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Setting up Pricebooks
Setting up Pricebooks

In this article, we’ll cover how you can set-up pricebooks, prices, and charge clients with ease on ShiftCare.

Matt McCann avatar
Written by Matt McCann
Updated over a week ago

Overview

We have Pricebooks to make invoicing easier for all ShiftCare users.

Pricebooks are compilations of prices that you charge clients, not the amount you pay for staff.

We’ll walk you through how it works, and how it’s set up in this article. But first, here are some reminders before we get started:

You need Admin permissions to make any changes to Pricebooks.

Pricebooks vs Prices

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 the 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 how 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:

  1. Select the Account tab from the left-hand navigation to open the drop-down menu.
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  2. In the drop-down menu, select Prices.

  3. This will direct you to a new pricebook page. Click on the Actions button from the top right of the page.

  4. Select Add Price Book.

  5. This will open a pop-up window, asking you to fill out the details needed for a new pricebook.


    You'll then be asked to fill out the following details:

    • Pricebook Name - You are free to set any name for the pricebook. Note that this will appear on the invoice, so most of our clients use the name of the service to name the pricebook.

    • External ID - this can be used as a ledger code. (for exporting purposes)

    • Xero Invoice Prefix - You may leave this blank if you're not using Xero.

    • Fixed Price Only checkbox - If you'd like to use fixed price instead, tick this checkbox.

    • Provider Travel checkbox - this tags the pricebook name with the provider travel tag. This means it's pricing for labor-based provider travel.

  6. Click Create once all details are filled out.

Your pricebook is now created. 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:

  1. Click Edit on the right-most side of the pricebook that you'd like to add prices to.

  2. Click New Price.

  3. This will add a new row with default values at the top of the table.
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  4. Prices are displayed and described in 8 different columns. On Edit mode, you will be allowed to click and modify each.
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    • Day of week - You can choose from the drop-down between Weekdays, Saturday, Sunday, and Public Holidays. Then, set a premium price for weekends and public holidays.

    • Time - You can choose the timeframe corresponding to the day specified. Does your business operate 24 hours a day, with a premium price for after-office hours? You can specify each time frame and set a specific rate for each of them.

    • Per hour - This is the 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 organization offers its services and programs.

    • Reference Number (per hour) - This is a reference number assigned to the hourly rate and is used for invoicing

    • Per Mile- This is the rate that is charged to the client per mile traveled by the carer.

    • Reference Number - This is a reference number assigned to the rate per mile if a carer has to travel, and is also used for invoicing

    • Effective Date - This answers the question: when will the specified rate start to take effect?
      📝Note When prices require updating, ensure 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.

    • Multiplier - This can be best used if a carer offers the service to more than one client at a time. Please contact our Support team if you would like to set up ratio pricing in ShiftCare.
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  5. When you're done, click Save.

Editing Prices

To edit prices, you can follow all the steps in adding prices, and simply skip step 2.

By selecting specific days of the week, you can set a premium rate for weekends and public holidays.

That is all for Setting Up Pricebooks. You can add as many Pricebooks as you need.

If you need more help, feel free to reach out to our Support Team through chat or email us at support@shiftcare.com.

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