When a project extends for many months, or possibly years, it is not uncommon for bill rates to change during the course of the project. Often, a periodic increase in a project's bill rates is built into the contract. You must be careful about how you change bill rates in Ruddr to maintain the rates on previous time entries.
The following are the steps that you should follow when changing bill rates on a project.
- Ensure that all time entries that need to use the old rates have been created. Since you will be removing the ability to track time at the previous rates, ensure that all time entries that need those rates have been created in Ruddr.
- Clone if the project does not use roles. If a project does not use roles, you should not change bill rates on the project team members unless you want the bill rate of all previous time entries on the project to use the new rate. When a project does not use roles, the best way to use new bill rates on the project is to clone the project and then archive the original project. You can then update the bill rates on the newly cloned project.
- Assuming the project uses roles, deactivate the roles with the old rate. For any roles on the project that need a new rate, first you should deactivate the old role. You do this from the Roles tab of the Edit Project drawer. Simply choose the Deactivate menu option on the menu at the right side of the role.
- Create new roles using the same role name and assign the updated rates. For each role that will have a new rate, click the Quick Add button at the bottom of the list of project roles. Type in the role name , discipline (optional), billable status, and the new bill rate.
- Assign the new roles to the appropriate project team members. For each of the new project roles, assign project team members in the Role Assignments list on the Roles tab of the Edit Project drawer.
Note that if you want project team members to be able to record time to both the previous bill rate and the new bill rate, you would not deactivate the old roles. In order for project team members to differentiate between the roles, you would want to give them unique names (such as "Project Manager 2022" and "Project Manager 2023").