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.

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.