The Rate Configuration feature in NextCrew allows staffing agencies to create and manage standardized pay and bill rates for different positions, clients, and pay codes. Once set up, these configurations are automatically applied to job orders for that client, saving time and reducing manual errors in payroll and invoicing.
Key Benefits
Consistency: Ensures correct rates are applied to all job orders tied to a client.
Efficiency: Eliminates the need for payroll managers to remember custom rates.
Scalability: One rate configuration can be shared across multiple clients with similar structures.
Flexibility: Supports pay code-specific rates, shift differentials, overtime, and holiday pay.
Centralized Control: Changes in rate tables automatically apply to all future jobs.
By the Numbers
60% less time spent by payroll administrators on rate lookups.
Up to 75% fewer errors in pay/bill mismatches.
1 configuration → Unlimited clients: A single rate setup can serve many clients sharing the same structure.
Prerequisites
Active Company Profile in NextCrew.
User permission to access Settings > Company Profile > Rate Configuration.
Knowledge of client-specific pay/bill rates.
Permission & Configuration
Required Role: Only Managers or Administrators can create and edit rate configurations.
Assign Permission:
Go to Settings > Staff > Roles > Edit Role
Enable “Rate Configuration Management” permission.
Configuration Options:
Create rate setups by position and pay code.
Apply shift differentials, overtime, or holiday pay multipliers.
Share one rate setup across multiple clients to simplify updates.
Step-by-Step Instructions
Navigate to Settings > Company Profile.
Select the Rate Configuration tab.
Click + New to create a new rate configuration.
Enter a user-friendly name (e.g., “Client A Rate” or “Private Event Rate”).
If every client has unique rates, use the client name.
If multiple clients can share one setup, use a generalized name.
The system will list all available positions.
For each position:
Select Pay Code.
Enter Pay Rate.
Add Markup (optional).
Enter Bill Rate.
Click Apply.
To add rates for more pay codes, click + Add Position.
For shift differentials or special rates:
Click the arrow next to a position.
In the flyout panel, select Shift Differential, Overtime Rate, Double Time Rate, and/or Holiday Rate.
Default multipliers: Overtime = 1.5 × regular; Double Time = 2 × regular.
Save your configuration.
⚠️ Note: Changes only apply to future job orders, not existing jobs or timesheets.
Example/Use Case Scenario
A staffing agency manages hospital nurses where:
Base Pay = $35/hr, Bill Rate = $55/hr.
Night Shift Differential = +$5/hr.
Overtime = 1.5 × base.
Holiday = 2 × base.
Once added to Rate Configuration, all job orders for that hospital will automatically apply these rates.
Pro Tips & Best Practices
Use generalized names (e.g., “Facility Rate”) to re-use configurations across clients.
Always double-check pay code entries if clients have multiple rate structures.
Regularly review configurations to ensure compliance with contract updates.
Avoid unnecessary duplication—link multiple clients to the same rate config when possible.
Related Articles
Understanding Shift Differentials – Learn how to set up after-hours and specialty rates.
How to Associate Rate Configuration to a Client – Apply your created configuration to job orders.
How to Add Shift Differentials – Guide on configuring custom rate adjustments.
Best Practices for Configuring Rates – Recommendations for structuring rate tables efficiently.
FAQ
Q: If I update a rate configuration, will it affect existing jobs?
A: No, updates only apply to new jobs created after the change.
Q: Do I need to create a separate rate setup for each client?
A: Not always. If multiple clients share the same rate table, you can assign one configuration across many.
Q: Can staff without admin roles edit rates?
A: No, only users with Manager/Administrator permissions can make changes.
Related Reports, AI, & Automation
Rate Compliance Dashboard – Visualize applied configurations vs. contracts.
Payroll Accuracy Report – Compare configured vs. invoiced pay rates.
AI Alerts – Flags outdated or inconsistent rate configurations.
Legal & Compliance
Ensure rate configurations comply with state regulations on overtime and double-time.
Confirm client contracts align with configured bill rates.
Legacy Compatibility
Rate Configurations are fully compatible with legacy
Adding rates by paycode is available only in NextCrew 2.0
Shift Differentials is available only in 2.0