Prices tell Fieldfare what each job is worth. Staff costs tell it what the work costs you. Put the two together and Reporting shows where you make money, by client, by staff member and by type of work.
Three ways to price a job
Prices live on the Pricing tab of Contracts & Pricing, with Recurring and One-off jobs listed separately. Each job's price box offers its client's contracts, your templates and Own price.
- Contract: the job takes its share of the contract's value.
- Template: a saved price such as a standard lawn cut. Change the template and every job using it changes too.
- Own price: an amount for that job alone.
How prices are charged
Recurring jobs can be charged Per visit, Per month, Per year or Per hour, and one-off jobs per visit or per hour. Monthly and yearly prices are spread across the visits a recurring job makes. Per hour counts each person's time, so two staff for two hours is four hours.
Prices save as soon as you change them. The One-off list shows jobs from the last 60 days and the next 90.
Target and default rates
Two rates sit above the price list. The target is what you aim to earn per person-hour, and jobs below it are marked. The default rate is used for per-hour jobs with no rate of their own.
Use the filter to show jobs that are Not priced or Below target.
VAT and prices
If your business is VAT registered, every price, template, rate and contract value is entered including VAT, the same as your invoices. The labels say inc. VAT so it's clear. If you're not registered, prices are just prices. New businesses start as not VAT registered.
Staff costs and billing rates
Each staff member has an Hourly cost (£) under Pay and costs on their team profile. That's what an hour of their time costs you, and it's what Reporting uses for staff cost.
A billing rate is a template for a type of staff, such as gardener or team lead, with an hourly rate and the pay item, tracking label and nominal code your accounts use. Set them up under Staff rates in the ⋯ menu on Contracts & Pricing, then choose one for each person. They fill in the billable and payroll columns in timesheet exports.
What Reporting shows
Reporting in the Financials menu covers a Day, Week, Month or Year, compared with the period before. It follows the division picked in the menu.
- Overview: Work done (the value of completed jobs), Staff cost, Margin, Earned an hour, and money Collected and Owed now.
- Work: jobs done and not done, time on jobs against plan, clocked time against time on jobs, and the work broken down by client, staff and type of work.
- Money in: invoiced, collected, owed and overdue, plus your quotes.
- Contracts: each live contract's value, what it has earned so far and its rate an hour.
How the figures are worked out
Staff cost is each person's paid time multiplied by their hourly cost. Paid time is their clocked day, or their job timers if they don't clock in. Margin is work done less staff cost.
Jobs with no price add nothing to work done, and people with no hourly cost add nothing to staff cost. The tiles tell you when either is missing.
Key workflows
Price your jobs
Financials › Contracts & Pricing › Pricing
- Select the Pricing tab, then Recurring or One-off.
- In a job's price box, pick a contract, a template or Own price.
- For an own price, type the amount and choose how it's charged.
- Select Edit beside the rates to set your target and default.
Set what each person costs
Team › staff member › Edit
- Open the staff member and select Edit.
- Under Pay and costs, enter their Hourly cost (£) and choose a Billing rate.
- Select Save changes.
Export for your own analysis
Settings › Exports
- Choose Jobs for the Visits or Recurring jobs file, or Timesheets for Staff days.
- Set the dates and format.
- Select Download.
Questions
Can staff see prices or what other people cost?
Only if their role has Billing rates access, which staff and subcontractors don't have by default. Price columns are left out of exports for anyone without it.
Why does Reporting say jobs have no price?
Some completed jobs aren't priced, so they add nothing to work done. On the Pricing tab, filter by Not priced to find them.
What's in the analysis exports?
Visits has a row per visit with its plan, staff, timer time and price. Recurring jobs averages each recurring job's visits. Staff days sets each person's clocked day beside their time on site and travel between jobs.
What does Earned an hour mean?
It's the value of completed jobs that staff timed, divided by the person-hours timed on them. Jobs with no timer time are left out, so it isn't skewed by missing times.