Overview

A Pricing Scheme is a structured quoting method that defines how a quote should be priced based on either a Fixed Rate or Price Per Unit.

Each scheme has a single type:

• Fixed Rate - a fixed price per vehicle; no quantity input is required
• Price per Unit - a variable price based on quantity (e.g. per hour, day, or trip)

Once the scheme type is selected, you can define one or more rate entries, each tied to an effective date range. This allows pricing to evolve (e.g. $100 last year, $125 this year, and $150 next year).

If the scheme is Price per Unit, additional options are available:

• Unit - enter the required units (such as hour, day, trip)
• Minimum Units - optionally define a minimum quantity that must be charged
• Minimum Unit Notes - a custom message that will be displayed on the customer’s quote when the minimum applies

When Should Pricing Schemes be used?

Pricing Schemes are best used when you want to apply a consistent, repeatable pricing rule across multiple quotes.

Common use cases include:

• Fixed-price services (e.g. daily hire, packaged tours)
• Hourly or per-trip pricing where the quantity varies
• Enforcing minimum charges for short-duration work
• Future pricing changes using effective dates

Pricing Schemes are not intended to calculate distance-based pricing.

If pricing is based on kilometres travelled, use the appropriate kilometre-based cost option instead.

In This Topic

Related Articles

• Quote Pricing Explained
• Creating a Quote (End-to-End)
• Customer Tiers

Creating and Managing Pricing Schemes

To manage your price schemes, go to: Sales → Configuration → Pricing Schemes

Here you will see a list of all existing pricing schemes in the system.

To add a new Price Scheme:

1. Click the + Add button at the top of the page.
2. Enter a new, unique name.
3. Select the Type: Fixed Rate or Price per Unit
4. Add or update the rate entries, each with its own effective date range
5. For per-unit rates, define the Unit Type and optionally define the Minimum Units and Minimum Unit Notes

To edit an existing Price Scheme:

1. Click the name of the pricing scheme from the list
2. Make changes to the type, rate entries and effective date ranges

Note: making changes to the rates or the effective dates will not affect existing quotes.

How Pricing Schemes Are Applied in Quotes

Pricing Schemes are applied at the option level within a quote.

This means:

• Each option can use a different Pricing Scheme
• The scheme applies per vehicle in the option
• Quantities (for Price per Unit schemes) are entered per option

Pricing Schemes calculate the base cost only.

Additional pricing may still be added via extras and overrides.

Using Price Schemes in Quotes

When creating or editing a quote:

1. Select Add Option (or edit an existing option)
2. Choose the new Cost Type - Set Rate
3. Choose the appropriate Price Scheme within the Rate Option field
4. If the selected rate is a Price per Unit, enter the quantity (e.g. the number of hours)
5. If using a Flat Rate, no quantity is required - the price will apply per vehicle.

Pricing Schemes and Vehicle Quantity

Pricing Schemes are applied per vehicle.

For example:

• A Fixed Rate scheme applies the rate once per vehicle
• A Price per Unit scheme applies the unit price per vehicle, multiplied by the entered quantity

When multiple vehicles are selected in an option, the pricing is automatically calculated for each vehicle.

How Minimum Units Work

When Minimum Units are configured:

• The entered quantity is compared against the minimum
• If the entered quantity is less than the minimum, the minimum is charged instead
• A Minimum Unit Note can be shown on the customer-facing quote

Minimum Units:

• Affect pricing calculations
• May appear on the quote PDF
• Do not prevent users from entering a lower quantity

What Pricing Schemes Do Not Do

Pricing Schemes do not:

• Automatically update existing quotes
• Reprice booked work
• Calculate distance-based (kilometre) pricing
• Override other cost types
• Apply changes retroactively

Any pricing changes require the quote to be reviewed and updated manually.

Changing Pricing Schemes After Quotes Exist

If a Pricing Scheme is changed:

• New quotes will use the updated rates
• Existing quotes will retain their original pricing
• Booked work is never automatically repriced

To apply updated pricing to an existing quote:

• Open the quote
• Re-select the Pricing Scheme
• Review and save the updated pricing

Common Scenarios

Fixed Daily Hire

• Pricing Scheme: Fixed Rate – Daily Hire
• Quantity: Not required
• Result: Fixed price per vehicle per day

Hourly Charter with Minimum Charge

• Pricing Scheme: Price per Unit – Hourly
• Unit: Hour
• Minimum Units: 4
• Result: Short jobs are charged a minimum of 4 hours

Packaged Service

• Pricing Scheme: Set Rate – Tour Package
• Quantity: Per trip
• Result: Consistent pricing regardless of duration