A rate card is a set of hourly rates for your positions, together with commissions for internal production, external production, media budget and royalties. Allfred uses it automatically when you create a budget. You can set default rate cards for any brand without its own rate card, and brand rate cards with rates agreed with a specific client. All rate cards are managed in Quotes → Hourly rates and commissions.
How to set a default rate card?
Default rate cards are used automatically for any brand that does not have its own rate card. They act as a fallback, so you always have hourly rates available, even for brands without a specific agreement.
To set up a default rate card:
Go to Quotes → Hourly rates and commissions and click + Add rate card.
Enter a name for the rate card. Leave the Brand field set to Default rate card. Default rate cards aren’t tied to a specific brand.
Choose the currency of the rate card. All rates you enter must be in this currency.
In Positions, set the price for each position. Use + Add position to add more positions, or the trash icon to remove one.
In Commissions, set the percentages for internal production, external production, media budget and royalties if needed.
Tick Default card if this should be the rate card Allfred pre-selects for brands without their own rate card.
Click Create.
All default rate cards are listed in the Default rate cards group at the top of the list.
You can create several default rate cards, for example, for different currencies or different types of clients. Only one of them can be marked as the Default card. That one is used first when creating a budget, unless the user changes it manually.
Can I set commissions on a default rate card?
Yes. Commissions set on a rate card are automatically applied in the budget, but users can still change them when creating the budget.
Do I need to select a currency for a default rate card?
Yes. Every rate card is created in a specific currency, and the rates you enter must match it. When the rate card is later used in a budget in a different currency, Allfred asks for an exchange rate (see the currency section below).
How to create a client rate card?
In Allfred, rate cards aren’t created at the client level but at the brand level. If you need one rate card for several brands of the same client, you have two options:
Create one default rate card (see above) and name it after the client.
Create a rate card for the first brand, then use the three dots (⋮) and Duplicate to create copies for the other brands.
The setup is the same as for a default rate card, with one key difference: you select the relevant brand in the Brand field.
To create a brand rate card:
Go to Quotes → Hourly rates and commissions (or open the brand in the Brands section) and click + Add rate card.
Enter the name of the rate card and select the brand in the Brand field.
Choose the currency of the rate card.
Set the prices of positions, add or remove positions as needed, and set commissions.
Tick Default card if this rate card should be pre-selected for budgets of that brand.
Click Create.
A brand can have several rate cards, but only one of them can be marked as Default card.
How to create a rate card in a different currency
Every rate card, whether default or brand-specific, is created in a chosen currency, and all its rates must be entered in that currency. To create a rate card in a specific currency:
Go to Quotes → Hourly rates and commissions and click + Add rate card.
Enter a name for the rate card. In the Brand field, either leave Default rate card (for a default rate card) or select the brand (for a brand rate card).
In the Currency field, select the currency of the rate card.
Set the prices of positions, making sure all rates are in the currency selected in step 3.
Set commissions if needed.
Click Create.
When this rate card is later used in a budget in a different currency, Allfred asks you for an exchange rate before applying the rates (see below). Regardless of the budget’s currency, the project overview and statistics are always shown in your workspace currency.
Edit, duplicate or delete a rate card
Click the three dots (⋮) next to a rate card and choose:
Edit: change the rate card’s name, brand, currency, Default card setting, positions, rates and commissions. Confirm your changes with Update.
Duplicate: create a copy of the rate card, for example for another brand of the same client.
Delete: remove the rate card. Allfred asks you to confirm before deleting it.
⚠️ Changes to a rate card apply only to newly created budgets. Budgets that already exist or are assigned to projects keep their original rates. Learn how to update rates in existing budgets
💡 Use the search bar above the list to find a rate card by name.
How to use rate cards in the budget?
The brand has its own rate card
If you create a budget for a brand that has its own rate card, Allfred applies the one marked as Default card automatically. In Select rate card, you can also choose any other rate card of that brand or any default rate card.
If you only need to adjust one or a few rates for a specific budget, you don’t need to create a new rate card. Use Edit positions directly in the budget instead.
The brand doesn’t have its own rate card
If the brand doesn’t have its own rate card, Allfred applies the rate card from Default rate cards that is marked as Default card. In Select rate card, you can choose any other default rate card.
What happens if the rate card is in a different currency than the budget?
If the rate card’s currency is different from the budget’s currency, Allfred opens a window asking for an exchange rate. You can choose between:
Custom exchange rate: enter the rate manually.
Client exchange rate: use the exchange rate set for the client.
Click Apply to confirm. If you click Cancel, Allfred switches back to a rate card in your workspace currency.
Who can edit rate cards?
Only users with the Team Leader, Managing Director, Admin, CFO or Financier role can create or change rate cards, positions and hourly rates.
FAQ
How do I change hourly rates in an existing rate card?
Click the three dots (⋮) next to the rate card, choose Edit, change the rates and click Update. The new rates apply only to new budgets. To update existing budgets, see How can I edit or create new rate cards without affecting existing budgets?
What happens if I change the hourly rate of a position I’ve already tracked time against?
Allfred recalculates the value of the tracked time based on the position’s current hourly rate.
Can I have more than one default rate card?
Yes, you can have several, for example, for different currencies. Only one of them can be marked as the Default card.