You can change a person’s billable rate or cost rate. Some changes may affect your historical data.

Changing Billable Rates

Changing a person’s hourly billable rate requires editing the related person or project profile. Depending on where you make this change, the new rate will apply to all future projects or to a current project.

Changing a Person’s Default Billable Rate

If you change a person’s default billable rate, that new billable rate will apply to all future projects that invoice by person hourly rate. It won’t apply to your user’s billable rate within current projects. To change that default rate:

  1. Go to Team.
  2. Click on the person whose rate you need to edit and then click Edit Profile (upper right corner).
  3. Go to their Basic Info (left menu).
  4. In the Billable Rate field, enter the person’s new rate, and then click Update Info.

Changing a Person’s Billable Rate within a Current Project

If you need to change a person’s billable rate for a current project, you’ll do that on a per project basis. Changes made to a person’s billable rate within a project apply to all of the hours that that person tracks to that project. This includes hours tracked before the rate change. To do this:

  1. Head to Projects.
  2. Click the Actions menu that appears to the right of the project you’d like to update.
  3. Select Edit. The Edit Project screen will appear.
  4. Scroll down to Team, enter the new rate beside the person’s name, then save.
    • Note: You can only apply billable rates to people if your project bills by Person Hourly Rate.

There is currently no way to simultaneously update a person’s rate across all projects.

Changing a Person’s Billable Rate Mid-Project

Sometimes you’ll need to change a person’s billable rate mid-project, with some hours tracked to one rate, later hours tracked to another. There’s no current way for Harvest to do this within the same project profile.

Instead, in these situations we recommend that you duplicate your project and use the new billable rate in the new, duplicate project. You’ll have as many projects as you do rates per person. However, this will ensure the accuracy of your reports and invoices. To change a person’s rate mid-project:

  1. Head to Projects.
  2. Click the Actions menu that appears to the right of the project you’d like to update.
  3. Select Duplicate.
  4. You’ll be dropped into a profile page for your new, duplicate project. Fill in your info, including your person’s new rate.
    • Note: Person rates apply only to projects that invoice by person hourly rate.
    • We recommend amending the project’s title with info that will make it easy for you to track. For example, Project A: 2014 Rates.
  5. Save the project.
  6. Archive the old project to prevent people from tracking time to it.

Now your users can track time to this new project with their new rate. Remember to let your users know about the change so that they can track hours to the appropriate project.

Changing Cost Rates

You can change a cost rate from a person’s profile. When changing a cost rate, you can apply the new rate to all tracked time or enter an effective date for the new rate.

  1. Go to Team.
  2. Click the person’s name, and then click Edit Profile (upper right corner).
  3. Go to their Basic Info (left menu).
  4. Click Edit cost rate.
  5. Enter the new cost rate, select an effective date or apply it to all time entries, and save your changes.
    • Note: The effective date must be the current date or a past date. It can’t be a future date.