Rate cards are a powerful tool that allow administrators to manage special, non-standard rates tailored to individual clients. They can be linked to specific job types, timeframes, and order types—whether short-term or long-term. Rate cards streamline the process of assigning custom bill rates and pay rates based on unique agreements or client-specific needs.
What is a Rate Card?
A rate card is essentially a template used to define custom billing and pay rates based on specific criteria such as:
Client
Job type
Order type (short-term or long-term)
Rate cards can be tailored to reflect unique agreements or negotiated pricing, giving administrators the flexibility to assign special rates per client or situation. They can also be used to give the same pricing to multiple clients, which can help in scenarios where you have categorized pricing for different groups of customers. This even allows you to use multiple pricing models within the platform, in cases where some customers or business lines are fixed rate and others are variable!
How to Add a Rate Card
To create a new rate card:
Navigate to: Reports → Rate Cards
Click “Add New Rate Card” at the top right corner.
Provide a name and description for the rate card.
Click “View” on the card you just created.
From the dropdown, assign a client.
Set a start date and end date, then click Save.
⚠️ Note: only one rate card can be applied for a date range, so we know what rate to use when your order is placed. To avoid that confusion, the assignment will not save if the client already has an active rate card for any overlapping part of that date range.
➡️ Additional flexibility with date ranges: You can leave the end date blank if you’d like the rate card to stay active indefinitely. If needed, you can later adjust the date range, end it early, or deactivate a client from one rate card and assign them to another. This ensures flexibility while still guaranteeing that only one set of rates is active for a client at any given time.
Creating New Rate Card
Assigning Client
How to Add a Rate Card Entry
After creating the rate card, the next step is to add rate card entries. These define the actual pay and bill structure.
In the Rate Card Entries section, click “Add New.”
Next, click the plus sign (+) to create a new entry, or select from existing entries if available.
New Entry: Enter the following details:
Entry name
Any two of the following can be set:
Bill rate
Pay rate
Take rate
Note that if this is used with Pay rate, it functions as a markup rate.
Job type
Order type (Short-term or Long-term)
Managing Clients and Entries
You can assign multiple clients to one rate card, if you want to use the same custom rates for each.
To activate or deactivate entries, use the “Deactivate” button under the Activate tab.
➡️ Visibility of rate information: Rate card details are only visible to admin users. Admins can view bill, pay, and take rates, while clients and candidates only see what’s relevant to them (for example, candidates only see their pay rate). This protects sensitive financial information while still keeping the right data accessible to the right people.
Rate card assignments are also displayed within the client’s account for easy reference and management.
Why Use Rate Cards?
Rate cards help automatically keep platform rates in line with customer agreements, reduce time and errors from manual data entry, and easily manage variation across clients and job types. By using rate cards, your team can streamline billing and payment processes while maintaining flexibility where needed.