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Control who can edit billable rates on Estimate lines

Use a transaction permission to protect default billable rates on lines categorized as a Time charge type

Overview

The Estimates – Edit Billable Time Rates transaction type controls whether a user can change the billable Rate on Estimate lines with a Charge Type of "Time".

Users with full access can edit the billable rate. Users without access must use the default billable rate defined by the agency. 

Why use this permission?

  • Lock approved or standard billable time rates.

  • Reduce unintended pricing changes during Estimate preparation.
  • Separate Estimate management access from authority to override fee rates.
  • Apply consistent rate governance by role or responsibility.

Configure access

  1. Navigate to Set Up Files > User Access Group.

  2. Create a new User Access Group or select an existing group.
  3. Locate Estimates – Edit Billable Time Rates in the transaction-type list.
  4. Add the transaction type to the group for users who are authorized to edit billable time rates.
  5. Save the User Access Group.

How it works on an Estimate

  • For an Estimate line with a Charge Type of "Time", an authorized user can edit the Rate. 

  • For an Estimate line with a Charge Type of "Time", a user without the permission cannot edit the Rate and must accept the default. 
  • The permission applies specifically to billable rates for line items with a charge type of "Time".  Users with full Estimate access can still edit the Rate for 3rd party costs, i.e., lines with a Charge Type of "Supplier". 

As of this feature's release (September 13, 2026), User Access Groups that had Full Access to Estimates automatically have access to Estimates - Edit Billable Time Rates. Administrators should review access and remove the permission from groups that should use the rates defined by the designated agency user. The system applies the most relevant billable rate based. For example, if there is a client-specific rate, it will use this; otherwise, it will use the standard rate card defined at the Task Type level. 

Recommended setup

This feature should only be used if your agency maintains rate cards in Accountability and wants to ensure that only the approved rates are used on Estimates.  

Grant this permission only to roles responsible for pricing or Estimate approval. Other Estimate users can retain their existing Estimate access without being able to override the default billable rate on Estimate lines with a charge type of "Time".