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Overriding Master Rates with Job-Specific Pricing

Platform: Web Application Only 
User Type: Admin+Billing / Org Admin 
Difficulty: Advanced
Estimated Time: 10 minutes 
Last Updated: September 2025

Quick Summary

Override your organisation's master rates for specific jobs when special pricing has been negotiated with clients. Learn how to access job-specific rate controls, apply custom pricing for individual projects, and ensure accurate billing while maintaining your standard Directory rates for other work.

What You'll Learn

  • Access and navigate the job-specific rate override functionality from Job Details
  • Modify rates for Materials and Rate Items on individual jobs without affecting master rates
  • Understand the hierarchy between master rates and job-specific overrides
  • Configure labour, plant & equipment, materials, and rate item pricing for special agreements
  • Ensure billing reports accurately reflect custom pricing arrangements
  • Maintain pricing integrity across different client agreements and project types

Before You Start

Prerequisites:

  • Admin+Billing or Org Admin permissions within your Dayworkbook organisation
  • Web application access (job-specific rate management not available on mobile)
  • Master rates configured in your Directory for the resources you want to override
  • Understanding of the special pricing agreement for the specific job

You'll Need:

  • Access to the Job Details page for the relevant project
  • Knowledge of the custom rates agreed with your client for this specific job
  • Understanding of which resources (materials, rate items, etc.) require rate overrides
  • Authority to modify pricing information within your organisation

⚠️ Watch Out: Job-specific rate changes only affect the individual Job and don't modify your master Directory rates

Understanding Job-Specific Rate Overrides

When to Use Job-Specific Rates

Job-specific rate overrides are designed for situations where you've negotiated special pricing that differs from your standard rates:

  • Volume discounts for large projects or long-term contracts
  • Negotiated rates agreed during tender or contract discussions
  • Special client agreements that require different pricing structures
  • Project-specific materials with different supplier costs or client-supplied items
  • Regional variations where standard rates don't apply to specific locations

Rate Override Hierarchy

Understanding how Dayworkbook applies rates ensures accurate billing:

  1. Job-Specific Rates: If overrides are set, these take precedence for billing
  2. Master Directory Rates: Used when no job-specific overrides are configured
  3. No Rate Information: Items appear in reports but without pricing calculations

Accessing Job-Specific Rate Controls

Step 1: Navigate to Job Details

1. From the main Jobs screen, click on the specific job requiring rate overrides

2. This opens the Job Details page showing daywork sheets and job summary information

3.Look for the "Using Master Rates" button in the upper section of the Job Details interface

Step 2: Open Rate Override Interface

1. Click the "Using Master Rates" button to access job-specific rate controls

2. A modal window opens titled "Job Specific Rates"

3. The interface displays all resource categories and resources with current rate information

4. Orange warning text indicates manually changed rates in each section

⚠️ Important: If you can't see the "Using Master Rates" button, verify you have Admin+Billing or Org Admin permissions

Configuring Job-Specific Rates

Materials Rate Overrides

Materials rates can be customised per job for special agreements or project-specific pricing:

1. Expand the Materials section in the Job Specific Rates interface

2. Locate the material you want to modify from your Directory items

3. Modify the Rate ($) field with the job-specific price

4. Verify the Unit matches your billing requirements (pcs, sheet, L/M, M2, etc.)

5. Continue for additional materials requiring rate overrides

Example Use Cases:

  • Client-supplied materials with different valuation rates
  • Volume discount pricing for bulk material purchases
  • Regional pricing variations for specific project locations
  • Special rates negotiated during contract discussions

Rate Items Overrides

Rate Items (composite work measurements) often require job-specific adjustment for contract compliance:

1. Expand the Rate Items section to see configured composite rates

2. Review each rate item that requires modification for this job

3. Update Rate ($) fields with the agreed job-specific pricing

4. Confirm Units match contract specifications (t, box, ea, hr, etc.)

5. Save changes before moving to other sections

Common Rate Item Adjustments:

  • Square metre rates for flooring, concrete, or surface treatments
  • Linear metre rates for fencing, kerbing, or line marking
  • Tonne rates for earthworks, aggregate, or waste removal
  • Hourly composite rates for specialised work packages

Labour and Plant & Equipment Considerations

While the screenshots show Materials and Rate Items sections expanded, labour and plant rates may also be available for override:

  • Labour positions with special penalty rates or site-specific agreements
  • Plant & Equipment with negotiated hire rates or client-owned equipment valuations
  • Overtime provisions that differ from standard Directory configurations

Saving and Applying Rate Overrides

Finalising Rate Changes

  1. Review all modified rates before saving to ensure accuracy
  2. Click "Update" to save job-specific rate overrides
  3. Confirm the changes are applied by reviewing the orange warning indicators
  4. Test billing calculations by generating a sample billing report

Verifying Override Application

After saving job-specific rates:

  • Orange warning text appears next to sections with manual overrides
  • Master rates remain unchanged in your Directory configuration
  • Future daywork sheets on this job will use the custom rates for billing
  • Other jobs continue to use standard Directory rates unless specifically overridden
  • On the Job Details page, “Using Master Rates” has been replaced with “Using Job-Specific Rates”

Generating Billing Reports with Custom Rates

Understanding Rate Application in Reports

When generating billing reports for jobs with rate overrides:

  • Job-specific rates automatically apply to relevant resources in billing calculations - refer those outlined orange
  • Mixed rate scenarios are handled correctly (some items override, others use master rates)
  • Rate transparency is maintained with clear indication of rates used in reports
  • Client invoicing reflects the agreed custom pricing structure

Quality Assurance for Custom Pricing

Before finalizing billing reports with job-specific rates:

  1. Cross-reference contract agreements to ensure rate accuracy
  2. Verify calculations match expected totals based on custom pricing
  3. Review resource quantities to confirm they align with rate agreements
  4. Test report generation to ensure proper rate application throughout

Troubleshooting Common Issues

Problem: Can't see "Using Master Rates" button in Job Details 
Cause: Insufficient user permissions for rate management
Solution: Ensure your account has Admin+Billing or Org Admin permissions. Contact your organisation administrator to upgrade your access level if needed.

Problem: Rate changes aren't saving when clicking "Update" 
Cause: Browser connectivity issues or session timeout 
Solution: Refresh the page and re-enter rate modifications. Ensure stable internet connection and avoid extended idle periods in the rate override interface.

Problem: Billing reports still showing master rates instead of job-specific rates
Cause: Changes may not have saved properly or billing report cache issues 
Solution: Return to Job Specific Rates interface to verify overrides are saved (look for orange warning indicators). Regenerate billing reports after confirming rate overrides.

Problem: Job-specific rates affecting other jobs inappropriately 
Cause: User confusion about rate scope - this shouldn't happen with properly functioning system 
Solution: Job-specific rates are isolated per job. If rates appear to affect other projects, contact support immediately as this indicates a system issue.

Problem: Can't modify certain rate fields in the override interface 
Cause: Some rate types may have restrictions or the resource isn't configured properly in Directory
Solution: Ensure the resource exists in your Directory with proper rate configuration. Some rate types may require specific setup in master Directory first.

Problem: Orange warning indicators not appearing after rate changes 
Cause: Changes may not have saved or browser display issues 
Solution: Refresh the Job Details page and re-access the rate override interface. If warnings still don't appear, re-enter the rate modifications and ensure "Update" is clicked.

What's Next?

With job-specific rates configured, you're ready for:

  1. Create daywork sheets - Document work using resources with custom rates applied
  2. Generate billing reports - Produce accurate invoicing based on agreed job-specific pricing
  3. Manage multiple rate agreements - Apply different custom rates across various client projects
  4. Monitor rate performance - Track profitability and compliance with special pricing agreements

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