There are many different places in Actionstep where you can apply rate labels, which provide the ability to set different rates for users of the same role. How these rates are prioritized depends on many different factors. This article covers this rate hierarchy. It also explains what historic rate labels are.
Rate Label Hierarchy and Overrides
When setting rate labels, it's important to understand the hierarchy of how these rates are applied, as well as how these rates can be overridden. This hierarchy is covered below.
Settings that set the rate populate the default rate on a time entry.
For example, let's say Judy’s default rate label is "Attorney." This means when she creates a new time entry, the rate label is automatically assigned as "Attorney." Additionally, Judy's system also has a rule for the quick-code "Research and Discovery," which is linked to the rate label "Research," which means that whenever someone uses that quick-code on a time entry, the rate label is automatically set to "Research." Because quick-code rate settings override timekeeper defaults, if Judy selects "Research and Discovery" while entering her time, her rate label will change from "Attorney" to "Research." (Note, though, that Judy can still manually change the rate label to something else if needed.)
Additionally, rate overrides change the value of a rate label from its default.
Similar to the example above, let's say the default rate for "Paralegal" is $120. John has a timekeeper rate override that changes the value of the "Paralegal" rate label to $125. When John creates a time record with that rate label, the rate label will be set to $125.
However, Matter 123 has a matter rate override for the "Paralegal" rate label that sets the rate to $110. This means that when a user records time against this matter using this rate label, the time will have a value of $110. Because a matter rate override is higher on the hierarchy than a timekeeper override, when John reports time on Matter 123 using the "Paralegal" rate, its value will default to $110. (John can still edit the Rate value field on the time record and select the default rate label he prefers.)
NOTE: As discussed in the examples above, rates can be
selected on the time entry itself to override any automatic setting. To override
automatic settings, click the Rate drop-down list. The
Rate value will be filled in accordingly.
The following list describes each area where rates can be set and overridden. Please note, the rates below include this designation:
- Rate = Sets a specific rate label for time entries
- Override = Overrides the value of a set rate
| Rate Settings with Higher Priority | Explanation | Where You Can Access | |
|---|---|---|---|
|
Matter Rate (Override) |
None |
Matter Rate override is the topmost precedence rate value in the hierarchy. This is the rate value that will be used for the matter. This is an override of the rate's value. In the following image, the Attorney rate has an override value of 250.00. When the rate for this matter is selected (manually or by default), the value of each hour will be 250.00. (click image to enlarge it) As a result of the matter override, the time entry will display the rate value as a Matter rate. |
To access:
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Client Rate (Override) |
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The client rate override is a specified rate value for a client. If the matter rate is set to default and the matter rate override has no value, the client rate will override the value of the selected rate. When a rate value is set for a rate for a contact, the time entry will display that rate value and denote that it is a client rate. In the following example, the Attorney override rate is $275. When completing a time entry, any default rates for the attorney user would be overridden using this new value. (click image to enlarge it) |
To access:
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Timekeeper Rate (Override) |
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The timekeeper user rate override allows that specific user to have a unique rate value when the overridden rate is selected for that user on a time entry. The rate value on the time entry will be displayed as Timekeeper rate (rate value). |
To access:
OR
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Matter Rate (Rate) |
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This is the top-most set rate (although, Matter override can change the value). The value can be overridden; however, the rate selected here will be used for the matter. The Matter rate is set inside the matter in Matter billing options in the Rates section. |
To access:
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Quick Code (Rate) |
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The quick-code rate is the rate attributed to the quick-code selected for the time entry. This is set per system role. Different system roles can have different rates for the same quick code. In the following image, the quick code client_meeting rate is Special and its value is $350. (Click image to enlarge it) When editing or creating a quick-code a Default rate label to use by system role can be set. TIP: You can set up default rates against a quick code at a fixed fee or custom rate. |
To access:
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Timekeeper Rate (Default Rate) |
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The Timekeeper rate is set for a specific user. This is the rate that will be used for that user unless the rate is overridden in the rate hierarchy. When creating a time entry, the Rate value field will display the Default rate (rate value). |
To access:
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System Role (Rate) |
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The system role rate selection determines the default rate for all users of that system role. A time entry using the System role rate will display the Default rate (rate value). |
To access:
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Default (No Rate Set) |
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If all rates are set to default, the time entry rate will select the first rate alphabetically. NOTE: Fixed fee and custom rate labels cannot have an override value. By design, they are used to enter a value when creating a time entry. |
Historic Rates
When a when a rate value or hierarchy has been edited or removed, any existing time entries associated with that rate label are marked as historic.
For example, if a Senior Lawyer time entry and rate has been saved and then the rate value is changed in Billing settings, the rate value on the time entry will be displayed as Historic rate (value). This happens when you edit the rate value, delete the rate and merge it with another rate, or remove rate value overrides.
NOTE: Sometimes your time entries will show a historic rate when using the Outlook Add-in. This happens when you save a time entry to a matter using the Outlook Add-in but it doesn't have a matter number assigned to it. However, the rate value will be correct because the time entry has, in effect, been saved to Actionstep twice. The system believes it is overriding an old rate label and does this automatically. This does not affect the rate value.
Additional Resources:
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