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Frequently Asked Questions When Setting up FlatRateNOW

A.    Where can I learn how to configure FlatRateNOW for my business?

FlatRateNOW provide an online Administrators’ Guide. Please visit Admin Guide to find everything you need to know about configuring FlatRateNOW for your business.

Visit Configuring Your Company Settings to watch a video showing you how

B.    Where do I configure FlatrateNOW for my business?

Visit Admin Console. This is the Admin Console, where you can see all of your active Jobs, Quotes, Invoices and Payments, as well as change your settings

Visit Configuring Your Company Settings to watch a video showing you how

C.   How do I set up my Quotes and Invoices in FlatRateNOW?

All documents generated by FlatRateNOW uses information stored in your settings. To learn what these settings are and to see all the fields you can update visit Company Details.

Visit Configuring Your Company Settings to watch a video showing you how.

D.  What control do I have over my prices?

There are several global and local settings to create your sell prices.

You must set Labour Rates, Materials Mark Up, Pricing Tiers, Excavation rates, Market Based Price Adjustments and Dynamic Price Adjustment boundaries.

Detailed descriptions of these fields can be found here Price Settings

Notes:

Global Pricing Variables Settings

  • Labour Rates and Materials Mark-up are global settings. These apply to all pricing calculations for all Tasks in all Jobs
  • Labour Rate has a buy and sell price to enable you calculate margins per Job
  • Choose between Cost+ and Retail+ materials mark-up.
  • Set up to 5 different mark-up percentages based on the value of the materials in the task. These settings are applied to all Tasks in all Jobs

Visit Labour Rate Settings to watch a video showing you how

Pricing Tiers – see Pricing Tiers

  • Pricing Tiers allow for different prices for different customer segments. You can have different prices for up to 10 different segments.
  • Each Pricing tier is an offset from the base price of the Task. Offsets can be positive or negative, and be fixed $ values added to the base price, or a percentages of the base price.
  • Selecting the Pricing Tier in the Task View adjusts the price of the Task when it is applied to a Quote

Visit Pricing Tiers to watch a video showing you how

Task Specific Prices

  • Market Based Price Adjustments are specific to a Task and will be applied to that task whenever it is sold until the adjustment is removed or amended is removed. See Customise Tasks. These are added to a specific task as an adjustment in required hours (for permanent changes) or as a cash adjustment for Special Offers etc. Pricing Tiers can be applied to these Market Adjusted Tasks.

Job Specific Price Settings:

  • You can enable Dynamic Price Adjustments, see Price Adjustments, these are Job Specific. Any adjustment will only affect the price of the Job to which it has been applied. This has been designed to allow the onsite service person to change the price to get the job. Upper and lower limits on these adjustments are a global setting and apply to all Jobs. If enabled, Dynamic Adjustments can be made to all Jobs.

Excavations:

  • See Excavation Settings. Excavations are calculated per Cubic Metre. The calculation is the amount that can be dug per hour multiplied by the price of the labour. Excavations have different labour rates.

Customising Matrix Tasks:

  • Matrix tasks cannot be customised like ordinary Tasks. For Matrix Tasks, FlatRateNOW applies & loading to the price of each instance inside the matrix, the cost of the task is therefore a total of instances multiplied by their loading. To customise the price of the Task, you must customise the loading that is applied to it.

Visit Admin Console and tap >Customise Loadings in the Task Menu. Tap >Create and from the drop down list select the correct loading, and edit it. Please contact us at  info@flatratenow.net if you need any help

E.   Are Default Values set for Pricing?

Default values are provided by FlatRateNow, but we recommend that you set your own. Each location and market is different so you should experiment with these settings and find the best settings for you. It is expected that the historic data provided by FlatRateNow will enable you to fine tune your prices over time based on sales figures and attained margins etc.

Visit Set Your Prices to learn how, or visit Pricing Tiers and Labour Rate Settings to watch videos showing you how to configure your pricing variables

F.    How do I set my Labour Rates?

See Setting Prices for detailed instructions and fields.

Visit Admin Console and tap >Configuration in the Menu

Tap >Configurationtab and enter values for:

  • Labour Cost
  • Labour Sell

*Note:The FlatRateNOW works on the principle of recovering 8 hours of labour in a working day. The service person is either on the way to a Job or working on a Job for 8 hours. Calculate the $ value you expect to earn from a plumber for a working day and divide it by 8 and enter it into Labour Sell.

Visit Labour Rate Settings to watch a video showing you how

G.  How do set my Materials Mark Up percentages?

See Mark-Ups for detailed instructions and fields.

Visit Admin Console and tap >Configuration in the Menu

Tap >Mark Ups tab and enter values for:

  • Pricing Option – Cost+/Retail+
  • Number Mark Ups – (You can have up to 5 zones)
  • $ and % Values for the mark Up zones

H.  How to I set up Pricing Tiers for my different Customer Segments?

Different customer segments can have different Task prices. See Selling Prices.

TO set these up, visit Admin Console and tap >Configurationin the Menu

Tap >Selling Pricestab and enter values for:

  • Sell Price Rounding – Whole Dollars/Dollars and Cents
  • Number of Sell Prices – the number of customer tiers you have (max 10)
  • For each Sell Price you must enter:
    • Name for the Tier (e.g. Standard, Difficult, Pensioner, Voucher, etc
    • Percentage mark-up or mark down
    • $ Value mark-up or mark down

Visit Pricing Tiers to watch a video showing you how.

I.     How do I create Special Offers & Marketing Incentives in FlatRateNOW?

Special Offers and Sales Incentives on your Website and marketing materials are built in FlatRateNOW. using Pre-Set Price Adjustments. See Pre-Set Adjustments.

To implement, visit Admin Console and tap >Pre-Set Price Adjustments in the Menu and then tap >Create.

*Note: You can create as many Pre-Sets as you like, but more than 5 is probably too much complication

J.    How do I change the costs of Excavations?

See Excavation Settings for detailed instructions.

Excavations are calculated by the cubic metre. The cost of labour multiplied by the number of hours a dig will take. Labour rates can differ for excavations depending on whether it is a mechanical or manual dig. Time to dig a cubic meeting varies between type of ground to be dug and if the dig is using a machine excavator.

Note:If it takes 10 man hours to dig a Cubic metre then you are digging at .1 cu metre/hour; 3 hours is .33 cu metre/hour. Machine excavation hourly labour rate includes hire costs for the excavator.

Visit Admin Console and tap >Configuration, tap the >Excavations tab and enter values for:

  • Machine Excavation – Concrete and/or Rock
    • Excavation Rate (cu metres/hour)
    • Cost Per Hour
    • Sell Per Hour
  • Machine Excavation – Concrete and/or Rock
    • Excavation Rate (cu metres/hour)
    • Cost Per Hour
    • Sell Per Hour
  • Machine Excavation – Concrete and/or Rock
    • Excavation Rate (cu metres/hour)
    • Cost Per Hour
    • Sell Per Hour
  • Machine Excavation – Concrete and/or Rock
    • Excavation Rate (cu metres/hour)
    • Labour Cost Per Hour

K.   How do I fix an incorrect price in my Catalogue?

You can adjust the price or the number of hours of labour for individual tasks; see Customise Task Prices.

These changes will be applied whenever the customised Task is sold.

These Adjustments can be kept secret from the customer, or advertised to the customer in their Quote and Work Order documents.

Once created, all customised Tasks are listed in >Tasks, >Customised Tasks and can be edited or deleted.

Visit Admin Console and tap >Customised Tasks in the Menu

  • Tap >Create
  • Find the Task Template that you wish to customise (search using a Task Number or a key word)
  • Tap >Edit

*Note:Matrix tasks cannot be customised like ordinary Tasks. For Matrix Tasks, FlatRateNOW applies & loading to the price of each instance inside the matrix, the cost of the task is therefore a total of instances multiplied by their loading. To customise the price of the Task, you must customise the loading that is applied to it.

Visit Admin Console and tap >Customise Loadingsin the Task Menu. Tap >Create and from the drop down list select the correct loading, and edit it. Please contact us on info@flatratenow.net if you need any help

L.    How do I change the price of a Single Task?

You can adjust the price or the number of hours of labour for individual tasks; see Customise Task Prices. These changes will be applied whenever the customised Task is sold.

These Adjustments can be kept secret from the customer, or advertised to the customer in their Quote and Work Order documents.

Once created, all customised Tasks are listed in >Tasks, >Customised Tasks and can be edited or deleted.

Visit Admin Console and tap >Customised Tasks in the Menu

  • Tap >Create
  • Find the Task Template that you wish to customise (search using a Task Number or a key word)
  • Tap >Edit

M. How do I customise Matrix Tasks

Matrix tasks cannot be customised like ordinary Tasks. For Matrix Tasks, FlatRateNOW applies & loading to the price of each instance inside the matrix, the cost of the task is therefore a total of instances multiplied by their loading. To customise the price of the Task, you must customise the loading that is applied to it.

Visit Admin Console and tap >Customise Loadingsin the Task Menu. Tap >Createand from the drop down list select the correct loading, and edit it. Please contact us on info@flatratenow.net if you need any help

N.  How do I configure Payments in FlatRateNOW?

You can choose the payment types you support. You can create new payment types as well. See Payment Settings.

Visit Admin Console and tap >Configuration, tap the >Payments tab.

O.   How do I choose my favourite Task?

80% of your income will come from the same 50 tasks. To make these easier to find you can make them Favourite Tasks. See Favourite Tasks.

To view and edit your Task Favourites, visit Admin Console and inside the >Tasks Menu, tap the >Task Favourites tab.

P.    How do I set my Product Favourites?

Every Plumber has their preferred Manufacturers and Products, FlatRateNOW offers multiple options for each Task. To make these easier for you and your Plumbers to find your preferred materials, you can choose your favourites and the will appear at the top of each list. See Favourite Products.

To view and edit your Product Favourites, visit Admin Console and inside the >Products Menu, tap the >Product Favourites tab.

Q.  How do I create Users?

See Managing Users.

There are 3 types of users in FlatRateNow:

  • Managers – view all Jobs and the Admin Console and Web App
  • Associates – view their own Jobs in the Web App
  • Administrators – view all Jobs in the Admin Console

To view and edit your Users, visit Admin Consoleand inside the >Partner Menu, tap >Users.

Visit Setting up Usersto watch a video showing you how

R.   What are the different Users allowed to do?

See Managing Users.

When managing your users, the following rules apply:

  • Every company domain has to have at least one manager.
  • Only the Manager and Administrator can view the Management Console and configure their domain.
  • Only a Manager and an Administrator can see all Jobs and Invoices in the system, Associates are limited to those Jobs they own, or that have been shared with them.
  • Only Associates and Managers are licensed to access the App view to create Quotes, Work Orders and Invoices.
  • When using the App, managers are limited to viewing the last 50 Jobs and Invoices. Anyone wanting to go further back will need to look at Email or the Management Console

S.   What happens when an Employee leaves or joins? Can I change the names of users within my Subscription?

See Managing Users.

You are limited by the number of subscriptions you have bought – you can delete a user and add another within this cap. Adding extra subscribers is easy, just call the office.