Rate cards
Build versioned price lists, schedule them, apply them to clients, and export or simulate rates.
A rate card is a versioned price list: a set of services, the modifiers that apply to them, and a formula per modifier. Only one version is active at a time; changes are made in a draft and scheduled — never on the active card. That way prices already used on invoices are never edited in place.
📷 Screenshot: The Rate cards tab.
Rate card statuses
| Status | Meaning |
|---|---|
| Draft | Editable. Not pricing anything yet. |
| Active | The live version pricing bookings. Read-only. |
| Expired | A past version, kept for invoice history and audit. Read-only; cannot be deleted. |
The rate cards list
Search with Find a rate card. Columns (all filterable and sortable): Rate card (name and version), Created on, Effective from, Effective till, Clients (how many clients it's applied to), and Status. Click a row to open the card.
The row's ⋯ menu depends on status: a draft offers Open builder and Delete draft; an active card offers View, Unschedule to draft, and Duplicate to draft; an expired card offers View and Duplicate to draft.
Building a rate card
Click Build rate card to start a draft. The builder walks you through numbered sections:
- Start from — Duplicate live (copies the active card's services and modifiers — recommended) or Blank rate card.
- Details — the Rate card name
*and the Effective from / till dates. Dates are optional while it stays a draft, but you'll set them before scheduling. The from-date can't be in the past. - Services on this card — add services from your catalogue. If the card mixes services from more than one category you'll see an advisory warning — best practice is one rate card per category, but it's not a hard rule.
- Modifiers & formulas — attach modifiers and give each a formula (see below). New modifiers start at Base × 1.5.
- Preview — a live preview of the resulting rate matrix.
Save draft keeps your work; you can come back to the builder anytime while the card is a draft.
📷 Screenshot: The rate card builder.
Modifier formulas
Click a modifier's formula chip to open the formula panel. Pick an Operation — Multiplier (base × factor), Divider (base ÷ factor), Addition (base + factor), or Subtraction (base − factor) — and a Factor, then check the Resulting rate preview against any service on the card. The formula applies to every service on this card, and it's per rate card — the same modifier can price differently on another card.
Scheduling a version
Open a draft and click Schedule (both effective dates must be set first). Scheduling freezes the base rates and makes the card read-only — it will price bookings between its effective dates. If you need to change a scheduled card before it's in use, Unschedule to draft makes it editable again.
To change prices later, use Duplicate to draft: copy the version, edit the draft, and schedule it as the next version.
Applying a card to clients
On the card's page, open Applied to clients — a searchable checklist of your clients (groupable A–Z, by City, or by County). Tick the clients this card prices and Save clients. On an active card you'll be asked to confirm, because the change takes effect immediately.
Simulating a booking
Simulate a booking answers "what would this shift cost?" without creating anything. Pick a Service, a Shift start/finish, and a Notice period; the panel shows every modifier on the card, marks the winning one Applied, and shows the final Resulting rate with a plain-language explanation.
📷 Screenshot: The booking simulator with a resulting rate.
Exporting a rate card
The Export menu on a card's page offers:
- Export as CSV — downloads the rate matrix as a spreadsheet.
- Export as PDF — opens a clean, print-ready document (title, status, effective dates, and the full services × modifiers matrix) in your browser's print dialog — choose Save as PDF to keep a copy for a client.