Rate Agreements

Rate Agreements

Rate Agreements are the pricing terms between you and your partner companies. Each agreement sets the rate for a product or service, and it can be limited to jobs that match certain conditions, such as a specific service provider, resource type, activity, division, inventory item, or location. When a job matches, the agreed rate is used automatically on its line items.

Rate Agreements are managed on the Rate Agreements tab in each hub. The tab has three views:

• Active: agreements currently in use.
• Expired: agreements whose valid dates have passed.
• Archived: agreements that are no longer in use.

Add a Rate Agreement

1. Click Account, then select Admin Portal.
2. Click on the Hub.
3. Click the Rate Agreements tab.
4. Click New. The New Price Book Item form opens.
5. Enter a Name for the product or service. This is what field workers see when they add line items, so make it descriptive.
6. Select a Type.
7. Enter a Description (optional). It appears as helper text under the name.
8. Enter the Rate and the Unit of Measure, such as per hour or per barrel.

Choose which jobs the rate applies to

Under Available on jobs if..., set the conditions a job must meet for this rate to apply. Leave a field set to Any to apply the rate regardless of that condition.

9. Select the Service provider this rate is for. This field is required.
10. Select a Resource type, Activity, Division, or Inventory item to narrow the rate to specific jobs (optional).
11. Set the dates the rate is valid with Completed on or after and Completed on or before (optional). Leave both empty for the rate to be valid indefinitely.
12. To limit the rate to certain locations, choose location tags under Any pickup location is tagged with one of... and Destination location is tagged with one of... (optional).
13. Click Save.

Tip: Location tags let one Rate Agreement cover many locations at once. For example, tag all your northern sites Region: North, then use that tag here. See Location Tag Management for how to create tags.

Adding Rate Agreements in bulk

If you have many Rate Agreements to set up, we can upload them for you. Send us a spreadsheet with one row per rate, including:

1. Name: the product or service name your field workers will see.
2. Type: one of the types listed below.
3. Rate: numbers only, with no dollar sign.
4. Unit of measure, such as per hour or per barrel (optional).
5. Description (optional).
6. Service provider: the company's name exactly as it appears in IronSight.
7. Valid dates: a start and end date, or leave both blank if the rate doesn't expire.
8. Resource types the rate applies to (optional).
9. Pickup and destination: for each, either specific location names or location tags, not both (optional).

Before you send it:

• Use names exactly as they appear in IronSight. The easiest way is to click Export on the Rate Agreements tab and work from that file.
• Any location tags you use must already exist in IronSight.
• If your rates come from another system, such as QuickBooks, include each item's ID from that system so the two stay in sync.
• If a rate should only apply to certain Activities, Divisions, or Inventory items, let us know. We'll set those after the upload.

Rate Agreement types

Each Rate Agreement needs one of these types:

• Accessorial charge (Equipment • Flat rate)
• Accessorial charge (Equipment • Hourly)
• Accessorial charge (Fuel)
• Accessorial charge (Other)
• Accessorial charge (Third-party)
• Product (Other)
• Product (Parts & materials)
• Product (Third-party)
• Service (Flat rate)
• Service (Hourly labour • Overtime)
• Service (Hourly labour • Regular)
• Service (Hourly labour • Standby time)
• Service (Hourly labour • Travel time)
• Service (Other)
• Service (Third-party)
• Service (Transport • Distance)
• Service (Transport • Volume)

Validating Line Items against Rate Agreements

Line item validation helps approvers make quick, informed decisions. It shows where each line item and its rate came from, which speeds up approvals and supports automated approvals.

How Rate Agreements are checked on jobs

When a job is reviewed, IronSight checks whether a Rate Agreement is in place and, if so, whether the line items match it.

• Green icon: a Rate Agreement is in place and the line item matches it (name, rate, dates, locations, resource, and service provider).
• Grey icon: a Rate Agreement is in place, but the line item doesn't match.
• No icon: no Rate Agreement exists, so no check is made.

Job signatures

Line item validation also checks whether the quantity and price at the time the job was signed are unchanged when the job is presented for approval.

• Green icon: the quantity and price haven't changed since signing.
• Grey icon: the quantity or price changed after signing, or the job wasn't signed.

At a glance

Each line item shows two icons:

Example: In the screenshot above, Global - Fresh Water has two green icons, so it matches the Rate Agreement and hasn't changed since the job was signed. Vac Truck - Delta - Vacuum Hours has two grey icons, so it's worth a closer look before approving.

With these two checks, approvers can quickly see whether the line items match the agreement, whether the job was signed, and whether anything changed after signing. This information also appears on the job PDF.

Have questions? Contact us at [support@ironsight.app] and we'll help you out.