User roles:  ✔ Financial Administrator


Rate cards are applied to project resources in order to establish their forecast and billing rates on the projects they are assigned to.


Rate cards are used to calculate:


Rate Cards can be managed and updated in one of two ways - both available from the Financial Administration console:

  1. Using the user interface; 
  2. Via spreadsheet download/upload

Both options are outlined in the article below.


To access the Financial Administration console navigate to 'Financial Administration' from the drop-down menu under your Avatar.






Configuring Rate Cards using Rate Card Management


From the Financial Administration Console select Rate Card Management under Financial Settings.




From here you can either EDIT rate cards by clicking on the edit pencil icon in front of the rate card entry or create a NEW rate card by clicking on ADD ITEM



Make your changes and additions to the rate card dialog and save your changes. See the table at the bottom of the article for a full description of each field.



Once you've made all the necessary updates to the rate cards, remember to click on APPLY TO ALL PROJECTS to apply the changes to all project financials.





Rate Card Download/Upload


On the same Financial Administration console, scroll down to the Data Management section of the page, and download the Rate Cards to excel by selecting DOWNLOAD



Make your desired changes to the excel spreadsheet that you downloaded.  See the table at the bottom of the page for a full description of each column.


When you are happy with your changes, select UPLOAD and then UPLOAD DATA.





Field and Column description


Column & Title in upload fileField title in on-screen dialogDescriptionData TypeWhat happens if field is left blank in upload file?
A. IdN/AId for the rate card in Fluid.NumericFluid will match against an existing record using the GUID (column AC). For a new entry (one with no GUID) Fluid will assign an ID.
B. ClassificationClassificationThe classification or title of the rate card. You can have multiple rate cards with the same classification - but their date ranges cannot overlap.TextMandatory field
C. ActiveActiveWhether the rate card is active in the system and can be used.Yes/NoField is set to FALSE (No).
D. HourlyRateHourly RateThe hourly rate of the rate card.NumericField is set to 0,00
E. MonthlyAmountMonthlyThe monthly value of the rate card.NumericField is set to 0,00
F. LocalCurrencyValueN/AValue equals E. MonthlyAmount.NumericThis is a derived value and is not needed for upload.
G. DefaultCurrencyValueN/AValue equals E. MonthlyAmount x R. ConversionRate ToDefault.NumericThis is a derived value and is not needed for upload.
H. MonthlyIndirectMonthly IndirectAny monthly indirect costs associated with the rate card.NumericField is set to 0,00
I. MonthlyDirectMonthly DirectMonthly direct costs associated with resources on the rate card.NumericField is set to 0,00
J. DailyDaily RateThe daily rate of the rate card.Numeric Field is set to 0,00
K. MonthlyHoursN/AThe number of hours in a monthNumericField is calculated as Hours per day multiplied by Days per month.
L. DayHoursHours per dayThe number of hours per day associated with the rate card.NumericField is set to 0,00
M. MonthDaysDays Per MonthThe number of days per month associated with the rate card.NumericField is set to 0,00
N. ExpenseCategoryExpense CategoryThe expense category the rate card should be allocated against. Only RESOURCE expense categories are available for selection on-screen. If populating the upload, the entry must match a configured expense category.SelectionField is left blank.
O. ExpenseTypeExpense TypeThe expense type the rate card should be allocated against. If populating the upload, the entry must match a configured expense type for the selected expense category.SelectionField is left blank.
P. NoteNoteFree text field for notes associated with the rate card.TextField is left blank.
Q. CurrencyCodeCurrencyThe currency the rate card is in. In the upload, the field must match a configured currency. SelectionField is left blank.
R. ConversionRate ToDefaultConversion rate to default currencyThe conversion rate that should be applied to the rate card to convert it to the default currency. Click here for more on currencies and rates.NumericField is set to 0,00
S. ConversionRate ToRestatedConversion rate to restatedThe conversion rate that should be applied to the rate card to restate it to the default currency. Click here for more on currencies and rates.NumericField is set to 0,00
T. IsCapitalizableIs CapitalizableThe rate card is capitalisable.Yes/NoField is set to FALSE (No).
U. StartMonthStart Date (Month)The date the rate card is in effect from.DateMandatory field.
V. EndMonthEnd Date (Month)The date the rate card expires.DateMandatory field.
W. EndMonthDayN/AThe last day of the end month.DateField is set to the last day in the End Month
X. UtilizedAllocationUtilized AllocationThe available allocation for the rate card.NumericField is set to 0,00
Y. IsCappedApply Capped HoursIs the rate card capped on how many hours per week can be charged to projects? Yes/NoField is set to FALSE (No).
Z. CappedHoursWeekly Capped HoursThe number of hours allowed per week if Y. IsCapped is TRUE (Yes). If a resource books over the capped hours allowed, excess hours are costed at 0,00.NumericField is set to 0,00
AA. IsDailyRateApply Daily RateRegardless of the actual time booked in a day by a resource, the full day rate will be charged.Yes/NoField is set to FALSE (No).
AB. IsNonProjectChargedIs Non Project ChargedIf TRUE (yes) then time booked to non project related activity will carry a cost... AND the hours will be included in the weekly Z. CappedHours allowed for the rate card. Yes/NoField is set to FALSE (No).
AC. GuidN/AUnique string identifier for the rate card in Fluid.AlphanumericA new rate card will be created.




  • All fields containing monetary values must correlate (or financials will not be accurate):
    • Daily Rate = Hours per day x Hourly Rate
    • Monthly Direct = Daily Rate x Days per month


  • Rate cards with the same Classification cannot have overlapping date ranges. When assigning rate cards to resources, rate cards with the same Classification are only listed once for selection. The rate card applied depends on which date range the allocation or time booked falls into.


  • Apply Capped Hours (Y. IsCapped) and Apply Daily Rate (AA. IsDailyRate) cannot be set to Yes at the same time. Only one or the other can apply.



Below is a mapping of the column letters in the upload/download extract against the fields in the on-screen dialog.