For agencies💵 Billing & Payouts
Change your rates: now, backdated, or on a future date
Raise or change a customer's rates so the right jobs bill at the new rate, whether the change starts today, started in the past, or starts on a future date.
Rates in OneTerp have no start date. When you save a new rate, it applies straight away to every job that has not been approved yet, whatever day the job was on. The closeout only records times, travel, and expenses: the price is worked out from the current rates right up until you approve the job, and approving is what locks it in. Invoiced jobs never change. So the timing is controlled by WHEN you change the rate and WHICH jobs you have approved by then.
Step by step
- 1Effective now: first approve every job that should stay at the old rate (Billing, Pending Review). Anything still waiting there will pick up the new rate. Then update the rates on the customer's Manage page, Billing Rates tab.
- 2Starting in the past: approve or invoice every job from before the start date. Then find any job on or after the start date that you already approved at the old rate. Those sit on the Build Invoices tab: open each one and click "Send back to Closed-out (undo audit)". Now update the rates, return to Pending Review, check a couple of the re-priced jobs, and approve them.
- 3Starting on a future date: leave the old rates in place until then. On or after the start date, approve every job from before it that is still in Pending Review, then update the rates. A job the day before that has not been closed out yet can be approved as soon as its closeout comes in, as long as you do it before you change the rate.
- 4Wherever you change a rate, check the customer's billing groups too. A group with its own rate wins over the customer's, so update those as well.
- 5Build and send invoices as usual.
Tips
- If the change covers several customers (for example one organization set up as three customers), change every customer's rates before you approve anything, so no job gets approved at the old rate partway through.
- A job can't be approved until its interpreter submits the closeout. Old-rate jobs still under Awaiting closeout when you change the rate will price at the new rate, so check that sub-tab first.
- Missed one? You can still set a single job's customer charge by hand in its billing detail before you approve it, instead of undoing a whole batch.
- A job invoiced at the old rate by mistake can be pulled back with "Send back to Audited (remove from invoice)", then un-approved as above. If that invoice already went to the customer, a credit or adjustment is usually cleaner.
- Undoing an approval does not reverse an interpreter payout that was already batched or paid. You will be warned if that applies.
- Interpreter pay rates follow the same rule: pay is locked when the job is approved, so the same timing applies when you change what an interpreter earns. Changing a customer's rate never changes interpreter pay.
- "Check billing" on the booking form or dispatch card always shows the current rates, so a future job will show the old rate until you make the change.
Related articles
Still need help?
If this article didn't solve it, submit a ticket and the OneTerp team will follow up.
Submit a ticket