Set Person Billable Rates for a Project

Person billing lets each assigned person charge a different hourly rate on the same project. Use their global profile rate or a project-only override. For different rates across clients, set the appropriate override on each client’s project.

Set up person billing

  1. Open the project and choose Edit project.
  2. Under Billing Settings, select Person Hourly Rate in Billable rates.
  3. Scroll to Project member permissions (or Project team for managers). The person-rate controls appear immediately.
  4. Choose Set project override or Edit override, enter the rate, and click Apply rate. The row shows Unsaved rate. Repeat for anyone who needs a different project rate.
  5. Click Update project to save the billing method and staged person rates together.

Until Update project succeeds, these rate changes are drafts. Canceling the project discards them. Switching to another billing method hides the person-rate drafts; switching back restores them during the same editing session. Saving another billing method does not apply hidden drafts. If the client currency changes, review and apply the rates in the new currency before updating.

If an update fails, the draft remains available to correct and retry. If someone changed the project or an assigned person while you were editing, review the latest saved values before trying again.

Edit rates on an existing person-billed project

For a project already saved with Person Hourly Rate, the person’s dialog uses Save rate. This saves immediately. Canceling the project editor afterward does not undo that saved rate.

An override applies only to that person on this project. It never changes their global profile rate or another project. Zero is a valid override; a blank override cannot be saved.

Use the global profile rate

Choose Use global rate, select Use global profile rate, and apply or save the choice. New time follows the dated billable rates on the person’s profile, using each entry’s work date. An administrator can open Edit global rate to change the person’s profile separately.

The global rate must use the project’s currency. Otherwise, enter a project override in the project’s currency. Keito does not automatically convert the rate.

Bill a task at its own rate

Some work is billed at one rate whoever does it, such as paralegal or research time. A task rate can replace person rates for that task on person-billed projects.

  1. An owner or administrator turns on Settings → Preferences → Workspace preferences → Task rates override person rates. It is off by default.
  2. To use one rate on every person-billed project, open Manage → Tasks, edit the task, enter a Person-rate override, and choose Save Changes. This rate is in the workspace currency and applies to projects billed in that currency.
  3. To use a different rate on one project, open Edit project → Tasks, enter it in Override person rates for that task, and choose Save. A project override wins over the Manage → Tasks override and uses the project’s currency. Remove clears it.

New billable time on that task is then priced at the override for everyone, whether it is higher or lower than their person rate, and invoices use that rate. Zero is a valid override; a blank override means none. Other tasks keep using person rates. Only owners and administrators can change overrides.

Overrides apply to new time only. Time recorded earlier keeps its saved rate, and Reprice eligible existing time for a person leaves time on overridden tasks unchanged. As with any person-billed entry, changing an entry’s task, project or work date recalculates its rate from the current settings. Turning the setting off returns new time to person rates; saved overrides stay in place and show as inactive. A task’s Default Hourly Rate applies only to projects that bill by task and is never treated as an override.

Change rates on existing time

Choosing a billing method or changing a rate leaves saved historical time rates unchanged by default. To deliberately update eligible earlier time, select Reprice eligible existing time in the person’s rate dialog. Optional Work date from and Work date to bounds are inclusive; blank dates cover all eligible time for that person on this project. In a draft billing-mode change, repricing occurs only when Update project succeeds.

Locked, approved, closed, running, non-billable, billed, manually invoiced, and invoice-linked entries stay unchanged. Approval-week protections also apply. Imported Toggl history has separate rate protections and is excluded. Existing invoice lines are never rewritten.

Person billable rates and Cost rate are separate: the billable rate is what you charge the client; the cost rate is used for internal costs. Person-rate editing requires plan access and billable-rate permission. Project managers also need project-edit permission on that project.

See Project Team for project access and assignment settings.