Customizing Billings on a Work Order

There will be times when the automated billing logic doesn't apply to the situation you need to bill for.  When this happens, use the Work Order Billing Info panel to create custom billing items for a work order. You can add new rows, delete rows, edit the description column in any row and even use the special *Flat Rate*.

Deleting Rows

Delete a row to remove any automated billing line items that do not apply to your situation.  For example, if you're charging a per piece price such as a grab bar for a fixed $40 fee, the automatic calculation would charge for the inventory item as a row and the labor time as a row.  Instead, you'd remove both of these lines and add a row for the grab bar fixed fee.

Click the x to the left of the line item to remove unwanted rows. 

Delete -row

Accidentally deleting rows can happen to the best of us.  Should this occur, click Recalc and the automatically calculated rows reappear so you can start again.   Custom rows will not reappear if you delete them. 

Adding Rows

To add an extra row to the Billing Summary, fill in the Quantity, Chargeback Rate Type and Description.  Then click the Add to Billing Summary function to add the new row to the invoice.

Example 1:  Using Specialty Hourly Rates

The automated calculation always uses the defaults set up in the Chargeback Rate Settings.  If you need to use a labor charge rate other than the default, you can add your own row to the calculation and delete the automatic row.

Let's say that a resident wants a book shelf built.  You offer these kinds of services and charge a special carpentry rate for such work.  Your Settings > Work Order > Chargeback Rate Settings might look as follows:

Maintenance -chargeback -rates

Your carpenter works 6 hours on the job and logs his time into TheWorxHub as usual.  The Automated Calculation function multiplies the 6 hours x the rate that has been set up as the default - in this case, $20, the regular maintenance rate. 

In the Billing Info panel,

1. Delete the automatic calculated row that used the $20 default rate.

2. Add a new row and fill in the number of hours worked in the Quantity field, select the custom Chargeback Rate Type, provide a Description, then click Add to Billing Summary.

Custom -billing -row

If materials were also used, use the inventory application or use the *Flat Fee* for materials if you purchased them specifically for this job bypassing the inventory application altogether. 

Example 2:  Piece rate billings

Let's say you offer a package deal for a grab bar installation including the grab bar itself.  You charge $30 for a small grab bar, $45 for a large.  You would start by having set up these 'items' in the Settings > Work Order > Chargeback Rate Settings.

Maintenance -chargeback -rates

A resident requests a large grab bar for her en-suite bathroom tub and a small one for her guest bathroom.  After the job is done and you're ready to create the charges, the automatic calculation would insert a row for the inventory part and another row for labor.  Delete both of these rows.

Use the custom row above the billing summary to add 1 small grab bar to the billing summary, then repeat for 1 large grab bar.

Custom -billing -two -rows

Tip:  You can edit the Description column for any row in the billing summary table simply by double clicking on it. Then click Save Billing Info to save that change.

Using *Flat Rate* for billings

There are also times when you have a one-off situation where you want complete flexibility to enter a description and an amount.  For those situations, use the built in *Flat Rate*.

For example, let's say that a resident requests a book shelf be built.  You'll charge them for time (6 hours) and materials.  You decide that it's not worth putting the materials into your inventory only to bill it back out to the resident.

On the work order, the labor time is automatically calculated as 6 hours multiplied by the default rate.  The materials, however, are not coming out of inventory so you can bill them as a *Flat Rate*.  When you use this Chargeback Rate Type, just type exactly the amount you wish to show on the billing summary line item as the Quantity. If you want to charge the resident $35.00 for door hinge hardware, your Quantity is 35.

Flat -rate

Note: the *Flat Rate* always exists in TheWorxHub. It is 'hard coded' so that you don't need to add it as a Chargeback Rate Type.

 

Editing Inventory Markup %

Using TheWorxHub Inventory application helps to round out the Chargeback function.  When you stock inventory and use it on work order that is billable, the charges calculate automatically. 

In Settings > Work Order >Chargeback Rate Settings, you can set a default mark-up percentage for inventory resold to your residents.  By default, all inventory will be billed as the internal costs multiplied by the markup percentage.

In some cases, you might have reason to adjust this default markup.  Simply edit the percentage markup in the Billing Info panel, then recalc if necessary.

Inventory -markup

 

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