Rate Cards

Owned by Victor Macko
Last updated: Sept 18, 2024
2 min read

Rate cards are used to determine what billing rates should be used when preparing invoices and calculating event fees which should be charged.

Defaults

A “default” rate card is used which contains the event teams/positions which are setup, along with the corresponding billing rates which are applied to each (this can also be setup via the ‘Event teams/positions’ area).

 

 

Applying Rate Cards

Additionally, rate-cards can be setup and associated to;

  • Events - ie. you may want to use a different billing-rate for a ‘Team Leader’ and ‘Supervisors’ for one or more specific events (ie. where it’s been negotiated as part of a contract for that event)

  • Clients - ie. a client may have a contract to be charged a different billing-rate than normal for ‘Paramedic’ & ‘Nurse’ team members, or even use a different default billing rate than normal.

  • Groups - ie. a certain group or team in your organisation may have different billing rates set for certain event team/positions (ie. 'Team Members' might be charged at different rates for events in a certain state or geographic area), or by default (ie. where no billing rates have been specified for an event team/position).

 

How are rate cards used?

When fees are calculated for an event team/position, the system will search through the following areas (in the following order) to find the rate card which should be applied;

  1. Events

  2. Clients

  3. Groups

Where a rate-card is specified (ie. for a specific event), it is checked to find the appropriate rate which should be applied;

Example:

If a person works as a “Team members”, and a rate-card is assigned to the event, the rate-card is checked to see if any specific rate has been set for “Team members”.

If no rate for “Team members” is specified in the rate-card for the event, the rate-cards for Clients & Groups are also checked to see if any rates are set for the “Team members” position.

If none are found, the defaults rates are used (from the Event rate card first, if any is set, followed by checking the client & group, etc).

 

Where can they be setup?

Rate cards can be setup in the ‘Configuration’ page, either in the ‘Billing rates’ popup box, or by clicking ‘Rate cards’ next to the ‘Billing rates’ button along the bottom of the page.

Billable Items

Items/consumables can be setup with billing rates as well, allowing them to be included in the final invoice if they’re used at the event (ie. if more expensive consumables / equipment is used, these will be added to the invoice).

As an example, the following items will be included in the invoice, at the rates specified (ie. Panadol at $0.50 for each given out at the event).

Typically this could be used for more expensive items which cannot typically be incorporated into a standard fee for staff attending the event (ie. if something costs you $50 each time it’s required at an event, you may opt to have it added to the invoice each time it’s used).