Create a client specific pricing rule

Overview

Create a client specific pricing (CSP) rule to customize pricing for individual customers or locations. Define unique markups, discounts, fees, and labor rates that automatically calculate accurate pricing based on each customer's terms. This helps ensure consistency, transparency, and flexibility across all commercial jobs and invoices.

Things to know

• Changes are saved only after you complete all steps and click Create Rule.

Create a client specific pricing rule

To create a client specific pricing rule:

1. Go to the navigation bar and click Pricebook.

2. In the side panel, go to Pricing Builder.

3. On the Client Specific Pricing screen that opens, click Create Rule and select Client Specific Pricing. 

There are seven steps to complete your client specific pricing rule. Follow the steps below to get started.

Step 1: Details

Rate sheet details appear on the Client Specific Pricing screen in Pricebook, as well as on the customer record, service location record, job record, invoices, estimates, and in mobile when assigned.

1. Enter a name.        

   Note: This field is required.

2. (Optional) Enter a description.        

   Tip: The description is not visible on customer-facing documents. Use this field to include any internal notes.

3. When finished, click Next to set markups and discounts. 

Step 2: Markups/Discounts

Markups and discounts set how item prices are calculated. Add a percentage, dollar amount, or multiplier to adjust prices automatically.

Note: Markups are based on the item cost shown on an estimate, invoice, or purchase order, not the cost in your Pricebook.

1. In Materials, Equipment, and Other Direct Costs, select how you want to mark up items:        

   Note: If you do not see other direct costs, this is based on your account configuration, please reach out to your Customer Success Manager for details.

            

   1. % Markup: Adds a percentage to the item cost.
      Example: A $100 item with a 10% markup becomes $110.

   2. $ Markup: Adds a fixed dollar amount to the item cost.
      Example: A $100 item with a $10 markup becomes $110.

   3. Multiplier: Multiplies the item cost by the entered value.
      Example: A $100 item with a 1.2 multiplier becomes $120.

   4. Discount: Reduces the item price by the entered amount or percentage.
      Example: A $100 item with a 10% discount becomes $90.                

      Note: Discounts apply to the item price, not the cost.

2. Enter the starting range. The starting value is automatically set to $0.00.

3. Enter the upper cost range in the second field.

4. Enter a modifier in the last field. All items within that cost range are adjusted by the modifier you set.

5. To add another range, click +.         

   Note: The next range automatically starts $0.01 higher than the previous upper range.

6. For the final range, enter a high number, such as $9,999,999 as the upper limit to include all items. 

7. (Optional) In the Material Added After Estimate section, turn on the Mark materials added to invoices sold by estimates as Not chargeable toggle if you want to add materials or equipment to an invoice without charging the customer. 

8. When finished, click Next to set fees.        

   Note: You must add at least one markup for each item, material, equipment, or other direct cost, to proceed. The Next button stays greyed out until every item has a markup.

Step 3: Fees (optional)

Note: This tab is connected to the Discounts and Fees feature. If you do not see this tab, please contact Technical Support.

You can add percentage or flat fees, such as fuel surcharge or disposal that apply automatically to estimates and invoices when the rate sheet is assigned.

To add fees:

1. Click Add and choose one of the following options:

2. Option 1: Add New Fee         

   1. Enter the fee details, including name, type, and amount.

   2. Click Save. 

   3. The new fee appears in the Fees section of your Pricebook. 

3. Option 2: Add Existing Fee         

   1. Choose one or more fees from the list. This list comes from all of the fees you have in the Fees section of your Pricebook.            

      Tip: If you do not see any fees, that means you don't have any created.

   2. Click Add Selected. 

4. When finished, click Next to add exceptions.

Step 4: Exceptions (optional)

Create individual markups for specific items. These items become exceptions to this pricing rule. When an exception is set, it overrides the general markup table rules.

You can add exceptions by:

• Adding items individually

• Importing exceptions from another CSP rule

• Bulk importing exceptions by Pricebook category

To create an individual exception:

1. Click Add exception. 

2. Click the Name dropdown.

3. Search by a few characters from the item's code, name, or description and click an item to add it to the Exceptions table. 

4. Click the Rule dropdown and select how you want to set the price:        

   1. $ Amount: Manually set the price used on an estimate or invoice

   2. $ Markup: Adds a fixed dollar amount to the item cost

   3. % Markup: Adds a percentage of the price on top of the item cost

   4. Multiplier: Multiplies the item cost

   5. Discount %: Adds a discount to the item price                

      Note: Available rules may vary by item type (service, material, or equipment). For example, service items can only use the $ Amount and Discount % rules.

                   

To bulk import exceptions by Pricebook category:

1. Click Add.

2. From the dropdown, select one of the following:        

   1. Add Service Category

   2. Add Equipment Category

   3. Add Material Category 

3. From the Category dropdown, select the categories you want to import.

4. From the Rule Type dropdown, select how you want to set the price.        

   1. Services: $ Amount or % Discount.

   2. Equipment: $ Amount, $ Markup, Multiplier, % Markup, or % Discount

   3. Materials: $ Amount, $ Markup, Multiplier, % Markup, or % Discount

5. In the Value field, enter the appropriate value for the selected rule type.

6. Click Add. Each selected category's items are added as individual line items in the Exceptions table.

To bulk import exceptions from another client specific pricing rule:

1. Click Add.

2. From the dropdown, select Add From Existing CSP Rule. 

3. From the dropdown, select the client specific pricing rule you want to import from.

4. Click Add to import the full exceptions list into the current rule. 

5. When you're done adding exceptions, click Next to continue to labor rates.

Step 5: Labor Rate (optional)

You can add separate labor rates for each labor item in your Pricebook and automate how labor charges are calculated.

If you don't want to add labor rates, click Next to move to the next step.

Set Labor Rates

1. (Optional) Activate the Breakdown the labor by Technician on Invoice toggle to display each technician's hours, dates, and costs under the labor line item on the invoice. 

2. Click Add Labor Rate. 

3. From the Name dropdown and select a labor item.        

   Note: If you don't see a labor item listed, make sure that you selected Labor Service for that item in your pricebook.

4. In the Rate field, enter the hourly rate for the labor item.

Automate Labor Charges

1. Activate the Automate Labor Charges toggle to let ServiceTitan automatically calculate labor costs on invoices based on technicians' labor types and timesheet hours. 

2. Under Minimum Billing Increments, select how to round labor time:        

   1. Actual Time: Charges labor to the minute.

   2. 15 Minutes: Rounds up to the nearest 15 minutes.

   3. 30 Minutes: Rounds up to the nearest 30 minutes.

3. Select Charge for Drive Time: Includes technician drive time in total labor hours.

4. Select Deduct labor time for service fees: Subtracts covered labor time from the total.
   For example, if a dispatch fee includes the first hour of labor, you can deduct one hour to avoid double-charging.         

   1. In the Service Fees section that opens, click Add Service Fee.

   2. Click the dropdown and select the service you want to deduct labor time for.                

      Tip: Use the search field to find the service by name or description.

   3. In the Min field, enter the number of labor minutes to deduct for the service.

   4. From the Select Labor Rate dropdown, select the labor rates that are affected by the service.

   5. Repeat these steps for every service you want to deduct labor time.

To learn more about labor automation, see Set up labor automation.

Labor time deductions follow the following rules:

• Labor time can't go below zero. If the deduction is greater than the total labor hours, it's set to zero.

• Deductions apply to all technicians with affected labor rates.
  Example: If a labor service deducts one hour for Apprentice rates and two apprentices worked the job, each has one hour deducted.

• To account for multiple technicians, increase the quantity of the service fee item as needed. The same deduction applies per technician.

• If multiple service fees deduct time, the deductions are combined.
  Example: A 30-minute and a 60-minute deduction result in 1.5 hours total deducted per technician.

When finished setting up labor rates and deductions, click Next.

Step 6: Advanced Settings (optional)

Note: The Advanced Settings tab is connected to the Document Template Manager feature. If you do not see this tab, please contact Technical Support.

Use Advanced Settings to:

• Choose which Business Units this pricing rule applies to.

• Show savings comparisons on invoices to reinforce the value of preferred pricing.

If you don't need either, click Next. Otherwise, follow these steps:

1. Click the Business Unit dropdown and select one or more Business Units.        

   Note: If you select Business Units, the rule applies only to estimates and invoices created under those Business Units. If you leave it blank, the rule applies to all estimates and invoices for this customer.

        

2. To display savings comparisons on invoices, turn on one of the following:        

   1. Show My Customer Savings: Displays how much a customer saves compared to the base or preferred rate. 

   2. Show new customers potential savings: Shows potential savings for new customers compared to a preferred rate sheet.

3. Select the rate sheet for comparison.

4. When finished, click Review.

Step 7: Review & Finish

Review the details of your rate sheet:

• If you need to make changes, click Edit for the step you want to edit.

• If all details are correct, click Create Rule. 

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