Nobody should type a rate into a job, or remember what a client pays for nights. Set the rates once, and every order picks them up.
Summary
A rate configuration holds the pay rate and bill rate for each position a client uses. Build it in Settings › Company Profile › Rate Configurations, then choose it in the client's Rate Configuration field. One configuration can serve many clients. Changes apply to orders created afterward; existing jobs keep their rates. What goes wrong: a pay rate and bill rate typed the wrong way round, which loses money on every hour and looks normal on screen.
How to do it
- Go to Settings › Company Profile › Rate Configurations and click Add Record.
- Give it a Name that describes the rate structure, such as Warehouse Standard, and an Office Location if it's for one office.
- Click Add Position for each position the client uses. Choose the Pay Code and enter the Pay Rate.
- Enter a Mark Up to work out the bill rate, or type the Bill Rate yourself. Tick Apply.
- Click the arrow on a position to set overtime, double-time, holiday and shift differential rates. Click Update.
- Open the client in CRM › Clients, choose this configuration in Rate Configuration, and save.
That's the rates set and attached. Read on for what happens to orders, and why a rate sometimes looks wrong.
On this page
Name it for reuse
One configuration can serve many clients. If several clients share the same rates, name it after the structure, such as Facility Rates, and attach it to all of them. Then a pay rise is one change, not forty. Associated Records at the top of a configuration shows how much uses it.
Overtime, holiday and differentials
| Rate | What it is | Starting point |
|---|---|---|
| Overtime | Used when hours pass the overtime threshold. | 1.5 times the regular rate. |
| Double time | Used at the double-time threshold. | 2 times the regular rate. |
| Holiday | Used on your holidays. | You set it. |
| Shift differential | Extra for nights or weekends. | You set it. |
These are starting points you can change per position. For how overtime is billed to clients, see Prevent and Manage Overtime.
What happens on orders and jobs
- A new order for the client picks up its rate configuration automatically.
- The person creating the order can choose a different configuration for that order. It's a starting point, not a lock.
- A change to the configuration applies to orders created from then on. Existing jobs and timesheets keep their rates, and nothing warns you.
⚠️ Watch out
When a client's rates change mid-cycle, update the configuration, then check the jobs already created for the new period and correct them.
Check it before the first order
- Check every line against the signed contract, not from memory.
- Read the markup on each line. A negative or tiny markup usually means the rates are the wrong way round.
- Create one test order for the client and check it picks up the right rate.
Why use rate configurations
| Rates typed into jobs | Rate configurations |
|---|---|
| Every scheduler needs to know every client's rates. | Rates fill in by themselves. |
| A pay rise means editing every client. | One change for every client on a shared configuration. |
| Wrong rates found on the invoice. | Checked once, before the first order. |
If something isn't working
| What you see | Check this first | Who fixes it |
|---|---|---|
| A job has the wrong rate | When it was created, and which configuration the order used. Then the job's position and pay code. | You |
| You changed a rate and nothing happened | It applies to new orders only. Update existing jobs one by one. | You |
| A rate is exactly 1.5 or 2 times what you expected | Overtime or double time is being applied. That's usually right. | You |
| You can't see Rate Configurations | Your permissions. See Permissions. | Your NextCrew admin |
Questions people ask
Can one Crew Member have a different rate at a client?
Yes, on their booking for a job. See Change One Crew Member's Booking.
Can I have different rates by pay code?
Yes. Add the position again with a different pay code.
Does NextCrew check rates against my contract or the law?
No. It applies the rates you enter. Check them against the contract and your pay policy.
Other ways people ask this
- How do I set bill rates for a client?
- Where do I set pay rates by position?
- Why did my job pick up the wrong rate?
- How do I set markup?
- How do I change rates for all clients?
Related guides
- Add a New Client — where you attach the rates
- Create an Order and Its Jobs — where rates are used
- Set Up Invoicing for a Client — where bill rates end up
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