Services define the Billable and Payable items that will appear on an Invoice or Payment issued from Interpreter Intelligence - these include standard items such as Interpretation, which is the cost of the Interpretation on the Job based on the Duration, as well as Incidentals/Expenses that may be added to the job.
You may also need to use the Services Configuration to integrate with 3rd Party Accounting Packages such as QuickBooks (see separate topics under QuickBooks Integration info).
Services are firstly configured at an overall Company level and can then be further refined, if required, at a Rate Plan level.
Company Level Services Configuration
To access Company Services Configuration:
- Navigate to the ‘Admin’ menu and select ‘Services’
- A number of Services will already have been added for you according to your Agency preferences.
- For example, Interpretation is the default line item on an Invoice/Payment which is the cost of the Duration of the Job as defined on the Rate Plan. Cancel Fee, Rush Fee & Misc. Fee may also be automatically applied to an Invoice/Payment if the fee conditions as defined on the Rate Plan are met. If Mileage is Financed Automatically on a Rate Plan, it would also be applied automatically to an Invoice/Payment.
- All Service Types can also be added as Incidentals during the Job Close process for example. These can be added by your Agency or by Customers and/or Interpreters where permissions have been granted and according to how they are configured (see below).
Adding Services to your Company Configuration
- To see a full list of Services available on the system you can click on the dropdown menu at the top of the Type column
- If there are Services listed here that are not added to your Configuration and are required:
- Click on the Add Configuration button
- In the blank row (second row), use the dropdown menu to select the Service Type
- You will then need to populate some additional fields to complete the addition:
- Description - this is the description that will be presented to the user when adding Incidentals during the Job Close process
- Fixed Description - ticking this box will ensure that the Description cannot be overwritten by the user. If this is not enabled the user will be able to overwrite the description and add their own
- Rate Plan - if a Service/Incidental is applied at the Rate Plan level (see below), the Rate Plan name will be listed in this field, otherwise this field cannot be modified
- Enabled - this indicates whether the Service is currently in use and who can use it. If a Service was previously used but is no longer, you can disable it by unticking this box. If the Service is not Enabled it will still appear as an Incidental that can be added to a Job for Internal users only but will not appear for Customers or Interpreters therefore this is also a useful feature for controlling what Incidentals can be added by Customers and Interpreters.
- Billable - can the Service be added to an Invoice
- Payable - can the Service be added to an Payment
- Taxable - if the Service is to be automatically taxed on Invoices/Payments. Note: if there are different Tax rates for Invoices and Payments you can add two Tax items, one which is Billable with the appropriate Rate, and one which is Payable with the appropriate Rate
- Tax Name - provide a description for the Tax if desired, especially useful if you have different types of Tax in place
- Tax Rate - provide the tax rate for the purposes of calculation
- Modified By - this will be stamped by the system according to who last edited the Service
- Modified - this will be date/time stamped by the system according to when the Service was last edited
- Cap - you can add a cap to the Service which will determine the maximum that will be Invoiced/Paid according to the Unit of the Service Type, for example, 8 on the Interpretation Type would indicate a Cap of 8 hours of Interpretation Service charges
- Receivable code - this field will be used for 3rd Party Accounting System Integration, for example, for QuickBooks Online, this would be the Product/Service Item for Invoices
- Payable code - this field will be used for 3rd Party Accounting System Integration, for example, for QuickBooks Online this would be the Product/Service Item for Payments
- AR Tax - this field will also be used for 3rd Party Accounting System Integration to map to an Accounts Receivable Tax Code
- AP Tax - this field will also be used for 3rd Party Accounting System Integration to map to an Accounts Payable Tax Code
- Ac.CL. - Accounts Classification; also used for 3rd Party Accounting System Integration to map to Classes for example in QuickBooks Online. Note that as you will already map to 3rd party Receivables & Payables at this level, the Accounts Classification or Class Mapping will likely be more useful\granular at the Rate Plan level where you can use the Accounts Classification at Base Tier, Service Tier, Qualifications Tier and Language Tier levels, as well as Rate Plan level Incidentals (see below)
- Save - Press the save icon when you add or modify any Services
- Remove - use this to remove Service items, see below for further details
- Important Note: you cannot add multiples of any one Service Type at the Company Level. However, if you do Override Services at the Rate Plan level (see below), you will see multiples of any one Service Type. As per above, if a Service/Incidental is applied at the Rate PLan level, the Rate Plan name will be listed in the Rate Plan column.
Removing Services from your Company Configuration
To Remove a Service at Company level:
- Click on the x (delete) icon on the right hand side of the Service item - only use this option if the Service has not and will not be used by your agency, alternatively
- Uncheck the Enabled box to disable the Service item - use this option if the Service item has been used in the past but is no longer required
In both of the above cases, once a Service item has been removed, it will no longer appear in the dropdown box when adding Incidentals to a Job
Rate Plan Level Services Configuration
If you require more specific or different values for Services for specific Customers and/or Contacts/Interpreters, you can add these at the Rate Plan level. Incidentals/Services added at the Rate Plan level will override those at a Company level.
For example, you may have a different tax rate on Interpretation for a specific Customer, or, you may want to allow Mileage for one or a select number of Customers and/or Contacts rather than all of them.
If you do Override Services at the Rate Plan level these will also be listed under Company > Services therefore you may then see multiples of a Service Type. If a Service/Incidental is applied at the Rate PLan level, the Rate Plan name will be listed in the Rate Plan column thereby distinguishing it from Company level Services.
To access Rate Plan Services/Incidentals:
- Navigate to the ‘Admin’ menu and select ‘Rate Plans’
- You can filter for Customer or Interpreter Rate Plans using the buttons provided and/or search for the Rate Plan by typing some/all of the Rate Plan name in the Search box
- Select the appropriate Rate Plan
- Click on the Incidentals tab
- You can then explicitly configure the Incidentals for this Rate Plan by following the instructions as per above (Adding Services to your Company Configuration)
- You will only need to add any Incidentals/Services that will be different from the Company level configuration; any Incidental not configured here will be picked up from the company wide configuration
- 3l - Services.pdf800 KB