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: October 2026

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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 Labour, Plant & Equipment, 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 (labour, plant & equipment, materials, rate items) require rate overrides
• Authority to modify pricing information within your organisation

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 with a $0.00 rate until a rate is added

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 Set Job-Specific Rates button in the upper right section of the Job Details page

Step 2: Open Rate Override Interface

1. Click the Set Job-Specific Rates button to access job-specific rate controls
2. A window opens titled Job Specific Rates, with the message "You can override your master rates with job-specific rates in this screen."
3. The interface displays a tab for each resource category: Labour, Plant & Equipment, Materials and Rate Items
4. Each tab lists your Directory resources with their current rates

Configuring Job-Specific Rates

Labour Rate Overrides

Labour rates can be customised per job for site-specific agreements:

1. Select the Labour tab in the Job Specific Rates window
2. Locate the position you want to modify (each position shows its Unit, e.g. hr)
3. Update the Standard Rate and/or Overtime Rate with the job-specific price
4. Continue for additional positions requiring rate overrides

Example Use Cases:

• Special penalty rates or site-specific agreements
• Overtime provisions that differ from standard Directory configurations

Plant & Equipment Rate Overrides

1. Select the Plant & Equipment tab
2. Locate the equipment you want to modify
3. Update the rate with the job-specific price
4. Continue for additional equipment requiring rate overrides

Example Use Cases:

• Negotiated hire rates
• Client-owned equipment valuations

Materials Rate Overrides

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

1. Select the Materials tab in the Job Specific Rates window
2. Locate the material you want to modify from your Directory items
3. Modify the rate with the job-specific price
4. Verify the Unit matches your billing requirements (e.g. Each, Sheet, Linear Metre, Square Metres)
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. Select the Rate Items tab to see configured composite rates
2. Review each rate item that requires modification for this job
3. Update the rate fields with the agreed job-specific pricing
4. Confirm Units match contract specifications (e.g. m2, Lm, t, ea, hr)

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

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, or Cancel to close without saving
3. Confirm the changes are applied by reopening Set Job-Specific Rates and checking the highlighted rates
4. Test billing calculations by previewing a billing report

Verifying Override Application

After saving job-specific rates:

• Overridden rates are highlighted in orange, with a revert icon in the corner of the field
• Click the revert icon to restore the master Directory rate for that item
• Master rates remain unchanged in your Directory configuration
• Other jobs continue to use standard Directory rates unless specifically overridden

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
• 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 finalising billing reports with job-specific rates:

• Cross-reference contract agreements to ensure rate accuracy
• Verify calculations match expected totals based on custom pricing
• Review resource quantities to confirm they align with rate agreements
• Use Preview and Review Sheets to check proper rate

Troubleshooting Common Issues

Problem: Can't see the Set Job-Specific 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
Solution: Reopen Set Job-Specific Rates to verify overrides are saved (look for the orange highlighted fields). Create a new billing report 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 highlighting not appearing after rate changes
Cause: Changes may not have saved or browser display issues
Solution: Refresh the Job Details page and reopen Set Job-Specific Rates. If the highlighting still doesn't appear, re-enter the rate modifications and ensure Update is clicked.

Problem: Want to undo a job-specific rate
Cause: An override was entered by mistake or the agreement has ended
Solution: Open Set Job-Specific Rates, click the revert icon on the field to restore the master Directory rate, then click Update.

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

Related Articles

• Setting Up Your Directory - Configure master rates that serve as the baseline for job-specific overrides
• User Access Management and Permissions - Understand Admin+Billing permissions required for rate management
• Generating Billing Reports - See how job-specific rates are applied in client invoicing
• Creating a Daywork Sheet with Multiple Resource Types - Document work that will use custom rate

Still Need Help?

If this article didn't solve your issue:

• Check "User Access Management and Permissions" if you can't access rate override controls
• Review "Setting Up Your Directory" for guidance on configuring master rates first
• See "Generating Billing Reports" to understand how custom rates appear in client invoicing
• Contact support via website or in-app chat
• Contact us via https://dayworkbook.com/contact/