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The primary purpose behind Invoiced Rates Validation is to provide transparency between the client and service provider concerning the agreed upon labor rates charged for services rendered. Using the Invoiced Rates Validation feature will save time for both clients and service providers by flagging submitted labor rates that do not match the agreed upon rates. Now when a service provider submits an invoice, if any of the labor rates are above or below the agreed upon rate, a flag will appear, indicating that there is a mis-match between the rates submitted and the rates agreed upon.

When your providers submit invoices with discrepancies, you can find such invoices using the following exception filters on the Invoices List page:  

  • With Rates Mismatch toggle shows invoices with mismatches in labor rates specified in the rate card and the actual ones entered by a provider.   
  • With Agreed Price Mismatch toggle shows invoices with mismatches in material prices and prices for other charges specified in the negotiated price list and the actual price entered by a provider.  
  • Only with compliant hours toggle shows invoices that have compliant or non-compliant hours based on your configuration for compliant/non-compliant check-in radius in the Site Access Rules module. 
    With Time Spent On-Site Mismatch toggle shows invoices with mismatches in the time a technician spent at the location captured by ServiceChannel and the time entered by a provider in the invoice.   
  • With Material Markup Mismatch toggle shows invoices with markup & mismatch in the material items specified in the negotiated price list or a rate card and the actual percentage entered by a provider.   

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Note

Both Rate Cards and Price Lists contain the material markup %. The validation will be performed depending on what you configured: Rate Card, Price Lists, or both. 

If you have set up both Rate Cards and Price Lists, keep in mind that the material markup % will be validated only through the Price List value of markup %. 

Filtering Invoices With Rates Mismatch 

When you approve the rate card proposed by your provider and the provider has submitted invoices, you can filter invoices to view only those with therates mismatch in labor charges. 


Note

Contact your ServiceChannel manager to turn on client rates. 


To locate submitted invoices with Mis-Matched Rates:

  1. Navigate to the Invoices tab on the top navigation bar.
  2. Select All, OPEN or ON HOLD to reveal invoices in those categories.
    Image Removed
  3. Select additional filters to reduce the number of invoices displayed.
    Invoice FiltersImage Removed
  4. Then, check the box next to With Mis-Matched Rates, then scroll through the results to locate the invoice you are looking for. When you have located the desired invoice, open it by clicking the invoice number.
    Image Removed

The flag on the Charges tab indicates that there were labor rates submitted that do not match the agreed upon rates between the client and the service provider. Additional flags appear next to the agreed upon regular time (RT) rates, that were incorrectly submitted, the rates submitted by the service provider, under Hourly Rates and on the Client Rates drop-down link.

Flagged InvoiceImage Removed

In the above scenario, the regular time rate for the technician was submitted at $125.00 and the regular time rate for the Helper was submitted at $75.00, but the agreed upon rates are $50.00 and $35.00, respectively. As the client you have the option of approving the rates as submitted or they can be rejected. Rates Validation does not prevent mis-matched rates from being approved, it only provides transparency.

Using Invoiced Rates Validation saves both you and your service providers time in regards to invoice preparation and approval/rejection. This added layer of transparency drive performance.
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title⦿ How to Locate Invoices with Mis-Matched Rates
Filter Invoices With Rates Mismatch
  1. At the top of the page, click Invoices. 
  2. In the filter section, click the Check or Cross mark on the With Rates Mismatch toggle:

    Screenshot showing the rates mismatch filterImage Added
     
    1. If you click the Checkmark, ServiceChannel will show you the list of invoices with the rates mismatch. When clicking the Check mark, you can also choose whether the invoice price should be greater or less than the agreed price to specify your search.
    2. If you click the Crossmark, ServiceChannel will remove invoices with therates mismatch from your list of invoices. 
  3. (Optional) Click the toggle again to deactivate it. 
    The grey state shows that the toggle is turned off. 
  4. (Optional) Click Save Current Filter to remember the filter. 

Filtering Invoices With Agreed Price Mismatch 

When you have downloaded a negotiated price list, and your provider has sent you invoices, you can filterthemto view only the invoices with agreed price mismatches in material and other charges. 


Note

Contact your ServiceChannel manager to turn on negotiated price lists. 


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title⦿ How to Filter Invoices With Agreed Price Mismatch
  1. At the top of the page, click Invoices. 
  2. In the filter section, click the Check or Crossmark on the With Agreed Price Mismatch toggle: 

    Screenshot showing the agreed price mismatch filterImage Added
    1. If you click the Checkmark, ServiceChannel will show you the list of invoices with the agreed price mismatch.  
      When clicking the Checkmark, you can also choose whether the invoice price should be greater or less than the agreed price to specify your search. 
    2. If you click the Crossmark, ServiceChannel will remove invoices with the agreed price mismatch from your list of invoices.
  3. (Optional) Click the toggle again to deactivate it. 
    The grey state shows that the toggle is neutral. 
  4. (Optional) Click Save Current Filter to remember the filter. 

Filtering Invoices With Only Compliant Hours 

You can filter invoices to see only those that have compliant or non-compliant hours based on your configuration for compliant/non-compliant check-in radius in the Site Access Rules module. 

Note

Contact your ServiceChannel manager to be able to view invoices with compliant and non-compliant hours. 


To locate submitted invoices without Mis-Matched Rates:

  1. Navigate to the Invoices tab on the top navigation bar.
  2. Select All, OPEN or ON HOLD to reveal invoices in those categories.
    Image Removed
  3. Select additional filters to reduce the number of invoices displayed.
    Invoice FiltersImage Removed
  4. Then, check the box next to With Mis-Matched Rates, then scroll through the results to locate the invoice you are looking for. When you have located the desired invoice, open it by clicking the invoice number.

The resulting list are work orders where the rates match the agreed upon rates, between the client and the service provider.

Work Orders without Mis-Matched RatesImage Removed
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With unsafe-Only Compliant Hours
  1. At the top of the page, click Invoices. 
  2. In the filter section, click the Check or Crossmark on the With Only Compliant Hours toggle: 

    Image Added
    1. If you click the Checkmark, ServiceChannel will show only theinvoices with compliant hours. 
    2. If you click the Crossmark, ServiceChannel will show the list of invoices with non-compliant hours.
  3. (Optional) Click the toggle again to deactivate it. 
    The grey state shows that the toggle is neutral. 
  4. (Optional) Click Save Current Filter to remember the filter. 

Filtering Invoices With Time Spent On-Site Mismatch 

You can filter invoices with discrepancies between the time spent on-site captured by ServiceChannel and the time the provider entered in the invoice. 


Note

Contact your ServiceChannel manager to enable time spent on-site mismatch. 


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title⦿ How to Filter Invoices With Time Spent On-Site Mismatch
  1. At the top of the page, click Invoices. 
  2. In the filter section, click the Check or Crossmark on the With Time Spent On-Sitetoggle:

    Image Added
     

    1. If you click the Checkmark, ServiceChannel will show you the list of invoices with the time mismatch.  
      When clicking the Checkmark, you can also choose whether the invoice time should be greater or less than the time on-site to specify your search. 

      Info

      If you are using compliant and non-compliant check-in/out for the technicians who perform work, you will see the Include Non Compliant Hours As OnSite checkbox.   

      With the checkbox on, invoices with non-compliant check-ins/outs will be added to the Invoices List while filtering invoices with the With Time Spent On-Site Mismatch toggle. 


    2. If you click the Crossmark, ServiceChannel will remove invoices with the time mismatch from your list of invoices. 
  3. (Optional) Click the toggle again to deactivate it. 
    The grey state shows that the toggle is neutral. 
  4. (Optional) Click Save Current Filter to remember the filter. 

Filtering Invoices With Material Markup Mismatch 

You can filter invoices to view only those with the material markupmismatch. 


Note

Contact your ServiceChannel manager to enable the material markup mismatch. 


  • The bottom navigation bar provides the option to print, place on hold, reject, or approve the invoice.
    Invoice Decision LinksImage Removed
    • The Put on Hold, Reject and Approve options have comment fields where additional information can be added.
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    title⦿ How to Print, Place on Hold, Reject and or Approve Invoices
    Filter Invoices With Material Markup Mismatch
    1. At the top of the page, click Invoices. 
    2. In the filter section, click the Check or Crossmark on the With Material Markup Mismatch toggle:

      Screenshot showing the material markup mismatchImage Added       
      1. If you click the Checkmark, ServiceChannel will show you the list of invoices with the markup mismatch.  

      2. If you click the Crossmark, ServiceChannel will remove invoices with the markup mismatch from your list of invoices. 

        Info

        The invoices with no material markup % mismatch will be highlighted with a green checkmark.  

        Screenshot showing the green checkmarkImage Added


    3. (Optional) Click the toggle again to deactivate it. 
      The grey state shows that the toggle is neutral. 
    4. (Optional) Click Save Current Filter to remember the filter. 


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