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Create and Edit Global Rates

Add a category of standard prices under Settings, then edit, archive or restore those rates when your pricing changes.

For: Admins and managers · Permission: Manage Account Settings and Manage Rates · Time: ~5 minutes

Quick summary

  1. Go to Settings › Pricing & Rates and open the Global Rates tab.
  2. Click + New Global Rate.
  3. Enter a Category Name and Description.
  4. Add each rate with a name, description and amount.
  5. Click Create. To change a category later, click the pencil on its row.

Before you start

  • You need a role that has the Manage Account Settings and Manage Rates permissions. Admins have them. Without Manage Rates you can't save a category.
  • Confirm the standard price for each service you offer.
  • Staff pick these rates when they add a work item to a service order, estimate or invoice.
  • Decide how to group the rates. A category holds related rates, such as all suspension and steering work.

Open Global Rates

Go to Settings › Pricing & Rates and click the Global Rates tab. The page has three tabs: Active Rates, Archived Rates and Time-Based Rates. Use the search box to find a category or rate by name or description. If QuickBooks is connected, Active Rates also shows a QuickBooks account column with the account each rate posts to, and an All labor posts to line above the table. See How Parts, Labor and Fees Map to QuickBooks Items.

Global Rates page with the New Global Rate button, search box and the Active, Archived and Time-Based tabs

Time-based labor rates are set on the Time-Based Rates tab. See Set Up Time-Based Labor Rates. This article covers the category rates on the other two tabs. The Time-Based Labor Rate row at the top of Active Rates has a pencil too, but it opens the Time-Based Rates tab, not the Edit Rate window.

Create a category with its rates

  1. Open the form. Click + New Global Rate. The window is titled Create Override Rate.
  2. Name the category. Enter a Category Name, for example Suspension and Steering Services.
  3. Describe it. Enter a Description that says what work the category covers. It is required and needs at least 5 characters. The category name needs 3 to 50.
  4. Add the first rate. Fill in Rate Name, Rate Description and Amount, for example Air Suspension Replacement, Replace defective air bag, inspect air lines and 525.00.
  5. Add more rates. Click + Add Additional Rate for each one, such as Shock Absorber Replacement.
  6. Save. Click Create. Click Cancel to close the window without saving.

Create Override Rate window with a category name, description and one rate with an amount of 525.00

Type the amount with the decimal point, like 525.00. Typing digits only, such as 525, can fill the field as 5.25.

Edit a category or its rates

  1. Find the category on Active Rates. If the description is long, scroll the table sideways to reach the end of the row.
  2. Open it. Click the pencil icon. The Edit Rate window opens.
  3. Change what you need. Edit the Category Name or Description. Change any rate's name, description or amount. Click + Add Additional Rate to add a rate to the category.
  4. Save. Click Update.

Edit Rate window with an Archived switch beside the category name and one beside each rate

Archive a rate or a whole category

Archive what you no longer use instead of deleting it.

  1. Open the category with the pencil icon.
  2. To archive one rate, turn on the Archived switch at the end of that rate's line.
  3. To archive the whole category, turn on the Archived switch next to the Category Name.
  4. Click Update.

An archived rate's fields are locked. Turn its Archived switch off to edit it again.

An archived category moves to the Archived Rates tab. An archived rate stays in its category and shows an archived badge.

Restore an archived category

Open the Archived Rates tab and click Activate at the end of the category's row. It returns to Active Rates.

Archived Rates tab with the Activate button at the end of the archived category's row

Troubleshooting

SymptomLikely causeFix
You can't find a categoryIt's archivedOpen Archived Rates and click Activate.
The pencil icon is out of viewThe table is wider than the windowScroll the table sideways.
The amount shows 5.25 instead of 525.00You typed digits without a decimal pointRetype the amount as 525.00.
Create or Update is greyed outA required field is empty or too shortCategory Name needs 3 to 50 characters and Description at least 5. Every rate needs a name and an amount.
The form won't accept the category nameA category with that name already exists, maybe on Archived RatesOpen the existing category with the pencil, or click Activate on Archived Rates, instead of creating another.
"Permission denied: ManageRates." when you saveYour role lacks the Manage Rates permissionAsk an admin to change your role or to save the change.

FAQs

Can I set different rates for one customer?
Yes. Global rates are your defaults. Each customer company has a Company Rates tab where you can override them. See Set Company Rates and Customer Billing Overrides.

Can I rename or reprice a rate?
Yes. Open the category with the pencil icon, change the field and click Update.

Can I add a rate to an existing category?
Yes. Open the category, click + Add Additional Rate and click Update.

Can I bring back an archived rate?
Yes. Open the category with the pencil icon and turn its Archived switch off. For a whole archived category, use Activate on the Archived Rates tab.

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