Parts of a Rate Table

Rate tables allow you to define different sets of rates, costs, and other information to use on various projects in your account. Rate tables reference the list of Resources in your account and allow you to define values for each Resource. Rate tables also allow you to change the currency for a project.

To create or modify Rate Tables, navigate to Settings > Financial > Rate Tables. Here, you’ll see the list of rate tables in your account. The list shows each table’s Name and Currency, and Default? identifies the account default.

On this screen: The Rate Tables page has Active and Archived tabs. The table columns are Name, Currency, Accounting Code, and Default?, in that order. A checkmark identifies the default rate table. + Add A Rate Table is in the header. Select rows to use bulk Delete on the Active tab or Restore on the Archived tab.

Removing a rate table archives it, and it can be restored from the Archived tab. The default rate table cannot be archived. There is no option to permanently delete a rate table.

Archived rate tables are left out of the API and the ScopeStack MCP tools by default. The resource rates inside them are not: the API’s resource-rates list still includes rates from archived tables. To leave those out, filter by your active rate tables, as described in Building Integrations.

To Edit an existing table, click on the name of the table you want to edit.

On this screen: The card is titled Edit Rate Table, with Cancel and Save beside the title. The Rate Table and Resource Rates tabs sit inside the card under the title, plus Version History if you have permission to view audit logs. Save appears only on the Rate Table tab. That tab’s form contains Name, Currency (when more than one currency is available), Accounting Code, and a Default? toggle (when more than one rate table exists). The toggle shows Default or Not default.

Here, you can change the name of a rate table, change the currency it’s associated with from the currencies created in your account, and set whether this will be the default rate table.

• The Platform will show the Name of the Rate Table in the single-select dropdown on the Project Overview screen and other places where you can select a rate table.
• The Currency selection will set the currency that the rate table is in. This currency select changes the styling of the presented pricing information and will convert from one currency to another in the Platform as needed.
• Setting the table as the default will make that table the new default table in your account.

To set up information for individual Resources, click the Resource Rates tab.

On this screen: The Resource Rates tab lists Resource, External Name, Description, LOB / Category, Price, and Cost, in that order. Each row shows the values for a resource in this rate table. The header has Import Rates and + Add Resource Rate buttons. Select rows to reveal bulk Delete, or click a row to edit it.

Here you can see all of the Resources in your account, along with the information specific to this particular rate table.

To Edit a specific Resource in this rate table, click on the Resource.

On this screen: Clicking a row, or + Add Resource Rate, opens a slide-out panel on the right titled Edit Resource Rate or Add Resource Rate. Cancel and Save are at the top of the panel. Save stays disabled until Resource, Price, and Cost have values. The form shows these fields in order, two per row: Resource (a dropdown, disabled on existing records) and External Name; Description and Line of Business, which shows All Lines of Business when no specific line is selected; Price and Cost; Travel/Expense Rate and Code.

Here, you can see and edit the specific information relating to that Resource.

• Resource: This is used for the resources throughout the user interface and can be merged into documents. This field can’t be edited.
• External Name: This is an optional field that lets you define an alternative name for the Resource in your documents. It inherits the value from the Resource listing but can be updated here for the Rate Table and updated per Project if permission allows. If a particular resource is called an “Engineer” in one context and an “E1” in another, you can define that here and change it via the rate table on a project.
• Description: This is an optional field that lets you describe the Resource. You can use the description in your documents. It inherits the value from the Resource listing but can be updated here for the Rate Table and updated per Project if permission allows.
• Price: This is the rate you will charge your client for the Resource’s work.
• Cost: This is your cost internally for the Resource’s work.
• Travel/Expense Rate: This is the rate you will charge your client for the Resource’s travel and expense time if you create a travel and expense item to account for the effort.
• Line of Business: This is the Line of Business/Service Category that is associated with the resource. Leaving this blank will associate this resource to all Lines of Business.

Creating Line of Business/Service Category Specific Resources

You can create Line of Business (LOB) and Service Category (SC)-specific Resource instances. Services in a Project in a specified LOB and SC can have a different rate/cost from the same Resource attached to a Service in a different LOB or SC combination. Since you can define rates at multiple levels, an SC-specific rate will override a LOB-specific rate, and a LOB-specific rate will override a general rate.

Note: On a Rate Table, you can add additional instances of those resources at the Line of Business/Service Category level.

When you add a Service to a Project, the platform determines if the Rate Table assigned to the Project contains an LOB/SC-specific resource, and creates a Project Resource for that LOB/SC if necessary.

For example, you can add an LOB/SC-specific resource to a Rate Table. After adding it, you will see two entries for that resource: one for all LOBs and one for the specific LOB. When you create a Project using this Rate Table and add a service in that LOB, the service uses the LOB-specific instance of the resource where applicable.

Creating a New Rate Table

To create a new Rate Table, click the + Add A Rate Table button on the Rate Table page.

• If your account has only one currency, the Currency field does not appear on the new rate table form, and the table uses your account’s currency.
• If you create a Rate Table in the same currency as your default rate table, the new table will inherit the rates of the current default table. You can then update them as needed.
• Suppose the new Rate Table uses a different currency as your default rate table. In that case, the Platform will automatically use the currency conversion rate to calculate the rates into the new currency. You can then update them as needed.

You can then set up the new rate table updating other information as needed.

Preferred Rate Tables

A preferred rate table can be set for a user or for a client. A client’s preferred rate table supports rates that may have been negotiated for a contract, and you set it under Settings > Users & Groups > Clients.

Note: The client option will only be visible once you have more than one rate table created in your account.

Rate Table priority is:

• Account-default Rate Table
• User-Preferred Rate Table
• Client-Preferred Rate Table

User-Preferred Rate Table

When a user has a preferred rate table, the new project form pre-selects it for every project that user creates, in place of the account default. The Rate Table * field on that form still lets you pick a different table before you create the project.

To set yours, open User Profile from your user menu and go to the Personal Info tab. Pick a table under Preferred Rate Table and click Save. To go back to the account default, choose Use account default. An admin can set or clear it for any user from Settings > Users & Groups > Users.

If the projects you create keep starting on an older rate table after your account default changed, check this field first. A preferred rate table set long ago still applies until someone clears it.

On this screen: The Personal Info tab of User Profile. Below Start Page, a Preferred Rate Table dropdown lists Use account default followed by the account’s active rate tables in alphabetical order. If your current preferred table has been archived, it still appears in the list so you can see it and change it. The dropdown only appears when the account has more than one rate table to choose from.

Client-Preferred Rate Table Setup

You can set up preferred rate tables for specific clients in the Client listing. To access this listing, navigate to Settings > Users & Groups > Clients. Click the client you want to set a preferred rate table for.

On this screen: The client edit form, showing fields for Name, Website Domain, MSA Date, and (when more than one rate table exists) a Preferred Rates dropdown listing all available rate tables. Selecting a rate table here causes the platform to automatically apply that table when scoping a new project for this client.

After you’ve set up a Client-preferred Rate Table, when scoping a project for that specific client, the Platform will use the Client-preferred Rate Table automatically.

Rate Tables in Projects

Once your account has more than one rate table, you will have the option to select a different rate table on a per-project basis.

On this screen: The Project Overview form, showing a Rate Table dropdown (labeled “Rate Table Id”) on the right-hand column alongside fields for Sales Executive, Presales Engineer, and Payment Term. The dropdown lists all rate tables available in the account. This field only appears when the account has more than one rate table configured.

Like other elements of a Project, the Rate Table is captured when the Project is created. If you change a Rate Table in settings after it is assigned to a Project, nothing about the existing Projects will be changed.

Importing Rates from a CSV or Excel Spreadsheet

You can import rates into a rate table from a CSV or Excel Spreadsheet. On the Resource Rates tab, click Import Rates and select a file to import.

On this screen: Clicking Import Rates opens the Import Resource Rates modal with a file upload area and Cancel button. Choose a CSV or Excel file to upload it and continue to column mapping. The instructions list the expected columns as Resource (required), External Name, Description, Hourly Rate (required), Hourly Cost, and Expense Rate.

After importing the file, map the columns with their respective attributes: Resource, Description, External Name, Hourly Rate, Hourly Cost, and Expense Rate.

On this screen: After uploading a file, an import results table appears with columns Row and Result. Each row from the uploaded file is shown with its import result — either a success indicating the resource record that was created or updated, or an error list detailing what went wrong for that row. A Reprocess Data button appears in the footer if any rows had errors, allowing you to correct the mapping and resubmit.

Click Process Import to import your resources and rates to your rate table.