How Hourly Rate Sync works
Chariot's Hourly Rate sync automatically applies the correct hourly rate to a job based on the number of movers and trucks, from the estimate all the way to the bill of lading/Result. You set your rates once, and Chariot handles the math.
The feature has three parts that build on each other:
Hourly Pricing matrix (Settings): you set a rate for each combination of movers and trucks, such as 2 movers + 1 truck.
Estimate: you turn on Sync Crews and Hourly Rate, and Chariot adds an Hourly Rate charge using the crew size and hours on the job.
Bill of lading (Crew app): your crew logs work times and imports the rate from the estimate. Chariot calculates the final charge from the actual hours worked.
Hourly Rate Sync is optional and works job by job. Jobs where you add hourly charges manually keep working the same way.
Step 1: Set up your Hourly Pricing matrix
Before using Hourly Rate Sync on a job, set your hourly rates for each crew size. The estimate and bill of lading pull from these rates.
Go to Settings and click the Hourly Pricing tab. You'll only see this tab if your role has permission to edit hourly pricing.
Choose the Rate Type you want to edit from the dropdown at the top, such as Default.
Build your matrix. Each row is a number of movers and each column is a number of trucks. Click + Add mover to add a row or + Add truck to add a column.
Click any cell to edit its rate. For example, click the cell where the 2 movers row meets the 1 truck column and type that crew's hourly rate.
Repeat for every mover and truck combination you offer.
Click Save at the bottom of the matrix. You'll see a confirmation that your hourly pricing settings were saved.
Important: fill in every crew and truck combination your team books. A cell showing $0.00 has no rate set yet; it's only a placeholder until you enter one. If a crew size has no rate in the matrix, Chariot can't fill in an hourly rate for it, and movers can't type in a custom rate from the crew app. The office would need to set the rate manually on the job's Results tab.
Step 2: Turn on Hourly Rate Sync on the estimate
On the job's Estimate tab, turn on the Sync Crews and Hourly Rate toggle. You can turn it on or off for each job.
This toggle is only on the office side, on the Estimate and Results tabs. Your crew cannot turn it on or off from the crew app. To turn it on by default, you can configure this for your estimate template(s) in your settings (Settings > Estimate Templates).
Turn on Sync Crews and Hourly Rate.
In the Work Date section, enter the crew size (movers and trucks) and the estimated hours.
Check the Charges section. Chariot adds an Hourly Rate charge automatically.
The Hourly Rate charge shows:
Description: the crew size you entered in the Work Date section
Quantity: the total number of hours
Rate: the hourly rate from your Hourly Pricing matrix for that crew and truck size
If you change the crew size in the Work Date section, the Hourly Rate charge updates to match. You don't need to add or edit the hourly charge by hand, although you can add the charge manually and adjust the rate on the line item, if needed..
Step 3: Crew logs work times on the bill of lading
In the field, your crew can import the hourly rate from the estimate instead of adding an hourly charge by hand. Chariot then calculates the charge from the actual hours worked.
On the Bill of Lading, tap + Add Work Time (this will also apply if you have the Tracking tab enabled for movers to log their work time activities).
Enter the number of movers and trucks on the job today.
Select the crew members and trucks on the job, and the job start and end times.
If the crew took non-billable time, such as a lunch break, use the non-billable hours and minutes fields to record it.
Chariot shows the hourly rate found on the estimate for today, such as "$160.00/hr · 1 Truck, 2 Movers."
Tap Set Hourly Rate to use that rate. If the crew size changed on the day, tap Set a Different Rate and pick the rate that matches the crew actually on the job today.
Save the work time. Chariot calculates the total charge from the hours worked.
Important Reminders:
The move date must match today. The synced rate only appears when the move date on the estimate is today's date. If the job date was moved, update it on the estimate first.
Crews choose from your existing rates. Set a Different Rate lets movers pick another rate from your Hourly Pricing matrix, not type in a custom amount. Any other charges from the estimate can also be imported into the bill of lading.
You can control who can change the rate. Go to Resources > Mover Roles and turn the Can Change the Hourly Rate permission on or off for each role. With it off, movers can only use the rate the office set on the estimate, and the Set a Different Rate button won't appear.
How hourly minimums apply
If the total work time on a job is less than your hourly minimum, Chariot rounds up the quantity on the Hourly Rate charge to match the minimum. The line item tells the customer the minimum was applied. See How to use Hourly Minimums in Chariot to set yours up.
Using Hourly Rate Sync with estimate templates
You can turn on Hourly Rate Sync by default for any estimate template, so new jobs start with it enabled.
Go to Settings > Estimate Templates.
Open the template you want to edit.
Turn Sync Crews and Hourly Rate on or off as the default for that template.
Save the template.
You can still turn the toggle on or off on any individual job.
Need help adjusting your templates? Reach out to Chariot Support.
Troubleshooting
My crew doesn't see the hourly rate from the estimate. Check that the move date on the estimate is today's date and that Sync Crews and Hourly Rate is on for the job.
The Hourly Rate charge isn't showing on my estimate. Make sure Sync Crews and Hourly Rate is turned on for that job and that a crew size is entered in the Work Date section.
Do I have to use this on every job? No. You can opt to enable the hourly rate sync on a per-job basis. If you are doing a flat-rate move and will bill, this should be toggled off.
There's no rate for the crew size on the job. Chariot can't fill in a rate for a crew size that isn't already configured in your Hourly Pricing matrix, and movers cannot enter a custom rate from the crew page. Have the crew pick an existing rate with Set a Different Rate, or have the office edit the hourly rate on the job's Results tab. Then add that crew size to your matrix for next time.
My crew doesn't see the Set a Different Rate button. Their mover role does not have the Can Change the Hourly Rate permission enabled. You can turn it on under Resources > Mover Roles.
Still stuck? Reach out to Chariot Support and we'll help you get set up.