Assign labor types and client-specific pricing rate

Overview

Set up specific labor rates to calculate labor costs on invoices to generate accurate invoices, enhancing efficiency and accuracy in billing.

Things to know

• To use client-specific pricing, office employees and technicians must have certain permissions enabled. You can set permissions by role or you can set permissions for an individual employee or technician.

Set up labor automation

With labor automation, you assign default labor types to technicians. When a technician works a job, their labor type and timesheet hours are used with rate sheet labor rates to calculate labor costs on the invoice.

For example, Carl has the job type HVAC INSTALL and works five hours on a job. According to the rate sheet attached to the invoice, HVAC INSTALL technicians are paid $120/hr. Carl’s labor cost on the invoice is calculated as follows:

5 hrs * $120/hr = $600.00

Note: Rate sheet labor costs do not affect technician’s payroll.

Create 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.

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

   2. Use the Labor Service dropdown to select a labor service.

   3. Use the checkbox to make the labor type active. 

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

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

      
      

Assign a labor type to a technician

To calculate labor costs on an invoice with labor automation, assign labor types to your technicians:

1. Go to the top toolbar and click Settings . 

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

3. Click Edit for the technician you want to assign a labor type to.

4. Click the Payroll tab.

5. In the General Pay Details section, click the Default Labor Type dropdown and select a labor type.
   

   Tip: You can manually change a technician’s labor type on an invoice or estimate.

6. When finished, click Save.

If a technician works on a rate sheet job, their labor type is listed on timesheet reports.

Assign rate sheets

After you set up rate sheets, you can assign them to customers, service locations, estimates, invoices, and projects.

Note: The assigned rate sheet appears in the Additional Info section of the customer record.

Assign rate sheets to new customers

When you add a new customer, you can assign them a custom rate sheet. If you don’t assign a rate sheet, the default rate sheet is assigned based on the customer type.

1. From the Call Booking screen, click New customer.
   

2. Follow the steps to add a new customer.

3. In the Rate Sheet section, click Select custom rate sheet.

4. From the dropdown, select a rate sheet to assign.
   

5. When finished, click Save.

Assign rate sheets to existing customers

When you assign rate sheets to an existing customer, that rate sheet becomes the default rate sheet assigned to their service locations. 

To assign a rate sheet to an existing customer:

1. Go to the top toolbar and click Search .

2. Click the Search dropdown and select Customer.

3. Use the filters to find your customer then click Search  .

4. Click the customer name.
   

5. Click Edit next to the customer’s name.
   

6. Click the Rate Sheet dropdown and select the rate sheet you want to assign.
   

7. Click Save.

Assign rate sheets to service locations

By default, the customer rate sheet is assigned to a service location, but you can manually assign a different one. For example, if a location is in a county with different labor rates, you can assign a rate sheet specific to that county.

To assign a rate sheet to a service location:

1. In the Locations section of the customer record, click the service location you want to assign a rate sheet. For more, see Manage customer and service location records.
   

2. Click Edit . The Edit Location opens.

3. In the Rate Sheet section, click Select custom rate sheet and select a rate sheet from the dropdown.
   

4. To remove the rate sheet, select No Rate Sheet.

5. Click Save.

Estimates, invoices, and projects created for a service location are assigned to that service location’s rate sheet.

Note: A service location’s rate sheet appears in the Additional Info section of the location record along with a note indicating whether the rate sheet was assigned from the customer record or manually assigned to the location record.

Assign rate sheets to invoices, estimates, and projects

When you book a job for a service location, the location rate sheet is assigned to the job invoice. There are some cases where rate sheet assignments differ:

• If you create an estimate on a job, the job invoice rate sheet is assigned to the estimate.

• If you book a job from a sold estimate, the estimate rate sheet is assigned to the job invoice.

• If you book a job from a project, the project rate sheet is assigned to the job invoice.
  

  Note: Any estimates created on a job are assigned the same rate sheet as the job invoice.

Assign rate sheets to projects

When you create a project from a service location or job, the project is assigned the same rate sheet as that service location or job.

To assign a different rate sheet to a project:

1. From the project record, click Edit . For more information, see Manage projects.

2. Click the Rate Sheet dropdown and select the rate sheet you want to assign.

3. To remove a rate sheet, select No Rate Sheet.
   

4. Click Save.

Want to learn more?

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