Role price lists help maintain role prices for different customer groups, such as domestic and foreign corporate and private customers and their matters. Changes made to role price lists can be centrally updated for all customers and all matters to which the price list is attached. For a role price list to affect the pricing of transactions, the selected pricing model must be either Role‑based or undefined at the system, business unit, customer, or matter level (Invoicing > Pricing).

NOTE: If you want to attach a role price list to a customer or matter, it cannot simultaneously have other role prices defined for the same employee roles. Attaching a role price list to a customer or matter removes all manually defined role prices.

The power user can create role price lists in Settings (> Common settings > Role price lists) by naming the price list, defining its currency, and setting hour prices for different roles.

The currency of the price list can be changed until the list has been attached to a customer or matter.

Attaching a role price list to customers and matters

Once the role price list is ready, it can be attached to a customer or matter to copy the role prices and their currency.

For customers, a role price list is attached either in the customer’s Role Prices folder (in the Invoicing section) using the Attach role price list function, or in the customer’s parameters (Invoicing > Pricing > Role Price List). Existing role prices are replaced with the role prices from the selected price list. The software does not warn about removing existing role prices.

For individual matters, the role price list is added in the matter’s Role Pricing folder using the Attach role price list button. The software then shows a list of active role price lists that use the same currency as the matter. At the matter level as well, attaching a role price list replaces any previously defined role prices with those from the list. The attached price list is also saved in the matter’s parameters (Invoicing > Pricing).

Once a role price list has been attached to a matter, role prices should not be defined in any other way at the customer or matter level. If Add or Remove is selected in the Role Prices folder, or if an individual role price is opened for editing, the software asks whether the user wants to remove the role price list. If the matter’s currency changes after attaching a role price list, the software also asks whether to remove the link to the price list.
Choosing Yes keeps the role prices from the price list on the customer or matter, but removes the connection to the list - future updates to the price list will no longer affect them.  If you remove the role price list from the customer or matter parameters, all its role prices are deleted from the Role Pricing folder.

The power user  can view which customers and matters are linked to a role price list in Settings (Common  settings > Role price lists). The Customers and Matters folders display all links but do not allow removing them or adding new ones.

Updating and deactivating role price lists

When changes are made to a role price list in Settings, its window cannot be closed without selecting Update role prices for customers and matters from the ribbon. This function updates the role prices for all customers and all matters to which the price list is attached. NOTE: If a customer or matter has other role prices not found in the price list, they will be removed. Changes made to the price list do not affect the prices of existing transactions.

If a role price list is deactivated, it can no longer be attached to customers or matters. However, role prices already copied to a customer or matter before deactivation remain valid until manually changed. A deactivated role price list can be reactivated if needed.

If a role price list is completely deleted from the system, the software removes it from the parameters of all customers and matters and notifies the user of the deletion. Role prices previously copied from the price list remain in effect, but future changes must be made manually.