New to using Production Rates? Check out this introduction to learn the basics first!
What is a Rate Category?
Rate Categories are a great way to organize your production rates. You can group multiple production rates within each category.
Example:
Rate Category: Exterior Siding
Rates (surfaces) within the Category: Stucco, Vinyl, Brick, etc.
Adding a Rate Category
1. Go to your Account Settings > Production Rates > Rate Categories section. Click the +Add New Rate Category button.
2. A window will pop up, allowing you to enter a Label (name) for the category. You can also use the drop-down arrow to select the estimate types that the rate category should be associated with.
Rate Category Organization
When creating an estimate, the order in which the rate categories appear is determined by their arrangement in the settings. To optimize your workflow, we recommend rearranging the rate categories so that the ones you frequently use are positioned at the top of the page. This is particularly helpful when working on smaller screens like an iPad or phone, as it allows for easier access to your preferred options.
To rearrange the categories, simply use the "drag & drop" functionality. Click on a category, hold it for a moment, and then move it to the desired spot using your cursor.
Production Rates
What is a Production Rate/Surface?
A production rate is a calculation that helps you estimate the time required to paint a specific surface. To determine this, we consider two variables, such as square feet per hour, linear feet per hour, or hours per item.
A production rate can also help you determine the pricing for a particular surface. In this case, you might use variables like $/sqft or lnft, or $/item.
These calculations serve as valuable tools to gauge both time and cost for your projects.
Adding a New Rate
Let's get started adding rates by following these simple steps:
First, choose your desired rate category from the options available. Once selected, click on +Add New Rate to begin.
A window will pop up, allowing you to enter all the necessary information related to the rate.
Naming Your Rate
Label or Name: This is the internal label that you'll see when you're building the estimate. It's important to note that it will only appear on the work order and won't be visible to your customers. So feel free to use whatever description makes sense to you and your team.
Client Label: This is the external label that will be shown on the estimate itself. It will also appear on the work order, and most importantly, your customers can see this name. Make sure it's clear and easily understandable for them.
💡 Tip: If you happen to leave the client label box blank, no worries! The system will automatically use the Internal Label on the estimate. You can also customize the Client Label! This feature comes in handy when you have different names to identify rates.
Example:
Label: 6x1 Window
Client Label: Window Frame
When your customer views the estimate, they will only see the description "Window Frame." However, when you're in the process of creating the estimate, you'll have full visibility to see the specific details, such as "6 x 1 Window."
Rate Calculation
When calculating rates, you have the option to use one or two variables to determine the time or price for a surface (using two variables is the most common).
We highly recommend using hours as one of the variables. This way, you can easily figure out the number of hours needed for a particular surface. If you're interested in mastering time-based estimating +Learn more here.
You can set different rates for varying numbers of coats. Just keep in mind that the rate you input will be for the total number of coats, not just the additional coat. So, for example, if you have a 2-coat rate, that covers both the first and second coat. +Learn more here.
Select a default number of coats for the rate. It will automatically use this coat number, but you're always free to adjust it within the estimate. +Learn more here
For time-based estimating, you'll be working with measurements like sqft/hr, lnft/hr, or hr/item. In this example, let's say you're focusing on walls, and you've set it up as sqft (walls) per hr. So, for instance, you can paint 125 sqft (1 coat) per hour on walls. When it comes to 2 coats, the rate adjusts to 85 sqft/hr since you'll be covering a bit less surface while using the same amount of time (1 hr).
Our production rate calculations for coats include the full number of coats, not the rate for the additional coat. Learn more.
For an item rate like a window or door, the rate will increase as the number of coats increases since it will take you longer to paint the surface as you add more coats.
1 coat: 0.5 hr/item (30 min)
2 coats: 1 hr/item (1 hour)
3 coats: 1.5 hr/item (1.5 hours)
4 coats: 2 hr/item (2 hours)
Rates That Don't Use Coats
If you're working with rates that don't involve coat numbers, like tasks such as prep work or installing hardware, all you need to do is uncheck the use coats to calculate rate checkbox.
Default Products
If you would like the number of gallons and/or material price to automatically calculate for each surface, you will need to add a default product. This is especially important if you price your materials separately from your hourly rate. You can always select a product within the estimate, but for efficiency, associate your most commonly used products with your production rates.
The list of products you can choose from is taken from the Products section in your account settings, which has coverage rates. If the rate you are working with requires a different coverage rate, enter it in the box. If left blank, the coverage rate from the product will be used.
For instance, let's say you have different rates for painting siding - one for brush and roll, and another for spray. Naturally, these methods may have different product coverage rates. By specifying the appropriate coverage rate, you can ensure accurate calculations.
Descriptions
You have the option to add default descriptions to your production rates. These descriptions come in handy and can provide valuable insights to both your customer and crew.
Area View: This description will appear under the area when your estimate is in area view. To make it even more helpful, try to be as specific as possible.
Substrate View: When your estimate is in substrate view, this description will be displayed under the substrate.
Crew Note: This default note is associated with the surface and will only appear on the work order for your team to see. It's a great way to share specific instructions, reminders, or any other important details that your team needs to be aware of.
Advanced Options
Advanced options are designed to give you even more control over your rates. Enabling these checkboxes will set specific default options for your rates. Remember, you always have the flexibility to disable or customize these options on the estimate itself.
Here's a breakdown of our advanced options:
Hide From Customer: Check this box if you want to keep the rate (surface) hidden from the customer on the estimate. It's perfect for items like travel time or preparation rates that you want to charge for but prefer not to display separately.
Show Coats: Check this box to reveal the number of coats applied to the surface on the estimate.
Show Price: The estimate displays the area/room price by default. However, checking this box will show the individual price of the surface, allowing for greater transparency.
Use Custom Hourly Rate: Here's where you can set a custom hourly rate for a particular surface or production rate. It's especially useful when you have specific cases, such as carpentry or miscellaneous rates that warrant a higher hourly charge.
Saving Your Rate
After putting the finishing touches on your rate, just hit the Confirm button, and your rate will be seamlessly added to the rate category. Feel free to repeat and add as many rates as you need.
Keep in mind that the rates listed at the top will also be the first ones shown when selecting them on the estimate. So, if you have any special priority rates, make sure to arrange them accordingly. You can easily customize the order of your rates by simply dragging and dropping them to the perfect spot.
Once you've fully built out your rate category – hit the Done button followed by the Save button to ensure your rates are securely stored!
Feel free to reach out to our Support Team if you have any questions