If you need to charge differently a specific visit of a service based on a specific day, on a specific time period of the day, or if the day is a holiday, you don't need to create different Bill Codes for this. For the same Bill Code, you can now enter different rates depending of the day, the time of the day, or if the day is a holiday.
Step 1. Access the list of Bill Codes via the Accounting settings
Go through Accounting > Global Settings (1) > Bill Codes (2)
Step 2. Create a new Bill Code and define the default rate as usual
From the Bill Codes list, click on the "Add Bill Code" button (1)
Define the Bill Code summary (2) and then the default Rate (3).
Step 3. Define time specific rates for the Bill Code
If for the same Bill Code, you want to override the default rate based on the day and time of visits, you can add as many as time specific rules.
After setting the default rate, the "Add Time Specific Rule" button (1) is enabled. When clicking on it, the Rule setup section appears.
For each Time Specific Rate, you need to define first the rate (2) that will be applied based on day and time constraints.
Then you can set a combination of days (3), time (4), and holiday constraints (5). This setup will allow the system to find the right rate when invoicing, depending of the visit start time.
Once you're happy with the Time Specific Rate, you can save it (6).
Step 4. Review and Reorder the time specific rules
Once you added all your Time Specific Rates, you can still edit or delete some of them (1), but the most important thing is to order them correctly.
To order them, you can drag and drop them clicking on the icon (2) at the far left of each Time Specific Rates.
When billing a visit, the system will look if the matching Bill Code has some Time Specific Rates. If so, it will check in order the rules to see if one of them is matching the visit time.
The matching is done based on the visit start time.
If no Time Specific Rates is matched, the Default Rate will be applied.
Examples based on the screenshot above:
- A visit happening from 19h00 to 20h00 on a Sunday, not being a holiday, will be billed 20 per hour, as the weekend rule ("Sa, Su, all day") rule is above the evening rule ("Everyday, from 18:00 to 23:59").
- A visit happening a holiday will always be billed 25, whatever the day and the time of the visit, as the Holiday rule was put first.
- A visit starting at 23h30 on a Monday and finishing on a Tuesday at 00:30, not being a holiday, will be billed 14 per hour as the visit is not happening on a holiday or during the weekend, and the start time of the visit overlap with the evening rate ("Everyday, from 18:00 to 23:59").
- A visit on a Tuesday from 14h00 to 15h00, not being a holiday, will be billed 12 per hour, which is the Default Rate, as no Time Specific Rate is matching with the visit.
Step 5. Save the Bill Code and see the time specific rules on the Bill Codes List
Once you're happy with the Bill Code setup, you can save it.
You can identify a Bill Code having an effective rate with Time Specific Rates if there is a Warning icon next to the effective rate of the Bill Code (1). If you mouse hover on the icon, you can see the Time Specific Rates ordered by priority (2).
Note 1: You can do the same setup when you add a new effective rate to an existing Bill Code, in the Bill Code Edit Dialog.
Note 2: If the rate of the Bill Code is overridden at the Client level, the time specific rates of the Bill Code will be ignored so the rate defined for this client only is always used when generating their invoice. See this article to learn how to to override the rate of a bill code at the client level.