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titleGo to Info for the US Providers
urlhttps://servicechannel.atlassian.net/wiki/spaces/SCUCP/pages/2372469380/Manage+Clients+and+Client+Requirements

The Client Rates section allows you to propose charges for standard labor rates (charges for supervisors, technicians, and helpers) or responsive labor rates (hourly charges for emergency versus non-emergency calls), along with material markups, subcontractor markups, and service repair guarantees. Your client must approve these rates before they can take effect in Provider Automation.

With client rates, you can propose different rates for different regions, trades, or types of work. For example:

  • A contractor who performs both landscaping and snow removal work can propose different rates for each trade.

  • A contractor who performs work in both major

    • cities and in

  • cities and smaller towns can propose different rates based on location.

  • A contractor who subcontracts work can propose different rates

    • than

  • for

    • work that is

  • subcontracted and self-performed works. 

Once your client rates are approved, it will have an effect on affect how you invoice. When you submit an invoice, Provider Automation will check the invoice rates against these you enter against the agreed-upon client rates. When there is a differencemismatch, both you and your client will receive a red flag warning Image Added on the invoice as a prompt to investigate further.

A red warning showing the invoice mismatchImage Added

Note

Image RemovedImage AddedYour client may require you to propose client rates as part of being accepted into their Private Network, as indicated with an exclamation mark next to it.

Adding

Managing client rates happens in

three

six steps:

  1. Adding a rate type

  2. Creating a

    Rate Type

    rate card 

  3. Assigning the rate type to the appropriate

    trade(s)

    trades

  4. Submitting proposed rates to your client(s)

    ; and

  5. Your client approving or rejecting your proposed

    rate types; and

    rates

  6. Resubmitting proposed rates if necessary

Info

Should you need help with your rates, please contact contractorsupport@servicechannel.com

Adding Client Rates for a Client

There are essentially 4

Accessing the Client Rates Section

The Client Rates section gives you the ability to assign rates across multiple regions in a flexible manner and to edit and resubmit the rejected portion instead of entering the entire card again.

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title⦿ How to Access the Client Rates Section
  1. Click the Clients tab on the top navigation panel. You will see the list of clients.
  2. Choose the client whose rates you want to see, and click the Continue button.
  3. Click the Client Rates option from the list on the left.

    Accessing the client ratesImage Added

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addratetype
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Adding a Rate Type

There are essentially four sections to complete when adding a rate type:

  1. Entering a rate type name, description, and currency.

  2. Indicating whether you charge Standard Rates for supervisors/technicians/helpers, or Responsive Rates for emergency/non-emergency calls.

  3. Entering material markups based on material costs.

  4. Entering subcontractor markups on labor and material, as well as any overhead fees and guarantees.

tip



  • In the top navigation bar, click Clients and then click the desired client's name.

  • On the left navigation, click Client Rates. The Client Rates page appears.
    Image Removed

  • Click Add New Rate Type to create a rate type for your trade (General Repairs, for example).
    Image Removed
    • On the Create Rate type overlayImportant:

    Select the checkbox with the rate type to apply to the new card.

    Select the checkbox with the rate typeImage Added

    Throughout the page, you will see blue question marks. Hovering over them provides a description of the field.

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    title⦿ How to Add Client Rates:
    a Rate Type:
    Info
    On the top of the page, make sure the correct Client is selected for whom to propose your rates.
    Image Removed

    1. Click the Create New button.

      Note

      You cannot apply a new rate type to an existing rate card. Please, create a new rate card to apply your new rate type.

      Creating a new cardImage Added

    2. Click Manage Rate Types.
      Managing rate typesImage Added
      You will see the overlay with the list of existing rate types.
      Window showing existing rate typesImage Added
    3. Click Create Rate Type.
      Creating a rate typeImage Added
    4. In the Edit Rate Type window, enter a rate type name and  and description, as well as the correct correct currency (U.S.D. USD is the default).

      Image Added

    5. Indicate whether you are entering Standard Labor Rates (charges for supervisors, technicians, and helpers) or Responsive Based Labor Rates (hourly charges for emergency versus non-emergency calls), and (if applicable) select a Minimum Labor Charge (in Hours).
      Image Removed

      1.   (Selecting Standard Labor Rates): There are

        3

        three roles

        — 

        — Supervisor, Technician, and Helper. For each applicable role, enter the below information:

        Selecting standard labor ratesImage Added
        Image Added

        Note

        Please, contact your ServiceChannel representative should you need to change the decimal point (.) to decimal comma (,) on non-monetary amounts, such as:


        Image RemovedTravel charge

         

        • Hours and Duration 
        • Quantity Amounts 
        • Weight. 

        Image Added

        1. Emergency Hourly Rate: Enter an hourly rate for emergency calls.
        2. Emergency Travel Charge: Enter a flat rate for emergency trip charges.
        3. Non-Emergency Hourly Rate: Enter an hourly rate for non-emergency calls.
        4. Non-Emergency Travel Charge: Enter a flat rate for non-emergency trip charges.
        5. Travel Charge: Enter a fixed rate for travel. For For  hourly travel hourly rates, use the Travel timeTime field, below.
        6. Travel timeTime: Enter an hourly rate for trip charges.
        7. Regular timeTime, Over timeTime, and Double timeand Double Time / Holiday: Enter hourly rates for each field, as applicable.

      2. (Selecting

        Responsive

        Response-Based Labor Rates): Enter flat rates for emergency

        and 

        and non-emergency work rates and travel charges

        , as applicable role

        :

        Image Removed

        Selecting Response-Based Labor RatesImage Added

        1. Emergency Hourly Rate:

           

          Enter an hourly rate for emergency calls.

        2. Emergency Travel Charge: Enter a flat rate for emergency trip charges.

        3. Non - Emergency Hourly Rate:

           Enter

          Enter an hourly rate for non-emergency calls.

        4. Non - Emergency Travel Charge:

           Enter

          Enter a flat rate for non-emergency trip charges.

    6. Material Markup: Break break down how you mark up parts or materials , in terms of "the maximum cost of the part ($XX) is marked up at Y%. For example:   for parts Parts that cost no more than $200, the mark-up markup is 200%; for parts that cost between $201 and $500, the markup is 105%, and so forth. You may add up to 6 six material markups.

      Infonote

      Only add the Enter amounts and percentages as numbers only. Do not append currency or percentage symbols, as these symbols are not valid in these fields.

      Image Removed

       Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative. 


      Screenshot showing the material markupImage Added

    7. Subcontractor Markup: Similar to Material Markup, indicate your labor and materials percentage markups for when you utilize subcontractors. You can also indicate

      any 

      any Overhead

      and 

      and Fixed Management Fees

      ,

      in percentages. Finally,

      for 

      for Service Repair Guarantee, enter

      the 

      the number of days of the service repair warranty (from the date of successful work order completion).

      Subcontractor markupImage Modified

    8. Add any additional information Additional Information as needed, and then click click Save. You will see the new rate type under My in the overlay Manage Rate Types.

    Warning
    title
    Note

    You may edit or delete this rate type as long as your client has not NOT accepted it.

    Image Removed

    Assigning Rates Types and Submitting Proposed Client Rates

    While setting up your profile, you also chose the Trades and Regions you service, whether through self-performing or subcontracting. These trades and regions appear under rate types to allow you to propose rates based on trade, regions, and who performs services.

    To reiterate, the rates you have entered are proposed rates. In other words, your client has to approve these rates before they can take effect in Provider Automation. Once the rates are approved, all submitted invoices will be checked against these rates to make sure what is charged matches the proposed rates. Invoices that do not match these rates are flagged in the system.


    1. Click Update to bring the new rate type into the action.

      Clicking updateImage Added
    2. You will now see that your new rate type has been added under the Rate Type tab.

      A new rate type addedImage Added


      Note

      You CANNOT apply a new rate type for the cards already submitted by you or approved by the client.


    Editing a Rate Type

    You may modify labor rates, material and subcontractor markup for the selected rate type using the Edit option.

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    title⦿ How to Submit Client Rates:
    1. On the Client Rates page, under the Rates Assignment to Trades section, click the Propose tab.
      Image Removed
    2. Under the Propose tab, click the calendar picker to choose a date when the rates should take effect. Your trades and service types appear. 

    3. Select the appropriate client rate(s) for each trade and service type. You can select either a client rate for all service types and regions or multiple client rates for different service types and/or regions.

      Note

      You must select a client rate for all trades and service types.

      1. (One client rate for all service types) Under each trade, click (None) and then select the appropriate client rate. The selected client rate appears with the box highlighted in green. From here, you can send for approval.
        Image Removed
      2. (Multiple client rates for different service types) You can set up client rates at the level of granularity you prefer.
        1. Click the blue arrow next to Service Types to expose additional service levels:
          1. Subcontractor and Self-Performer service types
          2. For each service type, you will see countries, states/provinces (U.S. and Canada), and counties (U.S.), as selected when you assigned trades to regions.
        2. Select the appropriate client rate(s) at the desired regional level(s). A green outline appears outside of each trade box, indicating the rate was selected and saved for that service level.
          Image Removed
        3. When the service type is collapsed, you will see (Multi) in the box, indicating more than one client rate was selected for that trade.
          Image Removed
    4. Once all trades and service types have client rates, click Send for approval located above the service types.
      Image Removed
      1. The rates will lock and you cannot make additional edits.
      2. The status changes to Proposed.
        Image Removed

    You will receive notification from the client whether your rates have been approved or rejected.

    Reviewing Submitted Rates

    When a client takes action on your rates (either approve or reject), you will receive a notification. 

    Image Removed

    With this client, for invoices that are submitted where the invoice rates do not match these approved client rates, you will receive a warning in Provider Automation before you proceed. See /wiki/spaces/UJNK/pages/580061017
    Edit a Rate Type
    1. Click Manage Rate Types.
      Clicking Manage rate typeImage Added
      You will see the overlay with the Rate Types list.
      Rate types listImage Added
    2. Navigate to the chosen rate type, and click the Pencil icon to change the information on the rate type.
      Navigating to the chosen rate typeImage Added
    3. Change the necessary information in the Edit Rate Type overlay.
      Edit rate type windowImage Added
    4. Click Save.
      Once you save the information, you will see the overlay proposing to update the rate type.
      Updating the rate type Image Added
    5. Click Update. Confirm that you want to update the information.
    6. Click Compare to see the changes. 
      Comparing the changesImage AddedYou will see the changes highlighted in yellow. Window showing the changesImage Added
    7. Click Update when finished or Back to go back.
    8. Once you are sure you agree with the changes, select the Rate Type checkbox, and click the Update button.
      Updating the rate typeImage Added

    9. To continue, click the Update button. The changes will apply to the chosen rate card if not submitted or approved yet.

      Note
      title

      You CANNOT apply the edited rate type for the cards already submitted by you or approved by the client.


    Creating a Rate Card

    You can have only one active rate card for one client. When creating a new card, keep in mind that once the new card is approved by the client, it will replace the existing card.

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    title⦿ How to Create a Rate Card
    1. Open the Client Rates page. 
      Once you are on the Client Rates page, you see your current rate card (if there is one) and have the ability to create a new one to send to a client for approval.
      Picture showing the current cardImage Added

    2. Click the Create New button to start a new card.

      Starting a new cardImage Added

      Note

      While setting up your profile, you also chose the Trades and Regions you service, whether through self-performing or subcontracting. These trades and regions appear in your Rate Card automatically, allowing you to propose rates based on trade, regions, and who performs services.

      Picture showing the tradesImage AddedThe new Rate Card page opens.

    1. The Card Status changes automatically after you start filling out the information. For example, when creating a card, you have the Not Started status. On assigning the rate types, it changes to In Progress.

    2. Effective as of Date is filled in with the date that you want this rate to start. You can start it no earlier than tomorrow. 

    3. The Progress Bar shows how many rates are assigned and how many of them are left unassigned.

    4. The Current Trades that are assigned to you as a provider. They are automatically applied from those selected in the profile before. 

    5. The Manage Rate Types button allows you to create, edit, and update the rate types and choose the rates you want to connect to this specific card.

    6. The History tab shows all the actions taken on a card.

    7. The Submit button will be available after assigning rate types to all the trades on a card.
    8. The Discard button will delete this card without any savings.
    Picture showing the details about the cardImage Added

    3. Assign the Rate Types to the Trades. See Assigning and Submitting Proposed Client Rates for more information.


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