Rates are what turn clocked hours into pay and cost. Every contact needs a rate set up correctly, otherwise timesheet totals show £0 and break deductions won't be applied. This article walks through setting up rate groups and rate types, then assigning and managing rates on individual contacts.

Before You Start

• You'll need admin access to Settings

• Have your standard, overtime, and any special rates (e.g. weekend, on-call) ready for each rate group

• It helps to know which contacts are paid hourly vs daily

What are rate groups and rate types?

• Rate group: a broad classification of pay, e.g. Primary and Secondary. Most contacts only need a Primary rate; a Secondary rate is used where a contact has a second role or pay basis (e.g. a different rate for a second project).

• Rate type: the specific rate within a group, e.g. Standard, Overtime, Weekend. Each rate type has its own amount and unit (hourly or daily).

Step-by-Step Guide

1. Open Contact Rates settings

Go to Settings → Contact Rates.

2. Create a rate group

Click Add Rate Group and name it (e.g. Primary, Secondary). Rate groups are shared across your organisation so contacts can be assigned to the same group consistently.

3. Add rate types to a group

Within a rate group, click Add Rate Type and set the name. Multiple variations of rate type can be added within the group.

4. Assign a rate group to a contact

Open Directory, select the contact, and go to their Invoices & Rates tab. Here you can set their default pay rate, period and schedule.

Choose the rate group and enter the primary (and secondary, if needed) rate amount for that contact.

5. Save and verify

Save your changes. Open a recent timesheet for that contact to confirm the rate is applied and totals calculate correctly.

Note: If a contact has no rate set, break deductions won't be applied and their timesheet totals will show as £0.

Managing Existing Contact Rates

• Editing a rate: open the contact's Rates tab and update the amount; changes apply to timesheets going forward.

• Updating rates in bulk: export your directory, update the rate columns, and re-import via CSV. See Uploading Documents via CSV for the full import process.

• Region-based presets: if you manage contacts across regions, consider naming rate groups by region (e.g. "London Rates") to keep them easy to find.

Tips and Troubleshooting

• Totals showing £0? Check the contact has a rate assigned under their Rates tab.

• Wrong rate applied on a timesheet? Confirm the correct rate group is selected for that contact, not just a rate type.

• Rate changed but old timesheets look wrong? Rate changes apply going forward only; historical timesheets keep the rate that was active when they were created.

FAQ

Can a contact belong to more than one rate group?
A contact can have both a Primary and Secondary rate assigned, but only one rate group of each kind at a time.

Do rate types apply automatically to overtime hours?
Overtime rate types apply once overtime is configured for that contact or project. See Setting Timesheet and Overtime Rules for how to configure overtime.

Need Help?

If you run into any issues setting up rate groups or contact rates, reach out to your Coreloops contact or use the chat bubble in the bottom-right corner.