Most clients are billed on the rate cards of the resources working on their projects. Rate cards consist of the various roles that are usually employed on client projects and the rates at which these roles are billed. Typically, the billing is done per hour, and the total hours are calculated from the timesheet submissions made by these resources. 

While you can add client-specific rate cards that apply to specific clients or projects only, you can also add global reference rate cards that can be applied across all projects and clients as is or after customization. This helps enforce a sense of uniformity in billing rates across the organization. 

Let us see how you can add and manage these global rate cards for your organization. 

To add a new organization reference rate card, go to Project (1) from the left navigation pane and go to the Finances (2) tab. Select the Rate Cards (3) tab from this page. Here you can see the various rate cards that have been created. 

From this page, you have 3 ways to configure reference rate cards.

1. Create a new rate card from scratch

2. Import a rate card using an Excel import

3. Customizing an existing client rate card

Let us see how you can add rate cards through all of these methods. 

Creating a rate card from scratch

To create a new reference rate card for your organization, click on +Add Rate Card from the Organization Reference Rate Cards page.

On the Create Organization Reference Rate Card screen, enter the Rate Card Name, the Currency, and a Description if you want to further elaborate on the purpose of this rate card. Click on Save once you have entered these details.  

You now have to add Role Rates to the rate card that you have created so that it can be used in the various client projects. Let us see how to do this. 

To add role rates, select the Rate Card from the left pane on the Organizational Reference Rate Cards. Here, select +Add Role Rate. 

In the Add Role Rate window, select the role you want to add from the Select Role Name drop-down. If you cannot find the specific role that you want to add, click on the +Add Role hyperlink at the bottom of the drop-down window. 

You can now proceed to add the rest of the details for the role rate including the Bill Rate which is the rate at which the client is billed for a resource in this role, and the suggested cost which indicates the cost that is incurred by the organization in employing the resource. The difference between the Bill Rate and the Suggested Cost is the margin that your organization earns for this resource. This can be great in understanding the profitability of each project or client. 

One other thing to select is the Rate Category. This enables you to define different rates for the same role depending on the category. Say you have offsite and onsite developers. You can define a specific rate for an offsite developer role and another for an onsite developer role. 

Once you have entered the details, click Add to save the role rate.

To add more role rates, click on the +Add Role Rate button and repeat the above steps to add more role rates. 

Importing a rate card using an Excel import

The next method is to use an Excel file import to add rate cards. To do this, click on the drop-down arrow next to the +Add Rate Cards button and select Import From Excel.  

In the Import from Excel window, enter the Rate Card Name and also select the currency which is used to define the billing rates. 

Clicking on Create will take you to the Import Org Reference Rate Cards window. From this page, download the Excel template that you can use to create new role rates by clicking on Download Excel Template.

In the downloaded Excel file, enter the necessary details. Enter the Role Name, Rate Category, Bill Rate, and Suggested Cost for each role. The Role Names can be the same if the Rate Category is different.  

Save the file once you have entered the details and then back on the Import Org Reference Rate Cards window, click on Upload Excel File to upload the saved file. 

This will take you to the Match Columns section of the page. Ensure that the fields in the Excel file are mapped correctly to the fields on Keka and then click Continue

In the Preview Data page which is the final section in the file upload flow, ensure that the data you have uploaded is correct and there are no errors in the file. If there are errors, click on Back to go back to the Upload Template section and re-upload the file after making the necessary changes. 

After all the errors are fixed, click Complete to finish uploading the file and importing role rates for the new reference rate card.

Role Name that you are adding should already be configured in Keka PSA before you attempt to upload using the excel file. In case the role name has not been configured, the system will show an error. 

Customizing an existing client rate card

The third method for creating a rate card involves customizing an existing rate card and configuring this as a  reference rate card. 

To do this, click on the drop-down next to +Add Rate Card from the Organziation Reference Rate Cards page and select Create from Existing Client Rate Card from the drop-down list. 

This will open the Create From Existing Client Rate Card overlay window. Here, select the currency in which you want to create the new rate card and also select the Client from which you want to copy and customize the existing rate card. Click Create once you have entered these details. 

In the Create Org Reference Rate Card window, you can view the various role rates that have been configured in the client rate card that you are customizing. You can change the Name of the rate card, the Currency, the Billing Role, the Rate Category, the Bill Rate, the Suggested Cost, and more. Once you have customized these details as per your need for the new rate card, click on the save icon corresponding to each of the role rates you want to import from the original rate card.

When all the role rates have been added, click Save to create the new rate card. 

These are the different ways you can create organization reference rate cards. 

Editing or deleting role rate details added to a rate card

To edit the role rate details that have already been added to a rate card, select the rate card from the left pane on the page. Find the role rate you want to edit or delete. 

Click on the three dots icon under Actions column corresponding to that role rate and from the drop-down, select Edit.

This will open the Edit Role Rate window. Edit the details on this window and then select Update to save the changes. 

To delete a role rate that has been added to a rate card, select the rate card and the role rate which you want to delete. Click on the three dots icon under Actions and select Delete from the drop-down. 

Editing and deleting organization reference rate cards

To edit the details of a particular rate card, select the rate card from the list on Organization Reference Rate Card.

Click on the three dots on the right side with the rate card information and select Edit from the drop-down. 

On the Edit Organization Reference Rate Card window, you can make the necessary changes to the details like Rate Card Name and Description.

Click Update once you are done.

To delete a reference rate card that you have configured, select the rate card from the left pane on the Organization Reference Rate Cards page. Click on three dots from the right side of the screen and select Delete from the drop-down.

 Click on Delete on the confirmation window to delete the rate card. 

Hope this helped you understand how to add and manage organization reference rate cards for all clients in Keka PSA. More questions? Please refer to the help articles and FAQs or reach out to our product experts today!