Introducing the new quoting and invoicing module

Although things may have been a bit quiet on the blogging front, we’ve been busy as ever working on the single most requested feature of all time… quoting and invoicing!

Check out our Quoting and Invoicing features page to get up to speed

We’ve always agreed that adding invoicing features would be extremely useful to our clients… after all FoxOMS already has all the data on which resources are being utilised, when they are booked, and who they are being booked to. The missing piece of the puzzle was creating a ‘rate card’ system to allow hourly rates to be multiplied on booking durations.

What about automatically applying discounts or surcharges based on time of day, month or client X?

We quickly realised that if we wanted to allow cool automation such as applying a 10% discount on any booking hours after 10pm, in january for client X, we needed to dramatically expand on the traditional rate card system. Our solution is “Rate Schemes”.

What is a Rate Scheme and how do they work?

FoxOMS After Hours Rate Scheme Settings
After hours hourly adjustment rate scheme

A Rate Scheme is best thought of as a ‘policy’ that applies to 1 or more resources. Rate Schemes can have conditions applied so that they only apply on certain bookings, with certain resources, that also meet those conditions.

As an example, let’s say that you wish to offer a 20% discount on edit suites bookings between 09:00PM and 06:00AM. We can create an “Hourly Adjustment” rate scheme with these settings (shown right).

When a booking ‘crosses’ into this time period, the rate scheme will apply for the duration that exists within these two time frames. For example, if you had a booking called “Midnight Mix” that started at 7:00PM and went until 2:00AM the rate scheme would only apply for 5 hours (09:00PM – 02:00AM).

If the rate scheme had an hourly deduction of -$10 then a new invoice line item would be created with -$50 (5 hours x -10 dollars = -50 dollars) as the discount. However as you can see in the screenshot to the right, you can also apply percentages… in this case -20%.

But this raises the question, what are the percentages based on? The answer is a special type of rate scheme called a “Base Rate”.

Base Rates

A base rate is simply a rate scheme with a type of “Base Rate”. We recommend that each of your resources have one base rate applied, however you can choose not to have any or even apply multiple base rates. A base rate is intended to be a ‘starting’ rate that FoxOMS uses when costing a booking.

It’s also the rate FoxOMS uses when working out other rate schemes that use percentages. In our previous example the rate scheme is -20% an hour, for 3 edit suites.

If we create a new “base rate” scheme for those same 3 edit suites with a base hourly rate of $100.00 and generate an invoice from the “Midnight Mix” booking, FoxOMS will work the cost out as $700 (7 hours (07:00PM to 02:00AM) x $100 (base rate)) and then add an additional line item for the discount (5 hours (09:00PM – 02:00AM) x (-20% (of $100) = $20) = -$100.

So the total of the invoice will be $600.00.

Midnight Mix Invoice FoxOMS
An invoice of the booking “Midnight Mix” demonstrating how two rate schemes are applied


Other types of Rate Schemes

As you can see, it is quite simple to create sophisticated rate schemes and automate a previous manual task. There are several more rate scheme types, such as a “Seasonal Adjustment” scheme that will apply to any bookings between two dates, or a “Client Adjustment” rate scheme that applies only to certain clients specified in the booking. If you need even more flexibility you can choose the “Advanced Adjustment” rate scheme which mixes the “Hourly, seasonal and client” rate schemes together.

More resources

There are many other features of the quoting and invoicing that we’ll be covering in future articles and video tutorials soon. The best way to see how the new module can work for you is to sign up for FoxOMS trial here and follow this documentation article on configuring the various settings related to the sales module.