If at any point you want to make adjustments to your Service Group, Services and Expenses set up, you can do so in the Admin panel, assuming you have the correct permissions.
When making changes, keep in mind that Service Group, Service and Expense names will show up on printed Estimates, as well as any associated Invoices you create from a Job. This may affect how you choose naming conventions and setup structure.
This article will explain to add or edit Service Groups, Services and Expenses. If you would like to learn how to delete or deactivate them, check out this article: Making Service Groups & Services Inactive
Add a New Internal Service
Go to Admin > Service and Expense Management > Internal (Hourly) Services.
You will land on the list of the Internal Services that are already in your system. Click the New Service button in the top right.
1. Enter the name of the Service. The system will assign a code automatically, but you can edit it if you wish.
2. The new Service will be set to an Active status.
3. You have the option to enter a description. Text entered in this field will carry through to the Estimate/Job each time this Service is selected, and can appear on Estimate and Invoice printouts.
4. If you have Taxes set up, select any taxes that would apply to this Service.
Click Create Service if you're done, or Create & Add Another Service, if you would like to add an additional Service to your system.
Note: this Service will need to be added to a Service Group in order for it to be available in the Estimating process. Skip to this section to learn how.
Add a New Internal Expense
Go to Admin > Service and Expense Management > Internal Expenses ($/Unit Sold).
You will land on the list of the Internal Expenses that are already in your system. Click the Add Expense button in the top right.
1. Enter the name of the Expense. The system will assign a code automatically, but you can edit it if you wish.
2. The new Expense will be set to an Active status.
3. Enter the amount you pay per unit.
4. You have the option to enter a description. Text entered in this field will carry through to the Estimate/Job each time this Expense is selected, and can appear on Estimate and Invoice printouts
5. If you have Taxes set up, select any taxes that would apply to this Expense.
Click Create Expense if you're done, or Create & Add Another Expense, if you would like to add an additional Internal Expense to your system.
Note: this Expense will need to be added to a Service Group in order for it to be available in the Estimating process. Skip to this section to learn how.
Adding a New External Expense
Go to Admin > Service and Expense Management > External Expenses (% Mark Up).
You will land on the list of the External Expenses that are already in your system. Click the Add Expense button in the top right.
1. Enter the name of the Expense. The system will assign a code automatically, but you can edit it if you wish.
2. Enter the Default Cost per unit for the Expense.
3. The new Expense will be set toan Active status.
4. If Use as Admin Fee is selected, then this particular expense will be used to apply a percentage markup to all the Internal Services for the Service Group that it is added to (in the Estimate).
5. You have the option to enter a description. Text entered in this field will carry through to the Estimate/Job each time this Expense is selected, and can appear on Estimate and Invoice printouts
6. If you have Taxes set up, select any taxes that would apply to this Expense.
Click Create Expense if you're done, or Create & Add Another Expense, if you would like to add an additional External Expense to your system.
Note: this Expense will need to be added to a Service Group in order for it to be available in the Estimating process. Skip to this section to learn how.
Adding Rates for New Services and/or Expenses
Whenever you add new Internal Services, Internal Expenses or External Expenses, you should also add rates across all of your rate cards. If you use Staff Rates or Role Rates, those will also need updating.
To learn how to do so, check out these articles:
Adding a New Service Group
Go to Admin > Service and Expense Management > Service Groups
You will land on the list of the Service Groups that are already in your system. Click the Add Expense button in the top right.
Click New Service Group in the top right.
1. Enter the new Service Group Name. The system will assign a code automatically, but you can edit it if you wish.
2. The Service Group Order determines what order the Service Groups show up when building an Estimate. New Service Groups will automatically be added at the end of the list.
3. The new Service Group will be set to an Active status.
4. You have the option to enter a description. Text entered in this field will carry through to the Estimate/Job each time this Expense is selected, and can appear on Estimate and Invoice printouts
5. Choose to limit the use of this Service Group to a certain office or offices.
Click Create Service Group when you're done.
Add Services and Expenses to Service Groups
From the Service Group Details page, choose the Service List tab. Now, you can choose Internal Services, Internal Expenses, and/or External Expenses to add to this Service Group.
Click Add a Service.
Select any Internal Services, Internal Expenses, or External Expenses to add them to this Service Group.
Click Add Services & Expenses when done.
The new Service Group will now be populated, active, and available for use when creating new Estimates in your system.
Editing Current Service Groups or Services
From the list view of any of your Services, Expenses or Service Groups, click the name of the item you wish to change.
Click Edit Details.
You can then change information on any of the available tabs: Basic Info, Service Rates, and Applicable Taxes.
We hope this article was helpful! For more step-by-step articles, videos, and webinars, check out the rest of our Help Centre. You can also contact us at support@functionpoint.com with any questions, concerns, or comments. We're happy to help.
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