Pricebooks are set up to make invoicing easier for all ShiftCare users. We’ll walk you through how it works and how it’s set up in this article:
Note: You need Admin permissions to make any changes to Pricebooks.
Pricebooks vs Prices
Pricebooks are compilations of prices that you charge clients, not the amount you pay your staff.
Prices are what you charge a client by the hour or at a fixed price for a service provided. These prices can vary depending on the time of day, whether it is a weekend or not, and whether it is a holiday or not.
Pricebooks, on the other hand, are compilations that contain these different variations in prices for the same service or client.
Here’s what it looks like on the platform:
Now that you have an idea of what a pricebook is, let’s add one to your ShiftCare account!
Adding Pricebooks
To create a pricebook:
Select the 'Account' tab from the sidebar menu to open the drop-down menu. In the drop-down menu, select 'Price Books'.
This will direct you to the Prices page. Click on the blue '+ Price book' button at the top right of the page.
This will open a pop-up window asking you to fill out the name of your new pricebook. This will appear on the invoice, so most of our clients use the name of the service to name the pricebook.
You can also tick the 'Fixed Price Only' checkbox if you want the cost of the shift to be the same regardless of the length of the shift (e.g., for a sleepover shift).
If you have EVV enabled, you can create an EVV-required price book. Tick the 'EVV required' checkbox and fill out the necessary information.
Click 'Create' once all the details are filled out.
You have now created a pricebook! But it won't be complete without prices, so read on as we walk you through the steps on how to add prices.
Adding Prices
Here's how it works. To add a price to a pricebook:
Click 'Edit' on the right-most side of the pricebook that you'd like to add prices to.
Click 'New Price'. This will add a new row with default values at the top of the table.
Prices are displayed and described in different columns. In edit mode, you can click on and modify each section.
Day of week - Select the appropriate option from the drop-down menu (Weekdays, Saturday, Sunday, and Public Holidays). By selecting specific days of the week, you can set a premium rate for weekends and public holidays.
Time - You can choose the timeframe corresponding to the day specified. For example, if your business operates 24 hours a day with a premium price for after-office hours, you can specify individual blocks of time and set specific rates for each of them.
Per hour - This is the hourly rate that you'd like to set based on the specified day and time.
📝Note: Clients can't be invoiced for work done outside specified timeframes in the pricebook. It is important to cover all hours and days that your organisation offers its services and programs.Per Mile - This is the rate that is charged to the client per mile traveled by the carer.
Effective Date - You can specify the date when the new rate takes effect.
📝Note: When prices require updating, make sure that you create a New Price with a new effective date. DO NOT edit the old price, as this will override your previous pricing in all shifts.
Click 'New Price' to add another row with default values. Alternatively, you can click 'Copy' to duplicate the selected price line's values in a new row. Do this until you have enough prices to cover all service days and hours.
When you're done, click 'Save'.
Learn how to assign multiple price books to clients and set configuration rules and limits in this guide.
Editing Prices
To edit prices, you can follow the steps outlined in the Adding Prices section above, and simply skip step 2.
To edit the pricebook, click the pencil icon beside the name of the pricebook. This will bring up the 'Edit Price Book' pop-up window.
External ID - this can be used as your internal or ledger code for exporting purposes.
Xero Invoice Prefix - You may leave this blank if you're not using Xero.
Fixed Price Only checkbox - Tick this checkbox if you want the cost of the shift to be the same regardless of the length of the shift (e.g., for a sleepover shift).
Provider Travel checkbox - Tick this checkbox to include labour-based provider travel.
Read this guide to learn how to assign and manage one or more client authorizations per pricebook.
For further assistance with Setting up Price books, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.