Establishing Chargeback Rate Settings
Charging residents for services above and beyond their standard
monthly fees is becoming more common all the time. TheWorxHub
fully supports fee-for-service billing (also known as
'chargebacks') for each of the departments managed through the
Billings are calculated on a per work order basis and each
department can have its own settings to reflect its specific fee
structure and policies.
To access your Chargeback Rate Settings, select Settings
> Work Orders. The Chargeback Rate Settings section appears
on the right.
1. Click a Department
Chargeback Rates are specific to a department. If you run
multiple departments in TheWorxHub, each department has a tab
containing the ChargeBack Rate Settings.
2. Establish Chargeback Rates
You can set up as many distinct Chargeback Rates as may apply to
your department. These rates are typically a combination of hourly
service rates and per-piece rates. In the following example, notice
that there are 2 different hourly charges along with a couple of
jobs that are priced on a per-piece or per-job basis. Think of this
as the price list you'll use when adding charges to a work order.
The list can be as long as is right for your community.
Rate: Enter the dollar value for
a quantity of 1. For example, on a work order that has 3
hours of work and you choose the standard housekeeping rate of
$15.00, the total charge will be $45.00.
Default: As you create your
price list, only one in the list can be set up as the default fee
that is automatically entered into the work order when you choose
to charge for the work.
Check the checkbox to indicate the default rate.
Enable: When you first set up
your charge rates, you'll choose to enable all of them. You
would disable (uncheck enable checkbox) if at some date in the
future you no longer charge for a particular service. It is
not possible to delete Rate Names as they may have been used for
billings in the past.
Best Practice: The Rate
Name list can be as long as it useful for your community. It is
best to set up as many different items in the Chargeback Rates as
you have on a standard fee list. There are times when you need to
invoice for something that is entirely unique and not part of the
standard fee list. In that case, use the *Flat Fee option available
when creating the invoice. See Customizing Invoicing
on a Work Order .
3. Default Billing Code
The Billing Codes which, like Chargeback Rates Names, are set up
in the Settings > Pick Lists area, and are meant to be
the revenue accounts to which resident charges are posted.
For example, you might have one or two for maintenance and another
several for housekeeping and yet other revenue account for
landscaping billings. The Billing Code list would contain all
these account codes and you'll determine which of these should be
the default - the most commonly used code that will be
automatically selected for billings.
Select the default billing code from the drop down list.
4. Bill for Inventory
Check off the checkbox to indicate that you do want inventory
items used on a billable work order to be charged for.
Enter a percentage in the markup field if you wish to add a
mark-up amount to billable inventory.
5. Billing Contact
Select the name of the staff member who would answer questions
regarding the billings such as the housekeeping, maintenance or
landscaping director. The pull down list consists of
all staff members names entered into the Staff/Contractors section
6. Billable Hours Rounding
TheWorxHub can automatically calculate the amount of the
billings for time-based charges by simply multiplying the time
logged by the worker by the default rate type. Rarely is it
practical to charge for the precise number of minutes such as 4 or
9 or 13 and so on. Instead, select from the following
- none (use entered labor time)
- Round up to next 15 minute interval
- Round up to next 30 minute interval
- Round to next hour
The amount billed on a work order is calculated as the default
rate multiplied by time spent, rounded according to the rounding
method chosen. See Automated Billing Logic.
7. Invoice Instructions
Text entered into the invoice instructions appear only on
printed invoices. See Printing an Invoice.
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