Ratelists: Managing your ratelists

Where to find it

Go to Settings → Finances → Ratelists. The page has these tabs:

Wagelists: what you pay your staff.
Pricelists: what you charge your clients.
Transport wagelists and Transport pricelists: pay and prices for transport trips. You see these tabs only if the Transport feature is on.
Units: your custom units, such as night hours, weekends or holidays.
Components: the labels for your rates, such as "Basic Hour Wage" or "Night bonus".

Tag wagelists and tag pricelists are not on this page. You set them up on each tag in Settings → Work → Tags.

The ratelist table

For each ratelist you see:

Name and Description
Companies: for which companies the ratelist is available
Revision: the version of the ratelist, for example v2
Modified and Modifier: when and by whom it was last changed
Status

The statuses are:

Active: published and ready to use on jobs.
Draft: still being prepared. It is not offered on jobs.
Archived: no longer offered on jobs. It opens in read-only mode.
Default: pre-selected for all companies without their own default.
Default (company): pre-selected for specific companies.

Use the search to find a ratelist by name.

Creating a ratelist

Open the tab of the type you need, for example Wagelists. The tab decides the type of the ratelist.
Click Add ratelist.
Fill in the header:
- Name (required): your team sees it everywhere a ratelist is chosen, so make it clear.
- Description: an internal note for admins. Clients and staff never see it.
- From (required) and To (optional): the period of the ratelist. Leave To empty if the list has no end.
Set which companies can use the list.
Add your rules.
Click Publish, or Save draft if you are not finished yet.

Example:

Name: "Event Staff Wages 2026"
Description: "Standard wages for event staff, valid for all clients"
From: 1 January 2026, To: empty

The period is only information. It does not block the ratelist. A ratelist outside its period can still be chosen on a job and is still used for calculation.

When you choose a ratelist on a job, you see its revision, a calendar icon with the period, and an Upcoming or Expired chip if today is outside the period.

Saving changes

The buttons in the footer depend on the status:

Draft: Publish makes it Active, Save draft keeps it as a draft.
Active: Update saves your changes.
Both: Save as saves what you see as a new ratelist.

The footer shows "Unsaved changes" until you save. After saving you see "Ratelist saved".

A ratelist that is already used on a job cannot go back to Draft. If you update it, the system creates a new revision. See Ratelists: Updating a ratelist.

Copying a ratelist

Copy a ratelist when you need a similar list and do not want to build it from scratch.

Copy in the row menu of the table: the copy opens in the editor, named "Name (copy)", as revision v1.
Save as in the editor: enter the Name of new ratelist and confirm. The original stays unchanged.
Copy for this company on the Ratelists tab of a company: the copy is available only for that company.

The copy is never a default. If it should be a company default, set it again.

Example:

You have the pricelist "Standard prices".
Client ABC agreed on higher rates.
On the ABC company page, click Copy for this company and raise the rates in the copy.
Other clients still use "Standard prices".

Save as is a safe way to try a change. You get a new list and the original is not touched.

Archiving a ratelist

Archive a list when you do not want to use it any more.

Open the row menu of the ratelist, or open the ratelist.
Click Archive and confirm.

The list is no longer offered on jobs and is removed as a company default. Jobs that already use it keep it.

To use it again, click Restore. The list becomes Active again.

The default ratelist cannot be archived. Set another list as default first.

Deleting a ratelist

Open the row menu of the ratelist.
Click Delete and confirm.

You can delete only a list that was never used and has only one revision. Otherwise, Delete is disabled with "Cannot be deleted because it's already in use".

Use Archive instead of Delete when a list has been used. Your history stays correct and the list is out of the way.

Units and Components tabs

On the Units tab you create and manage your custom units. On the Components tab you create and manage the labels for your rates.

You can see where each item is used. An item that is already used in a ratelist cannot be deleted. Archive it instead. It stays in the ratelists that already use it, but it is no longer offered for new rules.