From site records to invoice: using an agreed schedule of rates

What is a schedule of rates?

A schedule of rates is a list of defined work items and their associated prices. Its usefulness depends on clear descriptions: two people should be able to select the same item for the same scope of work.

Record what each item includes and how quantities are measured. If a customer has agreed different rates, make sure the job uses that agreement rather than relying on somebody to remember an exception at invoice time.

Separate completed work from proposed work

An engineer may record both what was completed and what needs doing next. Those should lead to different office actions. Completed chargeable work can move towards an invoice, subject to the applicable approval process. Proposed further work should be prepared for review and approval as a quote.

For example, an inspection can be complete while two socket replacements remain proposed. Keeping the inspection record and the proposed quantities distinct helps the office invoice the visit and quote the additional work without confusing the two.

Capture the details while they are available

The completion record should explain the outcome, the work items and quantities, and any supporting notes or photographs. If an item does not fit the agreed schedule, flag it for review rather than choosing a close-looking description just to finish the form.

• Record the work item and quantity
• Identify whether it is completed or proposed
• Attach supporting site records where relevant
• Flag changes or items outside the agreed schedule

Give the office a reviewable handoff

A useful handoff connects the engineer’s record to the customer, property and job reference. The office can then check the applicable rates, approval status and supporting documents together.

In WorksOrder AI, engineers select further-work items and quantities while agreed prices are applied in the office. The completion record can support the report, remedial quote and invoice, with release controlled by the firm’s sign-off rules. That keeps pricing tied to the job rather than to a separate calculation in an inbox.

Keep the payment record connected too

Sending the invoice is another step in the workflow, not the end of the record. Payment references, remittance advice and any relevant credit notes need to be matched to the correct invoice. A customer statement is easier to understand when those records are connected.

A practical review starts with three questions: can the office see what the engineer recorded, can it explain the rate used, and can it follow the invoice through to the payment record? If one answer requires a separate search, that handoff is a good place to improve the process.