Automated Billing Logic
Most resident billings are simple and straight forward so all
you have to do is indicate that the work order is billable and that
it's complete. TheWorxHub takes care of the rest. See Mark a Work Order
as Bill to Resident.
The automated billings logic uses the Resident Chargeback Rate
settings as well as information within the work order to calculate
the final amount of the charge as follows:
1. Time based charges: The total accumulated
labor time from all workers in the work order is rounded according
to rounding rules determined in the Chargeback Rate
Settings. The resulting rounded time is then multiplied by the
default chargeback rate that's also setup in the Chargeback Rate
2. Inventory based charges: if you use
TheWorxHub Inventory application, you've used inventory on the work
order, and you've checked off that you want to bill for inventory
in the Resident Chargeback Rates, then the inventory will be
charged on a billable work order. The amount charged for the
inventory item is the internal cost for the item multiplied by the
markup factor established in the Resident Chargeback Rate setting.
The sum of time-based charges plus the inventory charges comprise
the total billable amount.
Examples of Billing Calculations
The following examples are all based on following Resident
Chargeback Rate Settings:
Example A: Time-based charges
In this example, a resident requests an extra cleaning because
family is coming over. The manager and resident agree to have
2 housekeepers work together for an hour of cleaning. The
standard housekeeping rate of $15/hr applies.
The first housekeeper has another job to go to immediately
thereafter so she leaves after 45 minutes and enters her time as
such. The second housekeeper logs her time as 1 hour and 15
According to the calculation logic:
- Total time is summed (45 min plus 1hr 15 min) which equals 2
- The total time is rounded up according to the settings.
Since 2 hours is an even quarter hour, no additional rounding
- The calculation is rounded time X standard housekeeping rate of
$15/hr. results in $30.00 charge. Note that standard housekeeping
is the default charge rate according to the Chargeback
Total charge: $30.00.
Example B: Time-based charges and Inventory
In this example, in addition to the 2 hours of standard
housekeeping as per example A, the resident requested that they'd
like to buy a shoe rack for the front closet and that it be
brought up when the housekeeping was done. (In this senior
living community, shoe racks have become all the rage and for
convenience, are now stocked in inventory for an occasion just like
The cost to the community of the shoe rack is 25.00.
According to the calculation logic:
- Time charges total $30 (see example A)
- Inventory Charges are derived from the $25 cost calculated in
the inventory app multiplied by the default 10% markup from the
Rate Settings for a total of $27.50.
Total charge: $57.50.
While many of your billings fit these simple examples, there are
also times when further adjustments need to be made.
TheWorxHub billings can still accommodate. See Customizing Billings
on a Work Order.
Recalculating Billings - 'Recalc' Function
The billings calculation takes place the moment you put the
checkmark in the Bill to Resident checkbox. There are
times when you need to adjust the billings information. For
example, you may need to edit the amount of labor time on the work
order or an inventory item.
This is particularly important for occasions when the billing
amounts come from defaults set in a scheduled work order. Any
changes to the hours worked or other billings factor will require
you to recalculate the billings total.
There are 2 places where you can force a recalculation of the
1. Billing Info panel
The most common place to force a recalculation is from within
the Billing Info panel in the work order. Typically, you`d
make the adjustments in the appropriate panels (labor time and
inventory used). Then, you'd open the Billing info panel to
make sure you`re happy with the results. Click the Recalc
button to ensure that the changes are taken into account on the
final billing amount.
2. Billings to Send dashboard indicator
You can also recalculate billings amounts from the
Click the Billings to Send indicator in the Reminders
section. Often, especially in housekeeping where the amounts
have not been pre-set in scheduled work orders, you'll see a zero
in the billing amount.
Use the mouse-over actions and select Recalc to make sure the
labor time is multiplied by the default rate. If you have
many of these to do, you can also use the Batch Recalc
Note: Whenever you force a
recalculation, note that only the automated billing rows, time and
inventory, will be recalculated. All custom created rows
remain as they were. The Recalc is particularly useful when
additional time has been logged to the work order after it was
initially checked as Bill to Resident.
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