Using the Adjusted Estimate Rate Feature

There is a System Preference setting in your fp. system that we point out sparingly - using it is not part of a workflow we would recommend, but we recognize that some users want this option, so it is available.

The setting to have your system use the Rate from the associated field on the Estimate be used as the billable value of timesheets is either entirely on, or entirely off. You cannot have it on for some work, and off for other work - so use this setting carefully.

If you choose to over-write the Rate fields on your Estimates, and need that value to be then used as the applied billing rate, please review this article to learn the steps to set this up.

Where to Activate/ De-Activate this Feature

Where to Activate/ De-Activate this Feature

From the Admin menu, choose System Set-Up > System Preferences.

Navigate to the tab called Bill.

The field name is Use Adjusted Estimate Rate:

  • With this box ticked, the billable value of time tracked pulls from the amount inputted to the Override field on the Estimate for the open Job
  • With this box un-ticked,  the billable value of time tracked pulls from the Service or Staff Rates, even if you have entered a different value into the Override field on the Estimate for the open Job

Click Submit to save any changes to this page. This setting will now be in effect for any newly created Timesheets for active Estimates/ Jobs.

How fp. behaves when you Estimate by Service Rates and this setting is OFF

When building an Estimate, you are required to select one of your Rate Categories. Doing so, impacts the values of your active Services and Expenses.

On the Estimate Services tab, the values of the selected Rate Category will pull to the 'Rate $' column. As I add estimated hours, units or costs to the selected Services and Expenses, they are multiplied by the Rate to build out the Estimate Total.

When this Estimate becomes a Job, and I track time to one of the Internal Services, the Service Rate will determine the billable value of the timesheet. In other words, an hour tracked to Copywriting, which has an hourly Service Rate of $125, equals a Timesheet value of $125.

Even if I were to over-write the Service Rate for Copywriting on the Estimate, the Timesheet value would always be $125 per hour. In this scenario, the system is not looking at the Estimate for the Timesheet value, but at the Rate Category.

How fp. behaves when you Estimate by Service Rates and this setting is ON

With the Adjusted Rate setting on, if I overwrite the Rate value on the Estimate, then it will impact Timesheets. Let's overwrite the hourly value for Copywriting from $125/ hour, to $139/ hour, and save the change.

I track another hour to this Copywriting Service.

And we can see that the value I changed on the Estimate is now the one being used on the Timesheet as the billable value. In this scenario, the system is not looking at the Rate Category for the Timesheet value, but at the Estimate's 'Rate $' column.

How fp. behaves when you Estimate by Staff Rates and this setting is OFF

When you estimate using Staff Rates, that person's rate will pull to the 'Rate $' column. As you add estimated Hours to the Service, they are multiplied by the Staff Rate to build your Estimate Total.

My hourly rate for Copywriting is $125/ hour, and Marc's is $35/ hour, producing a blended rate of $80/hour [125 + 35 / 2].

When this Estimate becomes a Job, and I track time, my Staff Rate will determine the billable value of the timesheet. In other words, an hour tracked to Copywriting, which has an hourly Staff Rate of $125, equals a Timesheet value of $125. In this scenario, the system is looking at my Staff Rate for this Service to determine the billing rate.

How fp. behaves when you Estimate by Service Rates and this setting is ON

How fp. behaves when you Estimate by Service Rates and this setting is ON

With the Adjusted Rate setting on, the blended rate that is forged from the different Staff Rates is used as the value of my Timesheet. Above, I track another hour to the Copywriting Service.

We can see that the blended rate on the Estimate is now the one being used on the Timesheet as the billable value. In this scenario, the system is not looking at my Staff Rate for the Timesheet value, but at the Estimate's 'Rate $' column.

Given the impact of this setting to your work related financials, we again urge you to use it carefully if at all. And we welcome your questions or concerns: support@functionpoint.com

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