A price list is a group of pricing rules that can be used on multiple projects. It defines the price and terms on which hours, travels, and products recorded for the project are billed to the customer. When an hourly rate has been defined for a work type in the project’s active price list and the Bill option is enabled, all hours recorded with this work type will automatically become billable at the time of entry.

Manage price lists

Price lists are managed in Settings > Pricing > Price list, where multiple price lists can be created as needed. The default price list is used automatically for all new projects unless another price list is specifically selected for the project.

Create a new price list as follows:

  1. Click New price list
  2. Enter a descriptive name for the price list
  3. Select the currency of the price list, if a currency can be selected
  4. Click Save


Once the new price list is open, you can start entering prices for hours, travels, and regular products. Changes to price lists are automatically saved.

Note that editing a completed price list in Settings affects all projects where this price list is linked with. If you want to change pricing only for a single project, use a project-specific price list:

  1. Open the project and go to the Financials tab
  2. In the Set prices section, click the Convert to project specific pricing button
  3. Edit the prices in the visible price list; the changes will affect only this project

Work hour rates

The first row in the price list is the Default price. This price is used for all billable hours for which no more specific exception has been defined in the price list or the project price list. Click the field and enter the desired price to edit the hourly rate. If the default price is billed to the customer, remember to select the Bill field.

Use the Add hourly rate button to add new pricing rows to the price list – for example, for a specific work type or user. You can add as many rows as needed, but two rows cannot define a price for exactly the same combination (e.g. the same work type and the same user).

Example: The default price in the price list is €100. In addition, the price list includes the following: hours recorded by all users for the work type Project management are priced at €150, hours recorded by all users for the work type Consulting are priced at €175, all hours recorded by the user Matti Meikäläinen are priced at €75, and hours recorded by the user Maija Meikäläinen for the work type Consulting are priced at €200.

With this pricing structure, all hours recorded by Matti will be priced at €75 (his user specific price overrides other rules). For other users, hours recorded for the work type project management will be priced at €150 and hours recorded for the work type consulting at €175 – except for Maija’s Consulting hours, which will be priced at €200. All other work hour entries will receive the default price of €100.

The principle is: the more specific the pricing row that matches the work hour entry, the higher its priority. A user specific price overrides a work type specific price, which in turn overrides the default price.

In the same way, other pricing exceptions such as overtime multipliers, travel expenses, and product prices can be added to the price list.

How the price list affects work type billability on a project

The billability of a work type is always determined by the price list that is active on the project at the time of entry. When an hourly rate is found in the price list for the work type and the Bill option is enabled, hours recorded for the work type will automatically receive a billable status at the time of entry. Project pricing is viewed and defined on the project’s Financials tab.

Setting a price list for a project

A project’s price list can be defined in two ways on the Financials tab:

  1. Set the project’s price list as project specific and make changes (e.g. hourly rate or Bill option) in the price list only for this project.
  2. Select a ready-made price list for the project, whose settings are edited in the general settings:
    1. Click the cogwheel icon
    2. Select Settings
    3. Select Price lists

Raising already recorded non-billable hours to an invoice

Changing the price list does not retroactively affect hours that were recorded before the change. If hours have received a non-billable status – that is, at the time of entry either the hourly rate in the price list settings was 0 €/h or the Bill option was not selected – they must be raised to an invoice manually. Proceed as follows:

  1. Open the invoice and go to the Uninvoiced items section.
  2. Enable the View non-billable toggle so that hours marked as non-billable will also be shown.
  3. Select the hours to be raised and add them to the invoice.


After editing the price list, all new hours recorded in the future will follow the updated price and billing setting of the price list. The change will not automatically affect hours that have already been recorded – they must be raised to an invoice as described above, if needed.

Frequently asked questions

Q: Why are work hours recorded for the project not becoming billable?
A: Check on the project’s Financials tab that the active price list has an hourly rate defined for the work type in question and that the Bill option is enabled.
Q: What is the difference between a project specific price list and a ready-made price list?
A: Changes to a project specific price list apply only to that project. Changes to a ready-made price list, on the other hand, affect all projects where this price list is linked with.
Q: Which price is applied if several pricing rows match the same work hour entry?
A: The most specific rule wins: a user specific price overrides a work type specific price, which in turn overrides the default price.
Q: Will already recorded non-billable hours be automatically added to an invoice when I change the price list settings?
A: No. They must be raised to an invoice manually from the invoice’s Uninvoiced items section via the View non-billable toggle. Only new hours recorded after the change will automatically follow the updated setting.

Keywords: price list, default price list, default price, pricing row, work type, billability, hourly rate, Bill option, project-specific price list, uninvoiced items, financials, overtime multiplier



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