Rate Table Configurations Overview (Desktop)

Rate Tables define how costs and billing rates are applied to jobs. This article explains how to configure the main parts of a rate table.

Permissions Requirements: Access to rate tables is controlled by separate permission sets for each type:

Rate Table Templates

• View Rate Table Templates  allows the user to view rate table templates
• Manage Rate Table Templates  allows the user to clone, deactivate, and reactivate rate table templates

Job Rate Tables

• View Job Rate Tables  allows the user to view job rate tables
• Manage Job Rate Tables  allows the user to manage job rate tables

💥Rate Tables is part of a premium product, Jobs - Financials, and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at help@tenna.com or call 888.836.6269.

Rate Configuration Basics

The rate grid is the core of every Rate Table Template. Rates are structured by asset category (Heavy Equipment, Heavy Trucks, and so on); consumables are excluded.

• Each asset category row can be enabled or disabled independently.
• Supported rate types per category: Hourly, Daily, Weekly, Monthly, Run Time (Usage), Split Time (Usage), Net Working Time (Usage).
• Every enabled category must have one rate type selected as the default rate.
• Rate values can be left blank (no entry generated), set to $0 (an entry is still generated), or given a value up to $999,999.99 with two decimal places (an entry is generated).
• At the cell level, a specific category + rate type combination - you can configure breakdowns, rate code, revenue code, and phase code.

Rate Table-Level Configurations

From the rate table header, four configuration options apply across the whole table:

Each of these is accessible from icons in the rate table header (breakdowns, exceptions, asset overrides, and rules applied).

Rules

Non-Working Days

Rate Table Rules include a General section for non-working days and a Rate Rules section for per-rate-type minimum/maximum and rounding behavior. Rules are managed through the "Rules Applied" link in the rate table header.

The Exclude Non-Working Days toggle, when turned on, excludes selected days from cost/billing calculations. This applies only to Hourly, Daily, and Usage-based rates; Weekly and Monthly rates are not affected.

• On a non-working day, an entry is still generated for the audit trail, but its Final Value is 0 and Cost is $0.
• 12 predefined US holidays are available by default (e.g., New Year's Day, Memorial Day, Thanksgiving, Christmas Day).
• 7 recurring day-of-week options are available (every Sunday through every Saturday).
• Custom rules can be added with a name, a date, and an optional "Recurring Annually" flag.

Rate Rules

Rate Rules are split into time-based and usage-based rate types, and both support minimum and maximum entry thresholds.

Time-Based Rate Types (Hourly, Daily, Weekly, Monthly)

• Configurable minimum and maximum entry thresholds per rate type, fore example, Hourly: min 0 / max 24 hours; Weekly: min 0 /max 7 days; Monthly: up to 31 days.
• Ensures charges never fall below the minimum or exceed the maximum.

Usage-Based Rate Types (Run Time, Split Time, Net Working Time)

• Same minimum/maximum thresholds as time-based rates.
• Additional rounding rules, available only for usage-based rates: None, Nearest Unit, Round Down, or Round Up. Rounding drives the actual Final Value calculation, not just how it's displayed.

Rule Precedence

Rules are applied in this order:

1. Non-Working Days exclusion
2. Rounding (usage-based only)
3. Minimum and Maximum enforcement

Asset-Specific Overrides

Asset Overrides let you track specific assets' financials separately from their category defaults. This is useful when a particular piece of equipment has a negotiated or unique rate.

On the billing breakdown screen, allocate the override rate across categories like Ownership, Maintenance, and Fuel by percentage. The Total Percentage Allocated must reach 100% before you select Create/Update Override.

Exceptions

Exceptions are read-only from the rate table view - they display all active exception types configured for the account but cannot be added, edited, or removed at the rate table level. Exception types themselves are managed in Settings → Exception Types.

Each exception in the panel shows its percentage impact along with any assigned code, revenue code, and phase code. Selecting the eye icon opens a detail view with full exception info and any configured billing breakdown allocations (name, code, percentage, and description for each breakdown).

The system displays contextual warnings based on the exception's percentage:

• At 100%: "This exception's cost/billing application will not impact the set rate."
• At 0%: "This exception's cost/billing application will charge $0.00."

Breakdowns

Breakdowns allocate a rate across financial categories: Ownership, Fuel, Maintenance, Insurance, and similar; and can be configured at multiple levels: per asset override, per asset category/rate type, or table-wide.

Key behaviors:

• Breakdowns are additive and independent- changing one line does not auto-redistribute the remaining percentage across the others.
• The total cannot exceed 100% (Percent mode) or the base rate (Dollar mode).
• A total under 100% (or under the base rate) is allowed, but triggers a confirmation prompt warning that part of the rate may be unaccounted for.
• Breakdowns are added from a picker of active breakdown codes; removing a breakdown recalculates the remaining totals.
• Table-level breakdowns are view-only from the rate table header and can only be set up by percent, via import.

Asset category/rate breakdowns work a bit differently, driven by the account-level Breakdown Units setting:

Asset Category/Rate Codes

Rate codes, revenue codes, and phase codes can be assigned at the individual rate cell level; a specific asset category + rate type combination. This applies to both Rate Table Templates and Job Rate Tables, and is only available in Edit mode (view-only access uses the Rate Cell Details panel instead).

Three code fields, all optional:

• Rate Code- searchable select from the account's configured Rate Code library (Settings → Codes); filters by code and description as you type
• Revenue Code- searchable select from the account's configured Revenue Code library, with the same search behavior as Rate Code
• Phase Code- free-text input with no centralized library; any value is accepted

• Codes are scoped to the specific cell- Editing one cell does not affect other rate types or categories in the table.
• Codes propagate to cost/billing entries at generation time. Changes apply to future entries only; existing or pending entries keep the codes that were in place when they were created.
• The "Edit Codes" option is hidden on cells with no rate assigned.

Precedence of Exceptions and Overrides

When more than one configuration could apply to a given entry, Tenna resolves them in a fixed order of precedence, highest priority first:

1. Exception
2. Asset Override
3. Cell Override (Asset Category + Rate Type)
4. Table Default

This same precedence applies to both breakdowns and codes.