This guide provides instructions on setting billing rates in MinuteDock, including how to customise rates for Contacts, Projects, Tasks, and Users.
💡Tip: Rate priority in MinuteDock runs from most specific to least specific: a Task-specific rate set on a Contact or Project → a rate set for a specific User → Task rate → Project rate → Contact rate → User default rate → Account default rate.
A Task-specific rate set on a Contact or Project is the most specific rate MinuteDock has. It takes precedence over everything else, including a rate set for a specific User.
Setting billing rates for Contacts
Customise the billing rate for each of your Contacts to override default User rates on a per-client basis.
Access Contacts: Navigate to Contacts in the main menu and find or add the Contact.
Edit Contact settings: Hover over the relevant Contact and click the edit button to open settings.
Enable billing: Check the Contact is billable option. (Note: Contacts must be billable to be invoiced.)
Specify rate: Choose Set a standard rate for this contact and enter the hourly rate.
Default rate option: Alternatively, select Use user rates to apply the User's configured rate.
Select currency: Choose the currency for billing the Contact.
Setting billing rates for projects
Customise billing rates for Projects to handle different client rates per job.
Access Projects: Navigate to Projects in the main menu and find or add the Project.
Edit Project settings: Hover over the relevant Project and click the edit button to open settings.
Enable billing: Check the Billable option. (Note: Projects must be billable to be invoiced.)
Specify rate: Choose Specify a Project rate from the dropdown and enter the hourly rate.
Default rate option: Alternatively, select Use Contact's default rate to apply the Contact's billing settings.
ℹ️ Note: Project rates will override Contact rates, but can be overridden by a Task rate or by a Task-specific rate set on the Contact or Project.
Setting billing rates for Tasks
Assign a specific rate for each Task, which overrides Contact, User, and Project rates.
Access Tasks: Navigate to Projects in the main menu, then click the Tasks sub-tab, and find or add the Task.
Edit Task settings: Hover over the relevant Task and click the edit button to open settings.
Enable billing: Check the Billable option. (Note: Tasks must be billable to be invoiced.)
Specify rate: Choose Specify a Task rate from the dropdown and enter the hourly rate.
Default rate option: Alternatively, select Use Project or Contact's default rate to apply the billing settings of the assigned Project/Contact.
⚠️ Important: A Task rate overrides Project, Contact, User, and Account default rates for any Time Entry. The one thing that beats it is a Task-specific rate set for that Task on the Contact or Project — see Override a Task's rate for one Contact or Project below.
Override a Task's rate for one Contact or Project
A Task rate applies everywhere that Task is used. If one client is charged differently for that kind of work, you can override the Task's rate on that Contact — or on a single Project — without creating a duplicate Task.
Open the settings: Navigate to Contacts (or Projects) in the main menu, hover over the item and click the edit button.
Check billing is on: The Contact is billable option needs to be checked.
Find Task-specific Rates: Scroll to the Task-specific Rates section.
Choose the Task: Select the Task from the dropdown.
Enter the rate: Type the hourly rate that should apply when this Task is used with this Contact or Project.
Add more if you need them: Click + Add a task rate to override another Task, then click Save.
For example, if your #advisory Task is set to $180/hr but one client is on $220/hr for advisory work, set a Task-specific rate of $220 on that Contact. Every other client keeps the $180 Task rate.
⚠️ Important: A Task-specific rate set here beats every other rate, including a rate you've set for a specific User. If a Time Entry uses two Tasks that both have a Task-specific rate on this Contact and one of them is $0.00, the $0.00 rate applies.
Setting these rates needs permission to manage Contacts, Projects and Tasks, or to edit billing rates. See Managing Users and Permissions
Setting billing rates for Users
Configure default User rates or specify rates for Contacts, Projects, or Tasks.
Access Account Settings: Click Account at the top right of the page, then navigate to Team.
Manage User Settings: Click Manage next to the User's name to edit their settings.
Set hourly rate: In the hourly rate section, click Manually set and enter the User's rate.
Default rate: This will be the default rate unless overridden by specific Contact, Project, or Task rates.
💡Tip: User default rates serve as the baseline rate when no specific Contact, Project, or Task rates are set.
User-specific rate overrides
You can set a custom rate for a specific User on a Contact, Project, or Task. This only applies when that User logs time to that Contact, Project, or Task.
A rate set for a specific User overrides the standard rate on the same item — so a User rate on a Task beats that Task's own rate. The exception is a Task-specific rate set on a Contact or Project, which takes priority over User rates.
Set User's rate: When editing a Contact, Project, or Task settings, click + Add a user rate under the Billable section.
Select User: Choose the User from the dropdown menu.
Enter rate: Input the hourly rate for the User.
ℹ️ Note: You can add multiple User rates for the same Contact, Project, or Task. A rate you set for a specific User will take priority over the standard rate on that item.
If a Contact or Project has a Task-specific rate for the Task in question, that rate applies instead of the User rate.
Video Guide — How billing rates can be set/applied
This video covers where each rate is set and how MinuteDock decides which one to apply.
ℹ️ Note: Since this video was recorded, you can also set a Task-specific rate on a Contact or Project, which overrides the Task's own rate for that client or job. It sits above everything shown in the video in the priority order.