Step by step
- Open Administration › Settings › Service defaults.
- Enter Call-out (GBP), Labour / h (GBP), Travel / h (GBP) and Per mi (GBP) (or per km). Leave a field empty if you do not charge it.
- Round labour up to: Exact minute, 5 min, 6 min (0.1 h), 10, 15, 30 min or 1 hour.
- Minimum labour (minutes): e.g. 60 to always charge at least an hour (0 = no minimum).
- Charge travel by: Time and mileage, Time only, Mileage only or Not charged.
- Delivery: per floor without a lift and Delivery: per flight of stairs: added to jobs whose type asks for floor, stairs, lift and parking.
- Cost limit without approval (GBP, ex VAT): above this, work needs the customer's approval. Empty means no limit.
- Callback window (days): a new call on the same machine within this time is suggested as a free callback.
- Press Save service defaults. You see "Service defaults saved."
How rounding works
Labour time is rounded up to the step you choose, then the minimum is applied. With 15 minutes and a 60-minute minimum, 20 minutes on site is charged as 60, and 70 minutes as 75.
Delivery access charges
Per floor without a lift counts floors above ground only when there is no lift. Per flight of stairs counts steps at the entrance or inside, with or without a lift.
They apply only to job types with Ask for floor, stairs, lift and parking (access charge applies) ticked on the Job types page.
Limits
Call-out up to 100,000; labour and travel up to 10,000 an hour; mileage up to 100 per mile; minimum labour 0 to 480 minutes; callback window 0 to 365 days.
Tips
- Fixed prices for installations, deliveries or PaperCut set-ups go on the job type (Charge on the job), not here.
Questions
A customer on contract should not pay call-out.
Set that customer's own rates on its page, or cover it in the contract. Customer rates override these defaults.
What is a callback?
A return visit for the same fault soon after. If a new call is logged on the same machine within the callback window, SubClik suggests logging it as a free callback.
Why is labour showing £0 on jobs?
Labour / h is empty here and the customer has no rate of its own. Enter a rate and save; new jobs will use it.
Works together with
- Standard rates and SLAYour standard call-out, labour, travel and mileage charges, how labour is rounded, delivery access charges, the cost limit, the callback window, and the response time (SLA) with your working hours.
- Job types: checklists and fixed pricesThe kinds of work your firm does (repair, maintenance, installation, delivery, collection, PaperCut, firmware…). Each type can have its own engineer checklist, a fixed charge, a usual duration, and can require a machine or ask for access details.
- Callbacks: the same fault coming backWhen you log a job on a machine that was fixed recently, SubClik asks if it is the same fault coming back. A free callback is not charged; a charged one needs a reason.
- Customer approval by linkEach sent quote has a private link. The customer opens it, sees the lines and totals, types their name and presses Accept quote or Decline.
- Review and close a completed jobWhen the engineer completes a job, the office checks it and presses Close job. The job becomes Reviewed and is ready to invoice.