Resource Manager

Resourcing, timesheets and billing in one place.

Plan who works on what, record time in seconds, and know exactly where every project stands against its budget.

  • Book people onto confirmed and tentative work, week by week.
  • Weekly timesheets with drag and drop, and time recorded as you go.
  • Budget burn, call-off drawdown, utilisation and forecasts.
  • Secure by design, and accessible to WCAG 2.2 AA.

Built for consultancies and professional services teams.

Resource Manager
Help centre

Clients

Rate cards

Set charge, cost and pay rates by the day or the hour, for grades, people, clients and projects.

Rate cards say what time is worth. There are three kinds of rate:

  • Charge rate: what the client pays. Billing values, budgets in money and the forecast use it.
  • Cost rate: what the person costs your organisation per hour or day, all in (salary, on-costs and overheads). Margin and the cost of a project use it. Set it for everyone who records time.
  • Pay rate: what you pay the person for particular time on top of their salary, such as paid overtime or an hourly contractor's hours. It only applies to time recorded as Paid (with its multiplier, such as 2× for overtime), and gives the pay lines in the billing ledger. If your staff are salaried and overtime isn't paid, you don't need pay rates.

Each kind is confidential. You see a kind only if your role includes it, for example See charge rates. Changing rates needs Set charge, cost and pay rates.

Where rates are set

  • Organisation: open Administration → Rate cards. These rates apply when nothing more specific does.
  • Client: the client's Rates tab. Used for all of that client's projects.
  • Project: the project's Rates tab. You can also set a person's rate on a single task.

A rate can be for everyone, for a grade (such as Senior consultant), or for one person. It is set per day or per hour, from a date and optionally to a date. Two rates for the same people on the same card cannot cover the same day.

A rate applies only from its Effective from date, which starts as today. To cover time already done, such as history imported from another system, choose a date on or before the first day of that work.

Which rate applies

Resource Manager uses the most specific rate on the day the work was done:

  1. the person's rate on the task;
  2. the project's rate for the person, then for their grade, then for everyone;
  3. the client's rate for the person, then for their grade, then for everyone;
  4. the organisation's rate for the person, then for their grade, then for everyone.

If none applies, it says No rate rather than using zero. The project's Rates tab shows each team member's rates today and where each comes from.

A day rate is converted to an hourly rate using Hours in a billable day (under Billing and settings, default 8). Rates are in the card's currency: a client or project with its own currency has rates in that currency.

Time approved before a charge rate was set

Time is valued when its timesheet is approved, at the rates that apply then, and that value never changes by itself, so invoices and exports stay as they were. Time approved with no charge rate (for example history imported from another system) is therefore valued at nothing, and money used on budgets shows less than it should. The Budgets report marks it, for example 73:00 hours approved with no charge rate.

To value it:

  1. Set the charge rate, on the project's Rates (or for the client or organisation).
  2. On the project's Rates, under Approved time with no charge rate, choose the date to re-value from and select Re-value at current rates.

To do every project at once, open Rates (the organisation's rate card). It lists every project with approved time that has no charge rate. Choose the date and select Re-value every project at current rates. Set the rates first: projects still without one are left as they are. If time still has no rate afterwards, the message says the earliest day without one: a rate covering that day is missing, usually because its Effective from date is later.

Each line is reversed and posted again at the rate for its person, work and day, with the reason and your name, and it is recorded in the audit log. Time that already has a value, time with write- offs, and time in locked or exported weeks is left alone. You need Set charge, cost and pay rates.

Grades

Add grades at the bottom of Rate cards, then set each person's Grade on their page under People.

Changes to rates are recorded in the audit log, without the amounts.