual agreement. This article explains how to add, update, and manage rate cards for individual clients. 
 

Who can do this? 

• Global Admins
• Client Managers
• PSA Admins
• Users with access to the Projects module and manage clients permission 

Pre-requisites 

1. A client must be created in the system.
2. Ensure billing currency is set while creating the client (it cannot be changed later). 
    

 Accessing client rate cards 

1. Go to Projects >> Clients. 
2. Click on the client’s name to open the client profile. 
   
   
3. Go to Billing tab. 
4. Select the Rate Cards tab. 

Adding a new rate card 

1. Click on the Add Rate Card button.
    

   

2. Choose the type of rate card: 
   
   1. Select from existing role rates.
   2. Add new role rate
3. Fill in the fields: 
   1. Billing role name.
   2. Rate unit ( Hourly , Daily or monthly)
   3. Bill rate.
   4. Rate category (optional)
   5. Reference cost (optional)
4. Click on Add to apply the rate card. 
   
   

Editing an existing rate card 

1. In the Rate Cards tab, locate the rate card entry. 
2. Click on the three dots and then select edit. 
   
   
3. Update the fields as required. 
4. Click on Update to save changes. 
   
   

Deleting a rate card 

1. In the Rate Cards tab, locate the rate card you wish to remove. 
2. Click on the three dots and then select delete 
3. Confirm the deletion when prompted. 
   
   

How it connects with other modules 

FAQs 

Q: What happens if no rate card is assigned? 
A: Rate cards can be added while assigning the resource in project team. That role be automatically be added in client rate card. 

Q: Why can’t I delete a rate card? 
A: It may be linked to an invoice or a locked timesheet. Such rate cards cannot be deleted. 

Q- If I change the bill rate of a role in client rate card, will it change across all projects? 

A- No, existing allocation's rates will not change 

Q- Can I have a different rate for same role in different projects of client. 

A- yes 

Q- Can I create 2 billing roles with same name? 

A- Yes, but the rate category should be different. Same combination of billing role and rate category cannot exist more than once for the same client. 

Troubleshooting 

Edit or delete icons not showing? 

You might lack the required permissions. Contact your PSA Admin.