Production Rates Overview
Comprehensive guide to creating and organizing production rates, rate categories, variables, coats, products, descriptions, and advanced options.
Production rates in PaintScout define how long it takes to paint a surface or how much it costs per unit. Configuring your rates in account settings lets PaintScout automatically calculate labor time and pricing when you build estimates.
New to using production rates in your estimations? Check out this helpful introduction >
Rate Categories
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 for the category. You can use the drop-down arrow to select the estimate types that the rate category should be associated with.
Find your Rates Faster
When creating an estimate, the order in which the rate categories (and therefore your rates!) appear is determined by their arrangement in the settings.
Pro tip: To optimize your workflow, we recommend rearranging the rate categories so that the ones you frequently use are 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.
Production Rates
What Is a Production Rate?
A production rate is a calculation that estimates the time or cost to paint a specific surface.
Time-based rates use variables like sqft/hr, lnft/hr, or hr/item
Price-based rates use variables like $/sqft, $/lnft, or $/item.
PaintScout uses these rates to automatically calculate labor and pricing on estimates
How Do I Add a New Rate?
1. First, choose your desired Rate Category. Once selected, click on +Add New Rate.
2. Now, you can enter all of the information related to your new rate. Let's break this down:
Naming Your Rate
Internal Label: The name you and your team see when building an estimate. This appears only on the work order and is not visible to customers.
Client Label: The name shown to customers on the estimate and work order. If left blank, PaintScout uses the Internal Label instead. This is useful when your internal name differs from what customers should see.
Example: Internal Label: 6x1 Window Client Label: Window Frame
When your customer views the estimate, they will only see "Window Frame." However, when you're in the process of creating the estimate, you'll see the specific details - "6 x 1 Window."
Rate Calculation
Variables: Input the two variables that will determine the time or price for a surface to be painted (it's also possible to use one variable, though two is most common). We recommend using hours as one of the variables as you can easily figure out the number of hours needed for a particular surface. Learn more about time-based estimating here >
Coats: You can set different rates for different numbers of coats, but keep in mind that the rate you input will be for the total number of coats, not just the additional coat. So if you have a 2-coat rate, that covers both the first and second coat. Learn more here >
Default Coats: Select a default number of coats for the rate. When creating an estimate, this coat number will automatically appear, but you're able to adjust this directly within the estimate. Learn more here >
As an example, let's say that you're focusing on Walls, and you've set it up as sqft (walls) per hr.
If 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).
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)
If you're working with rates that don't use coats, such as prep work or installing hardware, all you need to do is uncheck the "Use coats to calculate rate" checkbox.
Default Products
Add a Default Product to have PaintScout automatically calculate gallons needed and material cost for each surface on an estimate. This is essential if you price materials separately from labor.
Pro tip: Associate your most commonly used products with your production rates. Remember that you can always select a different product within a particular estimate.
Product Name: The list of products you can choose from is taken from the Products section in your Account Settings.
Coverage: If you have entered coverage rates for your products in your Settings, this will populate. If the rate you are working with requires a different coverage rate on this particular estimate, enter it in the box. Learn more about coverage rates here >
For instance, let's say you have different rates for painting siding - one for brush and roll, and another for spray. These methods may have different product coverage rates.
By specifying the appropriate coverage rate, you can ensure accurate calculations.
Descriptions
Add default descriptions to your production rates to provide details to customers and crew.
Area View: Appears under the area when the estimate is in Area View. Be as specific as possible about the surface.
Surface View: Appears under the surface when the estimate is in Surface View.
Crew Note: Appears only on the work order for your team. Use this for instructions, reminders, or details hidden from customers.
Advanced Options
Advanced options give you more control over how each rate behaves on estimates. These checkboxes set defaults that you can override on individual estimates.
Hide From Customer: Hides the surface from the customer on the estimate. Useful for travel time or prep rates you charge for but do not want to display.
Show Coats: Displays the number of coats applied to the surface on the estimate.
Show Price: Shows the individual surface price in addition to the default area/room price.
Use Custom Hourly Rate: Sets a different hourly rate for this specific surface. Useful for specialty work like carpentry that warrants a higher rate.
Saving Your Rate
1. After you've input all of the necessary information for your new rate, click Done. It will be added to the rate category and will appear when you build new estimates.
2. Feel free to repeat and add as many rates as you need!
Within the Rate Category, keep in mind that the rates listed at the top will be the first ones shown when on an estimate. So if you have any priority rates, make sure to arrange them accordingly.
You can customize the order of your rates by simply dragging and dropping them to the perfect spot!
3. Once you've built out your rate category, hit the Done button followed by the Save Changes button to ensure your rates are securely stored!
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