Set up Rate Sets for staff

Rate increases commonly occur as you grow and manage your business. Use the Rate Sets feature to efficiently incorporate rate increases and stay on top of your rate increase schedule.

Rate Sets can be configured in the Smokeball Desktop App or Smokeball Web App. Information entered in one will sync to the other, and vice versa. 

If your firm is on Smokeball Boost, you can only configure Rate Sets in the Web App.

Set up Rate Sets in the Smokeball Desktop App

Create a Rate Set

1. Navigate to Smokeball Settings.
2. Select Time & Billing and then select Rate Sets. 

3. Select Add New.

   

4. Enter a name for your Rate Set.

5. Under Current Rate Set, select a staff member from the Staff Rates drop-down menu and enter their hourly rates in the number field next to their name. Then, click ADD to the right to add them to the Rate Set.

   

6. Repeat Step 5 for each staff member who needs to be included in the Rate Set.
7. (Optional) Under the Future Rates section, you can enter a separate Rate Set that will apply on a certain date. This is useful for situations like a yearly rate rise.

   • Select a date in the Update Rates On date picker. This unlocks the ability to add staff members and their future rates.

     

8. Tick the Show Rate Set and allow it to be applied to new and existing matters box in order for the Rate Set to appear in matters.
   • Turn this off to prevent a Rate Set from being attached to a matter. A “hidden” Rate Set will continue to work for existing matters that it has already been applied to but no longer be selectable for additional matters. 
9. Select Save. 

Edit a Rate Set

To edit a Rate Set, navigate back to Smokeball Settings > Time & Billing > Rate Sets and double-click on the relevant Rate Set.

Note: You cannot delete a Rate Set. If the Rate Set is not attached to any matters, you can hide it from the Rate Sets list. To do so, double-click on the Rate Set and turn off Show Rate Set and allow it to be applied to new and existing matters. 

To view all hidden Rate Sets, toggle on Show hidden at the top of the Rate Sets list.

Apply a Rate Set to an existing matter

1. Open a matter and double-click on the Info field under Matter Details.
2. Select the Billing tab in the Matter Info window. 

3. Select the Use Rate Set option next to Hourly Rate and use the dropdown menu to pick the desired Rate Set.

   

4. Select OK. 

Note: You can only choose one Rate Set.

Apply a Rate Set to a matter configuration

You can specify in a Matter Configuration to have a Rate Set apply upon creating a new matter. 

1. Open Smokeball Settings and select Matter Configuration.
2. Select Add New or right-click on an existing matter configuration and select Edit.
3. Select Time & Fees.

4. Use the dropdown menu next to Rate Set to choose the desired Rate Set.

   

5. Select Save.

Set up Rate Sets in the Smokeball Web App

Create a Rate Set

1. Navigate to the Settings (gear) icon and select Firm Settings.

   

2. Select Rate Sets from the left menu.
3. Select Add Rate Set.
4. Enter a name for your Rate Set.

5. Under Current Rates, select a staff member from the drop-down menu and enter their hourly rates in the $ field next to their name. Then, click on the Plus icon to the right to add them to the Rate Set.

   

6. Repeat Step 5 for each staff member who needs to be included in the Rate Set.
7. (Optional) Under the Future Rates section, you can enter a separate Rate Set that will apply on a certain date. This is useful for situations like a yearly rate rise.

   • Select a date in the Update Rates On date picker. This unlocks the ability to add staff members and their future rates.

     

8. Toggle the Show Rate Set and allow it to be applied to new and existing matters, in order for the Rate Set to appear in matters.
   • Turn this off to prevent a Rate Set from being attached to a matter. A “hidden” Rate Set will continue to work for existing matters that it has already been applied to but no longer be selectable for additional matters. 
9. Select Save. 

Edit a Rate Set

To edit a Rate Set, navigate back to Rate Sets in Firm Settings and click on the relevant Rate Set.

Note: You cannot delete a Rate Set. If the Rate Set is not attached to any matters, you can hide it from the Rate Sets list. To do so, click on the Rate Set and turn off Show Rate Set and allow it to be applied to new and existing matters. 

To view all hidden Rate Sets, toggle on Show hidden at the top of the Rate Sets list.

Apply a Rate Set to a matter

1. Open a matter and select Edit Matter.

   

2. Select Billing Fees & Rates from the left panel.

3. Select Rate Sets under Hourly Rates and use the dropdown menu to pick the desired Rate Set. 

   

4. Scroll to the bottom of the page and select Save Matter.

Note: You can only choose one Rate Set.

Apply Rate Sets to matters in bulk 

1. Navigate to Time/Fees from the left panel. 

2. Select the Rate Sets tab at the top of the screen.

   

3. Filter matters by Client, Current Rate Set, Matter Type, Date Opened, Matter Status, or Person Responsible.
4. Use the checkboxes to select which matter(s) will be updated.

5. Select the Apply Rate Set button.

   

6. Use the dropdown menu to pick the desired Rate Set. 

7. Select Save.