To ensure contractors are paid correctly and in line with agreed terms, you can add or update their rates in the system. These rates are split by emergency and non-emergency response times.
Add Contractor rates
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Unlock the green padlock.
Add or update the rates as needed.
Click Save.
Adjust re-attendance rates
Recall rates, also referred to as re-attendance rates, are the charges applied when a contractor needs to return to the site to complete work that could not be finished during the initial visit. These rates can vary between contractors and should be set up accurately to ensure the correct costs are applied when re-attendance occurs.
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Unlock the green padlock.
Click Re-attendance.
Enter or adjust the required recall rate details.
Click Save.
Add trade-specific rate cards
Trade-specific rate cards for contractors to reflect the costs associated with particular trades. This allows contractors to have different rates for different types of work rather than applying a single standard rate across all trades.
🤓 Tip: By managing trade-specific rate cards, you can ensure contractors’ costs are set accurately for the trades they perform, while also removing outdated or incorrect rates when needed.
To add rates for a specific trade type, please follow the steps below:
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Unlock the green padlock.
Click Add additional trade rates.
Select the required trade from the list.
Enter the rate details for that trade.
Click Save.
📌 Note: You can only create a new rate card for trades that the contractor is already set up to cover.
Remove trade-specific rate card
To remove a trade-specific rate card:
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Unlock the green padlock.
From the dropdown next to the Standard Rate Card, select the trade-specific rate card you want to remove.
Click Delete Trade Rate Card to remove it.
Click Save.
Set up minimum chargeable time on site
Each contractor has a minimum chargeable time setting, ensuring they are billed for at least the agreed time, even if a visit is shorter. Adjusting this helps align invoices with contracts and avoids billing issues.
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Unlock the green padlock.
Locate the field Minimum chargeable time on site and click the dropdown list.
Select the required time value.
Click Save.
📌 Note: This change only applies to the selected contractor. If multiple contractors have different billing structures, you will need to repeat these steps for each one.
Configure delegated authority limit
You can apply a delegated authority limit to contractors. This ensures that contractors cannot approve or proceed with works above a set financial threshold without customer approval. By enabling this setting, contractors will be required to acknowledge the limit whenever they raise new orders.
From the Admin, click Add/Edit Contractors.
Unlock the green padlock.
Set Is a Contractor Delegated Authority Limit required? to Yes.
Enter the required limit amount in the field box.
Click Save.
Once enabled, when a contractor raises a new order, they will see a message confirming their delegated authority limit. For example:
"Your delegated authorisation limit is £50. If work will exceed this amount, seek Customer approval to proceed."
Update assistant rates
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Unlock the green padlock.
Edit the rates per the settings:
If Use Percentage for Assistant's Rates? is set to Yes:
The Assistant Rate fields are not editable.
You must enter a percentage, which the system will use to automatically calculate the assistant rates based on the main contractor’s rates.
If Use Percentage for Assistant's Rates? is set to No:
You can manually enter fixed monetary values in the Assistant Rates fields.
Separate rates can be added for In Hours and Out of Hours.
Click Save.
Once saved, the updated assistant rates will apply whenever an assistant is assigned to a contractor’s job.
Resolve contractor assignment error in PMV contracts
This error appears when trying to assign a contractor to a PMV contract that has been configured to use the same cost across all sites, but no cost has yet been entered. Without a cost, the system cannot proceed with the assignment.
'You cannot assign a contractor to this until you have entered their costs using Edit contractors.'
To resolve this, you need to enter a cost against the contractor’s PMV contract:
From the Admin, click Add/Edit Contractors.
Select the contractor and open the Rates tab.
Click the Planned tab at the top.
Unlock the green padlock.
From the dropdown, select the PMV contract name.
Enter the cost for the contract.
Click Save.
📌 Note: This cost will be automatically applied to all sites linked to the contract.