What it is
A rate card answers the core commercial question for a client and role: what do we pay the worker, and what do we charge the client? Each card freezes a pay rate against a charge rate, and the system derives the markup for display — the charge stays authoritative and the markup is recomputed on every save, so it can never drift out of step. When billing turns approved time into an invoice, the rate card is what prices each line.
Rate cards are the substrate under your margin. Because quotes and invoices both price from them, a well-maintained card set means every line carries a known, intended margin rather than an ad-hoc number. When a client negotiates a new charge, or a pay rate moves, you update the card and the change flows through to the next invoice and quote automatically.
When to use it
- You are onboarding a client and need pricing per role
- A client has negotiated a new charge rate
- A pay rate has changed and the charge should follow
- You want quotes and invoices to price to a known margin
- You are reviewing markup across roles for a client
How it works
Step by step.
- 1
Open the rate-card register
Go to the rate cards view to see each card’s client, role, pay rate, charge rate and derived markup.
- 2
Create a card
Add a card for the client and role, and set the pay rate — what the worker is paid — and the charge rate — what the client is invoiced.
- 3
Read the markup
The markup is derived from pay and charge and shown for reference. It is display-only and recomputed on every save, so it always matches the underlying figures.
- 4
Update when rates move
When a charge is renegotiated or a pay rate changes, update the card so the new figures flow into the next invoice and quote.
- 5
Check margin coverage
Scan the register to confirm every client-and-role you bill has a card, so no line ever prices without one.
Worked example
Follow it through.
The scenario
You are setting up cleaning rates for Meridian Retail at Riverside Plaza.
- 1 Open the rate-card register.
- 2 Create a card for Meridian Retail, role Cleaner.
- 3 Set the pay rate at 32.00 AUD an hour and the charge rate at 44.80 AUD an hour.
- 4 Confirm the derived markup reads 40 percent.
- 5 Save; the card is now used to price Meridian Retail cleaning invoices and quotes.
The result
A Cleaner rate card for Meridian Retail prices at 44.80 AUD against 32.00 AUD pay, a 40 percent markup that flows into every invoice and quote.
Tips & notes
Good to know.
- The pay and charge figures are the source of truth; the markup is a read-out, so trust them and let the percentage follow.
- A missing card means a line can’t price cleanly — keep one for every client-and-role you actually bill.
- Update the charge rate the moment a renegotiation lands so the next invoice doesn’t go out at the old price.
- Rate cards feed margin alerts — if pay rises and the charge doesn’t, the alerts board will flag the squeeze.
When you’re done
A maintained set of rate cards so every quote and invoice prices to a known, intended margin.