Getting started
Rate schedules in Traffio allow the system to automatically determine how a client should be billed for a booking, streamlining the invoicing process by applying the appropriate rates. These rates can be customised and applied to individual clients, specific projects, or even individual bookings, offering flexibility in how billing is structured.
Before creating a rate schedule, you must ensure that all chargeable items are set up in the company’s resources and item classifications. Traffio includes a set of pre-made generic resources and item classifications, but if you have bespoke items, these will need to be created first before setting up the rate schedule. This ensures that all items are properly classified and available for accurate billing.
Setting up your Rate Schedule Overview
Navigate to Billing on the sidebar
Select the Rate Schedules tab
Click +New
Rate Schedule Information
Enter the details for your rate schedule, including the name and specify which clients or projects this schedule applies to.
It's important to choose a unique and descriptive name to differentiate it easily, so you can quickly identify which projects or customers it applies to. This will help ensure that the right rates are applied to the correct bookings and avoid any confusion later on.
Shift Configurations
Set your shift configurations by moving the blue bar to define the start and end times, determining when you begin and stop charging your client for a shift.
Weekend Start
Select how your days are billed.
This will inform the system of the start and end times for weekend rates.
Break Configuration
Determine when breaks should be deducted from a shift and specify the conditions under which this applies.
Separate Travel Time Charges
Select whether separate travel time charges apply, and specify if they apply to only Straight to Site (STS), non-STS, or both - Additionally, select whether travel time invoicing applies to people or vehicles.
Travel Time Limits
This sets a limit on the travel time between the depot and the site, allowing only a predetermined amount of travel time to be billed.
Fix Setup/Pack up Charges
Choose whether you want to include setup or pack-up charges on your invoices.
Cutover Thresholds
Setting overrides for your day shift charges allows you to define specific start and end times for billing during the day. You can also specify when the shift changes to night rates, so the system applies the correct rate as the time transitions, ensuring accurate billing without manual adjustments.
Crew Billing
If you charge by crews, you're able to set when the ordinary time starts and if someone is sent home early if your crews devolve down. This depends on if you have the different crew sizes and rates within the schedule.
Payroll Effects
This toggle, when turned on, ensures employees will only be paid double time when they work for a client or project that uses this rate schedule.
Once completed all desired steps - click Save
Adding Items to Rate Schedule
Once you've saved your rate schedule rules, the Revisions and Overrides tabs will appear next to Overview in the top right-hand corner. Within Revisions is where you start building out your schedule of rates.
Only revisions in a draft form can be edited.
Click into the Revision
Toggle on the items you want to add to the Rate Schedule
Use the Blue Cog Button to change how the unit is billed. Select the billing mode from the drop-down. Learn more about billing modes here
4. If applicable, apply the Minimum Hours that this item is billed.
5. Apply the rates for the Item Classifications
5. Click Save
6. Click Publish
7. Click Activate
Setting a Rate Schedule from the Client Profile
Navigate to Client on the sidebar
Select the Client you would like to apply the Rate Schedule to
Scrolled down to the Billing Section in the client's profile
Select the rate schedule from the drop-down menu
Click Save
Setting a Rate Schedule from a Project Profile
Navigate to Client on the sidebar
Select the Projects tab
Select the project you would like to apply a rate schedule to
Scroll to the Billing Section.
Select a rate schedule from the drop-down in the Rate Schedule Override
Click Save
Editing a Rate Schedule
Navigate to Billing on the sidebar
Select the Rate Schedules tab
Select the rate schedule that you want to edit
Select Revisions
Select the current active revision
Click New Revision
Here you can choose to direct copy or % Adjust all charges by a selected percent
Click Clone Revision
Select the draft revision
Set Revision Valid From and Revision Valid To Date (Note these are just for your reference and will only give you warnings when the new rate schedule will need to be published and activated)
Complete all the required changes to the Rate Schedule & double-check that you are happy with all the changes made
Click Save
Click Publish
Click Activate
