Calculating appointments can be a complex process as you see below. Fortunately once everything is set up correctly the calculation is done automatically saving you from calculation errors. Here is how we calculate.
A checkbox on every appointment enabled by default. Automatically calculates the agency & interpreter fees based on billing bundles. Disable this to adjust or enter amounts unique to this appointment.
Perhaps you have a contract with your interpreters that has a minimum fee different then that of the customer. If so turn this switch on in Settings => Billing => Billing Settings labeled "Interpreter Minimum Time".
The scheduling system will allow an exact actual start/end or an exact duration to be entered and will appear as such. The duration is rounded by the customers billing bundle based on the "Round Time" entered when the system is calculating. Then once rounded the system stores a calculated duration for the customer and interpreter separately based on the actual duration, estimated duration, and minimum time. The calculated duration is then multiplied by the hourly rate of the customer and interpreter billing bundle.
Mileage is simply the mileage rates for the customer and interpreter billing bundle multiplied by the quantity of miles entered in the appointment.
Travel time is done much like the shift calculation with the exception of not having an estimated travel time and round time. Either a minimum travel is used or the actual travel time entered is used.
There are three types of last minute fees.
There is a setting in billing bundles labeled "Ignore Estimate" used to decide if the appointments estimated duration could be used as a minimum duration if the actual duration is less then the estimated time.
All three bonuses are an hourly rate added to the shift time. There is a setting to allow the bonuses to be added to the travel time in the billing bundle called "Travel Time - Bonuses". The travel time bonus applies to the complete travel time if the bulk of the appointment was during a night, weekend or holiday.
Enter the start and end of the night bonus time. Choose how to apply the night bonus.
Enter the start and end of the weekend. Choose how to apply the weekend bonus.
You can create holidays in the Agency => Settings => Holidays. Any appointment on a holiday will have the hourly bonus applied to the appointment.
Stack Bonuses allows the appointment to have more then one bonus summed to the appointment. If Stack Bonuses is on and an appointment is on a holiday on a weekend at midnight then the appointment will have all three bonuses apply. If the same appointment happened with stack bonuses off then only the largest bonus amount would apply.
You can set an amount that is added to the appointment after bonuses have been applied. This could be good for appointments with a surcharge or other set fee. Last minute fees and bonuses do not change the amount of the adminstration fee.
Review by billing period all the appointments in a gridview and get some basic overview information in the process.Read More
See a summary of how the system generated the billing fees for a particular appointment.Read More
Generate invoices and sync them instantly with QuickBooks Online. Invoices can be printed, mailed, copied, and exported into other applications.Read More
Billing bundles are a set of rules that describe how you charge a customer or pay an interpreter.Read More
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