Event Fee (income)
Events can be billed using a number of methods, each calculated as described below.
Fixed fee
This is a single pre-arranged fee for the event. It does not change depending on how many people are scheduled to attend the event, nor how many hours your staff/volunteers actually attend the event.
Per person
A per person rate is calculated by multiplying per-person rate (fee amount in the event details) by the number of people whom have been scheduled (or attended) to the event.
The rate charged can be adjusted for individuals (eg. by default you might charge $50 per person at the event, but certain people may be billed out at $60 instead) if required by entering an amount specific to them in the rostering screen (by moving your mouse over the 'tag' icon).
The price may fluctuate as people are added and removed from the roster, as well instances where staff or volunteers do not attend a shift they are scheduled to.
If events are invoiced prior to the roster being fully confirmed, the 'Invoice Fee Variations' report will show all instances where the amount invoiced varies from the most recently calculated event fee. From here another invoice would typically be raised to account for any additional staff which attended the event.
Per hour
An hourly rate can also be charged which is calculated in a similar way to the per-person rate. The event fee is updated each time the roster is changed, and both takes into account changes to the scheduled times, as well as actual and billable hours (this can be changed within the 'Settings' page).
If a minimum number of billable hours has been specified, this will be used in instances where the minimum number of billable hours is more than the actual hours which were worked.
If events are invoiced prior to the roster being fully confirmed, or actual hours being received, the 'Invoice Fee Variations' report will show all instances where the amount invoiced varies from the most recently calculated event fee. From here another invoice would typically be raised to account for any additional staff which attended the event.
Event fees can be automatically calculated based on the billing rates setup for events.
Resources
A fee can be charged for resources assigned to an events if required. Currently this is a fixed fee for each resource which can be entered (eg. $50 for Car 123 for Event 12345).
The fee can be entered in the 'Assign Resources' screen.
This income is added to the overall event fee (eg. fixed / per person / hourly fee for your staff attending the event), and is shown as separate lines on the invoice for each resource which a fee is charged for.
Expenses Incurred
Depending on your needs, some expenses can be invoiced to your clients. These appear as additional lines on the invoice generated for your event. More information