Rate schedules allow the system to know how a client should be billed for a booking. This will flow into your invoicing so all your rates are automatically applied.
You can create in-depth rates that can be applied to individual clients, stand-alone projects or even individual bookings. Rate schedules give you the flexibility to structure your schedules and how you rate your clients.
Getting started
Before creating a rate schedule, you will need to ensure that all the items your charge for have been created in the company's resources and item classifications. Traffio comes with a set of generic resources and item classifications pre-made. Bespoke items will need to be created before creating the rate schedule. Find out more
Setting up your Rates Schedule overview rules
Navigate to the Billing tab on the sidebar
Select Rate Schedules on the top toolbar
Click +New.
Rate Schedule Information
Enter your rate schedule information.
Name your Schedule name. Try to differentiate your schedule names so you know what projects or customers they apply to.
Shift Configurations
Set your shift configurations by moving the blue bar to set where you start and finish charging your client for a shift.
Weekend start
Choose how your days are billed. This will let the system know what time weekend rates start and end.
Break Configuration
Decide when you want breaks to be deducted from a shift. and when does it apply. Find out more
Separate travel time charges
Choose whether separate travel time charges apply and if it is for only/both STS and non-STS.
Fix Setup/Pack up Charges
Select if you want to add setup or pack-up charges to your invoices.
Cutover Thresholds
Set the overrides of when your day shift charges start and when they end and it ticks over to night.
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.
Once completed click Save.
Adding items to your 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
Toggle on the items you would like to apply to the rate schedule.
2. 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
3. If applicable, apply the minimum hours that this item is billed.
4. Apply the rates for the item classifications
5. Save
6. Publish
Setting a rate schedule from the client profile
Navigate to the Client
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
Save
Setting a rate schedule from the rate schedule for clients
Navigate to Billing
Select Rate Schedules from the top tab bar
Choose the rate schedule that you want to apply to a Client
In the overview there is a clients section, click on this for a drop-down menu of all the Clients. These are divided into Clients without rate schedules and Clients with rate schedules.
Select the Client or Clients you want to use this rate schedule
Save
Setting a rate schedule for a project.
Navigate to the Client
Select Projects on the top toolbar
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.
Setting an overriding rate schedule for specific projects
This rate schedule will override the rate schedule that you may have set up for the Client.
Navigate to Billing
Select Rate Schedules from the top tab bar
Choose the rate schedule that you want to apply to a Project
In the overview there is a project section, click on this for a drop-down menu of all the Projects.
Select the Project or Projects you want to use this rate schedule
Save
Editing a rate schedule
Navigate to the Billing tab of the side toolbar
Select Rate Schedules in the top right tab
Select the rate schedule that you want to edit
In the rate schedule pop out tab 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
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 Publish
Press Activate
