Project Management – User Rates

Purpose

The User Rates feature defines the cost or billing rates associated with each user assigned to a project.

It ensures that:

Project financials are calculated using consistent and controlled rates
Resource costs are aligned with planning and execution
Billing, estimations, and profitability analysis reflect accurate user-level pricing

User Rates act as a bridge between resource allocation and project financials, allowing organizations to override default rates when needed.

Where to Manage User Rates

Access Path

Project Management → Projects → Open a Project → User Rates

The User Rates tab is available within each project and allows direct configuration of rates per assigned user.

What Are User Rates?

User Rates represent the financial value of a user’s work within a specific project.

They define:

Cost or billing rate per hour or per day
Standard working hours per day
Effective date of the rate (Valid After)

These rates can:

Override default system or contract rates
Be customized per project
Be updated over time to reflect changes in cost or pricing

User Rates Overview

The User Rates tab provides a structured list of all users associated with the project.

Each entry includes:

User identification
Work capacity (hours per day)
Hourly and daily rates
Validity date for the rate

The system also highlights missing configurations when users are assigned to the project but do not yet have defined rates.

Missing User Rates

If users are assigned to the project but no rates are defined, the system displays a warning:

“Missing User Rates!”

This ensures that:

No financial calculations are performed with incomplete data
Project managers are prompted to complete rate configuration

You can quickly resolve this by selecting:

👉 Add All – Automatically adds all missing users to the list

User Rate Fields

Each User Rate entry contains the following fields:

Field	Description
User	The project resource to which the rate applies
Hours Per Day	Standard number of working hours per day
Hourly Rate	Cost or billing value per hour
Daily Rate	Cost or billing value per day
Valid After	Date from which the rate becomes effective

💡 Rates can be adjusted over time by creating new entries with different Valid After dates.

Creating User Rates

To manually define a new User Rate:

Click Add New
Select the User
Define:

- Hours per Day
- Hourly Rate and/or Daily Rate
- Valid After date
Save the entry

This allows full control over project-specific pricing.

Importing User Rates

Instead of manual entry, you can import predefined rates:

👉 Click Import User Rates

A selection window will display available users and their default rates.

You can:

Select one or multiple users
Review predefined hours and rates
Apply them directly to the project

This significantly speeds up configuration and ensures consistency with standard rates.

Rate Initialization Behavior

When users are added without predefined rates:

Default values may be initialized as 0
Valid After may default to a base date (e.g., system minimum date)

⚠️ These values should be updated before financial operations begin.

Updating User Rates

User Rates can be updated at any time:

Modify existing entries directly
Add new entries with a more recent Valid After date

This allows:

Cost adjustments over time
Rate increases or corrections
Historical tracking of pricing changes

Relationship with Project Financials

User Rates directly impact:

Project cost calculations
Budget tracking
Profitability analysis
Billing values (depending on configuration)

They are typically used in conjunction with:

Commercials – Defines pricing strategy
Billing Plan – Defines when billing occurs
Work Items / Timesheets – Defines actual work performed

Best Practices

Define User Rates immediately after assigning resources
Use Import User Rates to ensure consistency with standard pricing
Avoid leaving users without rates to prevent incorrect financial calculations
Use Valid After to manage rate evolution over time
Regularly review rates to ensure alignment with market and internal costs

Project Management – Projects (Overview)
Project Management – Commercials
Project Management – Billing Plan
Project Management – Work Items
Operations Management – Billings