Adding Service Groups & Services

Your base system will  include our recommended Service Group and Services structure. You can make changes to that pre-built structure in part or entirely, as you need to or wish to. The Service Group and Service names can show on the printed Estimate, as well as any associated Invoice you create from the Job. You may wish to consider this in your naming conventions, and set-up structure of your Service Groups and Services.

This article will take you through how to add or edit Service Groups and Services. Please review this alternate article to learn about removing Service Groups and/ or Services: Removing Service Groups & Services

Add a New Internal Service

Add a New Internal Service

Go to Admin  > Service and Expense Management > Internal (Hourly) Services

You will land on the list of the Internal Services that are already in your system.  Click the New Service button in the top right.

1. Enter the name of the Service. The system will assign a Code - you can edit this, if you wish.

2. The new Service will be set to an Active status.

3. Optionally add a description. Text entered in this field will carry through to the Estimate/ Job each time this Service is selected.

4. If you have Taxes set up, you can also select any taxes that would apply to this Service.

Click Create Service if you're done, or Create & Add Another Service, should you have more to add to the system.

This Service will then need to be added to a Service Group (instructions below) in order for it to be available in the Estimating process.

Add a New Internal Expense

Add a New Internal Expense

Go to Admin  > Service and Expense Management > Internal Expenses ($/unit Sold)

You will land on the list of the Internal Expenses that are already in your system.  Click the Add Expense button in the top right.

1. Enter the name of the Expense. The system will assign a Code - you can edit this, if you wish.

2. The new Expense will be set to an Active status.

3. Enter the amount YOU pay per item, ie. your cost for each item.

4. Optionally add a description. Text entered in this field will carry through to the Estimate/ Job each time this Expense is selected.

5. If you have Taxes set up, you can also select any taxes that would apply to this Expense.

Click Create Expense if you're done, or Create & Add Another Expense, should you have more to add to the system.

This Expense will then need to be added to a Service Group (instructions below) in order for it to be available in the Estimating process.

Adding a New External Expense

Adding a New External Expense

Go to Admin  > Service and Expense Management > External Expenses (% Mark Up)

You will land on the list of the External Expenses that are already in your system.  Click the Add Expense button in the top right.

1. Enter the name of the Expense. The system will assign a Code - you can edit this, if you wish.

2. The new Expense will be set to an Active status.

3. If Use as Admin Fee is selected, then this particular expense will be used to apply a percentage markup to all the Internal Services for the Service Group that it is added to (in the Estimate). See this article for directions: Using an External Expense as an Admin Fee

4. Optionally add a description. Text entered in this field will carry through to the Estimate/ Job each time this Expense is selected.

5. If you have Taxes set up, you can also select any taxes that would apply to this Expense.

Click Create Expense if you're done, or Create & Add Another Expense, should you have more to add to the system.

This Expense will then need to be added to a Service Group (instructions below) in order for it to be available in the Estimating process.

Adding Rates for New Services and/ or Expenses

Adding Rates for New Services and/ or Expenses

Whenever you add new Internal Services, Internal Expenses or External Expenses, you should also add rates across all of your rate cards. If you use Staff Rates, those will also need updating. Navigate to Admin > Rate and Staff Management > Service Rates and Markups.

Adding a New Service Group

Adding a New Service Group

Go to Admin >  Service and Expense Management > Service Groups

You will land on the list of the Service Groups that are already in your system.  Click the Add Expense button in the top right.

Click New Service Group in the top right.

1. Enter the new Service Group Name. The system will assign a Code - which you can edit as you wish.

2. The new Service Group will be set to an Active status.

3. Optionally add a description. Text entered in this field will carry through to the Estimate/ Job each time this Service Group is selected.

4. Choose to limit the use of the Service Group to a certain office or offices.

Click Create Service Group when ready.

From the Service Group Details page, choose the Service List tab. Now, you can choose which of your Internal Services, Internal Expenses, and/ or External Expenses, should be a part of this Service Group.

Click Add a Service.

Drill into any Internal Services, Internal Expenses, or External Expenses to add them to this group. Click Add Services & Expenses when done.

The new group will now be populated, active, and available for use when creating new work in your system.

Editing Current Service Groups or Services

From the list view of any of your Services, Expenses or Service Groups, click the name of the item you wish to change.

Click Edit Details.

Change information on any of the available tabs - Basic Info, Service Rates, and Applicable Taxes.

A Little More on Naming Your Service Groups & Services

The structure and naming of Service Groups and Services that come with your system may need no, or very little tweaking to suit your agency. Something to bear in mind though - the names do appear on Estimates, as well as Invoices. As such, you may wish to name things in a way that are suitable to be client-facing, and not just for internal use.

Above, we're using a Freelancer on this proposed work, but perhaps this isn't something we would not want our client to see here, or on the Invoice. Perhaps we would not want the client to see that we use external resources at all.

You could choose to rename terms like "External Expenses" to something more client-facing. You could also choose to organize external resources under the Agency Services (for example) Service Group.

Repeat these steps to get your Services and Expenses set up to match your agency needs. And please reach out to us with your questions or concerns: support@functionpoint.com

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