Client specific pricing: overview and setup

Overview

Client-specific pricing automates how you charge your customers for commercial jobs. Each rate sheet defines the labor rates, materials and equipment markups or discounts, and any fees, so pricing is applied consistently and automatically. Create a rate sheet, set the rules, then assign it to a customer, service location, estimate, invoice, or project without duplicating pricebook items for customers with specialized pricing.

Things to know

• Client specific pricing overrides Dynamic Pricing.

• In client specific pricing, key performance indicators (KPIs) aren't clickable. If you want to create a report to see the list, please contact support or reach out to your customer success manager.

Benefits of using client specific pricing

• Automate your commercial rates: Set up rate sheets and labor rates to apply the correct pricing for the specific customer, ensuring accuracy and consistency.

• Save time managing your Pricebook: Eliminate the manual process of selecting the correct pricing for Commercial customers on every job. The system automatically applies the rules defined in the rate sheet.

• Protect your margins: By ensuring every job is priced correctly based on pre-set rules, you minimize errors and safeguard your profitability.

Step 1: Set the client specific pricing permissions

The following permissions are required to use client-specific pricing. You can set permissions by role or you can set permissions for an individual employee or technician.

• For office employees, enable the following permissions as needed:

  • Create / Edit Pricing Rate: Allows you to create and edit rate sheets

  • View Pricing Rates: Allows you only view rate sheets, but cannot edit them

  • Edit Customer & Location Rate Sheets: Can assign rate sheets to a customer or service location

  • Edit Invoice/Estimate/Project Rate Sheets: Can change rate sheets on an invoice, estimate, or project

  • Calculate Prices: Can generate estimate and invoice prices based on rate sheets using the Calculate button

• For technicians, enable this permission: 

  • Calculate Prices: Can generate estimate and invoice totals based on rate sheets using the Calculate button.

Step 2: Set up labor services

To automate labor charges, first create separate labor service items in your Pricebook for each labor rate, such as Standard Labor Rate, or After-Hours Labor.

1. Go to the navigation bar and click Pricebook .

2. On the Services screen that opens, click Add Service.
   

3. On the Add a Service screen that opens, enter details for the Code, Name, Item Description, Category, and General Ledger Account fields.

4. Select the Labor Service option.
   

   Note: Leave the Price field empty. Labor prices are set on the customer rate sheet.

5. When finished, click Save.

Step 3: Set up labor types

When you create a labor type, you connect it with a labor service item from your pricebook. To create a labor type:

1. Go to the top toolbar and click Settings .

2. In the side panel, go to People > Payroll.

3. Click Edit next to Labor Types.
   

4. Click Create Labor Type.
   

5. Enter a name and unique code for the labor type.

6. From the Labor Service dropdown, select a labor service.

   Note: Ensure the item is marked as Labor Service in Pricebook to have it appear in the list.

7. Use the checkbox to make the labor type Active. 

8. Click the checkmark to save your labor type. Use the to cancel.
   

Step 4: Create a rate sheet

A rate sheet is a client specific pricing rule. It defines how to price that customer’s work: what markups or discounts to apply to materials and equipment, which fees to add, what hourly labor rates to charge, and any exceptions.

Assign a rate sheet at the customer, location, estimate or invoice, or project level, and ServiceTitan applies the correct pricing automatically, in the office and on mobile.

For step-by-step setup, see Create a client specific pricing rule.

Step 5: Assign a rate sheet

After you create a rate sheet, you can assign it to customers, service locations, estimates, invoices, and projects.

• Customer: Sets the default for all of that customer’s jobs and their locations.
  Example: Use when a client has standard contracted rates you want everywhere by default.

• Service location: Overrides the customer default for that location only.
  Example: Use when one site needs different rates, for example, county rules, campus pricing, after-hours differences.

• Estimate: Overrides both customer and location for that single estimate.
  Example: Use for one-off estimates, negotiated pricing, or change orders.

• Invoice: Overrides both customer and location for that single invoice.
  Example: Use when the final bill needs a document-specific rate sheet.

• Project: Overrides both customer and location for that single project.
  Example: Use when a multi-job project has its own contracted rates; jobs booked from the project inherit this unless you override them.

For more details, see Assign labor types and client-specific pricing rate.

Want to learn more?

• Visit ServiceTitan Academy and enroll in Client Specific Pricing

• See Manage client specific pricing rules

• See Apply client-specific pricing rate sheets on an invoice or estimate