Group Rates and Flat Rates are very similar functions that are applied to an Estimate or Job that will bundle products with services to form one, grouped line item. Group Rates are created for a one-time use on the job directly "on-the-fly", whereas Flat Rates are added from the Service Catalog and are permanent additions to be used on estimates or jobs as needed.
Group Rates will be created directly from the Products & Services section of an Estimate or Job. This function would be used in situations where you would like your Products & Services to be a bundled group on an invoice to a customer instead of an itemized list of multiple products/services. In order to create a Group within your rate table you will first need to have the products and services you would like included added to the job. Once the rate table has been populated, select the checkbox to the left of the line items and click the chain link symbol at the top of the rate table. Type in the name of the group and click Create Group.
As shown in the GIF above, the products and services chosen to be in the group will now bundle under the name that was attributed to the group along with the combined total of the line items that were included. To see which line items were added to the group, click the 'Expand Group' button to the right of the Group Label.
Expand Group opens the group so it will present like regular line items. Each line item will show total, quantity, cost and tax like normal! There is also the option to remove, or add, an item from/to the group with the use of the same checkboxes demonstrated above.
To add another product or service to an existing group rate, add the product or service to the job, and then click Expand Group. Then, check the box next to the product or service you need to add to the group, and then Save Group.
When the group is expanded, note the eye symbols to the left of the checkboxes as well as the Itemize checkbox at the top of the Rate column, towards the right. These, when selected, will allow for each line item to appear on the PDF to the customer while remaining in the created group. If Itemize is selected, the group rate will serve as a header, and list all items included below. If Itemize and the eye button is selected, then the group rate will show as a header, all items included will be listed below, and the qty/hrs, rate, and total will be visible on the invoice which will indicate to your customer how the group rate was achieved mathematically.
Please note: The eye symbol will be deselected by default. When selected, the background of the eye symbol will be slightly darker than normal.
Once you are finished viewing your group and would like to collapse it back to one line item, simply click the Save Group Items button.
Flat Rate services operate very similar to Group Rates with the exception that they are created within your Service Catalog for repeated use. To create this service, go to the Service Catalog by hovering your mouse over My Office, select the section of the same name and click '+New Service' in the top right of the page.
On the Edit Service page, type in the name of the service you are creating and flip the toggle for 'Flat Rate?' from No to Yes. This will create a new section below Service Rates where you are able to add products and materials to the Flat Rate Service.
The next section down is the Service Rates section. The Rate Name will auto-populate with the same name that was given to your Service. Here is where the labor or service rate for the Flat Rate Service will be applied, much like it would be applied to any Service in the Service Catalog. You have the ability to add more Service Rates by clicking the '+' in the top right of the section.
The quantity/hours applied to this service will be input here as well as the Regular Rate and Member Rate. Depending upon the Service Agreement status located on the Account Info tab of the Customer Account, the system will apply the appropriate rate to this Flat Rate Service. The Total field will be calculated by multiplying the Qty/Hrs field with the Rate field which creates the labor total that is applied to the Flat Rate Service.
The following toggles are Pays Commission, which will indicate that this service will provide a commission to the employee (Read about setting up Commissions here.) The last toggle is the Pays Bonus toggle which will indicate to the system that this service will provide a bonus for the employee.
The next section is the Products/Material Used. This section is not available by default on a Service unless the 'Flat Rate' toggle is set to yes. Any products or materials that you have listed in your Product Catalog can be added here to build your Flat Rate Service. Start typing the name of the product/material you would like to add in the 'Add Product' field and select it from the resulting drop down. This will add it to the section with the rate that you have listed in your Product Catalog for that item. The quantity can be changed from here, however, the rate cannot. The total for the line item will be tallied using the Price and the Quantity. The Quantity field is able to be changed.
The Flat Rate Total will be a combination of the labor rate and the products/materials used. Notice in the GIF above that the totals in the bottom right changed once a line item was added. The system will calculate both the Regular Rate for this service as well as the Member Rate. Please note: When you view your Flat Rate Service in the Service Catalog you will only see the calculated total of the amount in the Service Rates section, however, once you add that Flat Rate Service to a job, it will read the combined total for products+services.
Once the Service has been added to a job, it can be interacted with in the same ways that a Group Rate created directly on the job can be. You can expand and contract the group, make them visible to the customer via PDF through the itemize option, add/remove line items to the group, and change the Qty/Hrs and Rate fields.