Using Billing Rate Cards
If you use billing classes, you can also enable billing rate cards to define different billing rates for groups of billing classes. These rate cards can then be used to set billing rates on charge-based projects using time-based charge rules. For example, you may negotiate different rates for various roles required to complete projects for your customers. Customer A is billed at 150 per hour for a project manager, 75 per hour for a consultant, and 50 per hour for an analyst. Customer B is billed 200 per hour for a project manager, 150 per hour for a consultant, and 75 per hour for an analyst. You can create two different rate cards using the same billing classes to define the different rates.
It is possible to define rate card specifically for a project and also assign a customer to this rate card. This new rate card is only applicable on projects associated with the defined customer. The Related Records subtab on the billing rate card record lists all projects related to the rate card. New customer records also include a Billing Rate Card field which defines the default rate card for each customer. Also displayed is a list of projects where Rate Card is used. Previously, the Billing Rate Card field was hidden by default and could only be exposed using form customization. Now this field is available for new charge-based billing projects and you can select a customer specific rate card or a generally available rate card for billing your project.
When a specific customer is defined on the rate card, the rate card is locked to that specific customer. Users are not able to change the customer on projects where customer-specific rate card is applied. For more info on changing customer, see Creating a Project Record.
When creating a new charge based project with a rate card, you can check the Create Charge Rule box to automatically create time-based charge rules based on the selected rate card.
Charge-Based Billing and Per-Employee Billing Rates are prerequisites for using Billing Rate Cards.
To enable billing rate cards, go to Setup > Company > Enable Features and click Employees. Under Time & Expenses, check the Billing Rate Cards box. Click Save.
After you have enabled the feature, you can go to Setup > Accounting > Billing Rate Cards > New to create your billing rate cards. Billing class records will no longer contain a field for defining rates. You must define rates for billing classes used for projects on billing rate cards. A default billing rate card is automatically created after the feature is enabled with your existing billing classes and default rates.
To create a billing rate card:
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Go to Setup > Accounting > Billing Rate Cards > New.
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Enter a name for your rate card.
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If you use Multiple Units of Measure, select a unit type and sale unit for the first billing class listed.
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Enter a price for the billing class.
If you use Multiple Units of Measure and you enter a price before selecting a units type and sale unit other than the defined base unit, NetSuite will multiply the price as the base price for the selected sale unit.
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Continue defining prices for each billing class.
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When you have finished, click Save.
When billing class is selected as the basis for time-based charge rules, a required Billing Rate Card field is available to select the rate card for the new rule. It is possible to display rate cards on billing class and to display on Billing Rate Card record list of those projects where the Rate Card is used. Also Billing Class and Service Item can be associated on a Rate card.
You can copy an existing billing rate card by selected Make Copy from the Actions menu on the rate card you want to copy.
Each customer can have a default rate card defined on the customer record or directly on Projects. When you create a new charge-based project for that customer, the default billing rate card is used when creating new time-based charge rules. The Billing Rate Card field is hidden by default on the customer record and you can add this field by customizing your customer record. For new customer you can make this field on Customer record visible by default.
For more information, see Creating Custom Entry and Transaction Forms and Configuring Fields or Screens.
After you have created a billing rate card, you can add an effective date to change and apply new rates without creating a new rate card. For example, you have a contract to complete the first 30 days of labor on a project at a special discounted rate. You can create a billing rate card for your customer that begins at the negotiated special rate and changes to the regular rate on a specified date.
To create a new version of a billing rate card:
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Go to Setup > Accounting > Billing Rate Cards.
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Click View next to the rate card you want to add a version for.
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Click Create New Version at the top of the page.
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In the Effective Date field, select the date you want the new rates to go into effect.
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In the Modify By (%) field, you can enter a percentage by which to increase or decrease all the rates on this rate card. For example, enter 5 to increase all the listed prices by five percent. You can enter a negative number to decrease all the rates.
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You can also update individual rates by changing the values in the Currency field.
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When you have finished, click Save.
The previous rate card remains in effect until the date selected on the new version of the rate card. Rate cards do not have expiration dates. The current rate card remains in effect until a new version is created.
When you have more than one version of a rate card, you can delete the last version from the Actions menu when viewing or editing the last version of the rate card. To delete the last version of a billing rate card, under Actions, click Delete Last Version. A window opens where you can enter a reason for deleting this version of the rate card. Click OK. The last version is deleted and details are recorded in the System Notes.