Which chain applies
There are two chains, and which one runs depends on a single condition: the project has services enabled, and the entry names a service. If both are true, the service chain runs. If either is false, the shorter chain runs.The service chain
For a project with services enabled, where the time entry names a service, Invup checks in this order:1
Is the service billable?
If the service is marked non billable, the rate is zero and the search stops here. Nothing below can override it.
2
This member, on this service, on this project
The most specific rate there is. Set on the project, against a particular service, for a particular person.
3
This member, on this service, anywhere
The member rate override set on the service itself. Applies across every project using that service.
4
This service, on this project
The project’s own rate for that service, applying to everyone working on it.
5
The service's base rate
What the service is worth by default, wherever it is used.
6
The project's rate
The project’s hourly rate.
7
The member's base rate
What this person’s time is worth in this organization, when nothing more specific applies.
The shorter chain
For a project without services enabled, or any entry that names no service:1
This member, on this project
The rate set for that person on that project.
2
The project's rate
The project’s hourly rate.
3
The member's base rate
What this person’s time is worth in this organization.
Zero is an answer
A rate of zero is a real, deliberate rate. It stops the search exactly as any other number would. Setting a project’s rate to zero does not fall through to the member’s base rate. It means the work is worth nothing, which is occasionally what you want and occasionally a costly surprise. If you intend a level to be skipped, leave it empty rather than setting it to zero.When no rate exists at all
If nothing has been set at any level, the entry resolves to no rate rather than to zero. It is tracked, but it cannot be valued. This is the usual reason a newly invited team member’s first week of work shows no value: nobody set their base rate. See Invite your team.Rate locking
The chain above is live. Change a rate today and every entry that has not been locked is revalued using the new number, including entries logged months ago. The rate lock policy decides when an entry’s rate stops being able to move. It is an organization wide setting.
At invoice is the sensible default for most people. It gives you room to fix a wrong rate before the client sees it, and closes the door the moment they have.
A locked entry keeps a record of which level of the chain produced its rate, so a rate on an old invoice can be explained rather than guessed at.
Setting rates in the right place
The chain rewards setting rates broadly and overriding narrowly.1
Start with member base rates
Give every team member a base rate. This alone means no work is ever unvalued.
2
Add service rates if you use services
Where the type of work changes the price more than the person does, service base rates carry most of the load.
3
Override at project level for exceptions
A client on a negotiated rate, a discounted engagement, a premium rush job.
4
Override per person only when you must
A partner billing at a special rate on one particular matter. One setting, not a policy.
Cost rates
Alongside the billing rate, each team member carries a cost rate: what their hour costs your business. Cost rates never appear on invoices and are not part of the chain. They exist so you can see the gap between what a project earned and what it consumed.Next
Create your first project
Put the rates to work on real work.
Core concepts
How rates fit into the rest of Invup.