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 might bill Customer A $150/hr for a project manager, $75/hr for a consultant, and $50/hr for an analyst, while Customer B gets $200/hr, $150/hr, and $75/hr for the same roles. You can create two rate cards with the same billing classes but different rates.
You can define rate card specifically for a project and also assign a customer to this rate card. That rate card only applies to projects for that 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 and you can see a list of projects that use it. Previously, the Billing Rate Card field was hidden by default. Now it’s available for new charge-based projects, so you can select a customer-specific or general rate card for billing.
When a specific customer is defined on the rate card, the rate card is locked to that specific customer. Users can't change the customer on projects where customer-specific rate card is applied. For more information about 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 won’t have a rate field anymore because you’ll set rates for billing classes on the rate cards. A default rate card is created automatically with your existing billing classes and 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're done, 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. You can display rate cards on billing classes and see which projects use each rate card. You can also link Billing Class and Service Item 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 customers, you can set this field to be visible by default.
For more information, see Creating Custom Entry and Transaction Forms and Configuring Fields or Screens.
After you've 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're done, click Save.
The previous rate card remains in effect until the date selected on the new version of the rate card. Rate cards don't expire. The current rate card remains in effect until you create a new version.
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. Click OK. The last version is deleted and details are recorded in the System Notes.