Adding Services: Fixed Cost and Variable Cost

FIXED COST SERVICES

Fixed rates are set fees for a service. If a fixed rate field is added to a template that fixed rate will automatically populate into any projects using that template.

For example, if you create a fixed rate of $40 for travel that cost of $40 will populate into any projects using the template that has the travel fixed rate field.

The service has a fixed rate and the variable rate is set to $0.00. In this case the rate is not based on some unit of work being done. When creating or editing make the variable rate $0.00.

How to set up a fixed cost service

  1. Go to Admin>Services.
  1. Click on “Add A Service”
    Screen_Shot_2017-03-22_at_4.34.38_PM.png
  2. Enter the name of the service, a unique key, the fixed rate (set cost), and unit label. Make sure the variable rate is set to 0. Click Save.
    Screen_Shot_2017-03-22_at_4.40.17_PM.png

4. To add a Fixed Rate Service to your template, please refer to this user guide. When adding service fields to the template, if variable rate is 0.00, only a single fixed rate field will get added to the template. This field will be a money field, with the correct field key auto-generated and it is given a workflow field type of Cost Item.

5. Since these fields are Cost Items, the newer cost calculations like Section Total and Project Total will work. You should use this instead of the older “total_cost#” field key approach.

  • To add a section cost total for the service line items, add a dollar field and set the workflow to "Section cost total".
  • To add a project cost total, add a dollar field and set the workflow to "Project cost total".

6. You may choose to make some Service Line Item fields admin only or hidden from fields users/customers (i.e. Fixed Rate, Total Cost)

7. When a project is created from the template the fixed rate from the company level service will populate in the fixed cost field.

VENDORS

  • When overriding this for vendor, you should only modify the fixed rate
  • When the project is assigned to a vendor that has overriding rates for that service, the vendors fixed rate for that service will populate

VARIABLE COST SERVICES

Variable rates vary depending on the service unit. Variable rates are used where a quantity or units (square yards, etc.) will be used to calculate the total for that item. You can use variable rates for things like hours, size of an area, or quantity of an item. Variable rate totals in a project can change depending on the quantity or unit.

Ex.  4 hours of painting at $20 per hour
10 cubic yards of debris at $50 a yard
2 sinks replaced at $750 per sink.

  • These services have a combination of fixed rate and a variable rate.
  • If the variable rate is not 0.00, this approach will be used
  • If you assign a vendor, the fixed rate, variable rate will change appropriately and so will the calculated total.

How to set up a variable cost service

  1. Go to Admin>Services
  1. Click on “Add A Service”
    Screen_Shot_2017-03-22_at_4.34.38_PM.png
  2. Enter the name of the service, a unique key, the variable rate cost, and unit label. Make sure the fixed rate is set to 0. Click Save
    Screen_Shot_2017-03-22_at_4.38.35_PM.png

4. To add a Variable Rate Service to your template, please refer to this user guide. When adding service fields to the template, in this case 4 fields will be added for a variable rate service: the fixed rate, the variable rate, the units and the total cost of the service

  • The total cost of the service is: fixed rate + (variable rate X units)
  • The total cost of the service is specified to be the “Cost Item” field so it can be used in section total and project total cost calcs
  • Note: It is not actually necessary to have the field for fixed and variable rates in the template, the total will still calculate correctly.  They are there to give visibility into those rates.  The client can remove them, hide them, make them admin only etc.

5. Since these fields are Cost Items, the newer cost calculations like Section Total, Project Total will work.  You should use this instead of the older “total_cost#” field key approach.

  • To add a section cost total for the service line items, add a dollar field and set the workflow to "Section cost total".
  • To add a project cost total, add a dollar field and set the workflow to "Project cost total".

If you have any questions please contact support@fotonotes.com.

 

 

 

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