Pricebooks are set up to make invoicing easier for all ShiftCare users. We’ll walk you through how it works and how it’s set up in this article:
Note: You need Admin permissions to make any changes to Pricebooks.
Pricebooks vs Prices
Pricebooks are compilations of prices that you charge clients, not the amount you pay your staff.
Prices are what you charge a client by the hour or at a fixed price for a service provided. These prices can vary depending on the time of day, whether it is a weekend or not, and whether it is a holiday or not.
Pricebooks, on the other hand, are compilations that contain these different variations in prices for the same service or client.
Here’s what it looks like on the platform:
Now that you have an idea of what a pricebook is, let’s add one to your ShiftCare account!
Adding Pricebooks
To create a pricebook:
Select the 'Account' tab from the sidebar menu to open the drop-down menu. In the drop-down menu, select 'Prices'.
This will direct you to the Prices page. Click on the blue 'Actions' button at the top right of the page and select 'Add Price Book'.
This will open a pop-up window asking you to fill out the details needed for a new pricebook.
Programme - Select which program this pricebook is for. You can choose between NDIS, Support at Home, or Coordination Task.
Pricebook Name - You are free to set any name for the pricebook. Note that this will appear on the invoice, so most of our clients use the name of the service to name the pricebook.
External ID - This is used to match account codes to your Xero chart of accounts.
Xero Invoice Prefix - This adds a prefix to your invoice numbers.
Fixed Price Only checkbox - Tick this checkbox if you want the cost of the shift to be the same regardless of the length of the shift (e.g., for a sleepover shift).
Provider Travel checkbox - Tick this checkbox to include labour-based provider travel.
Notional Pricing checkbox - Tick this checkbox to set the unit rate to $1.00. Providers report the number of units used (e.g. 15 km x $1.00) and are reimbursed based on that quantity.
Claim Type: Identifies how a service was delivered or why it’s being claimed. For standard direct care, leave this as 'Not Set' (default option for direct services). You should only update this field when claiming specific exceptions to ensure the correct support items and pricing rules are applied.*
Click 'Create' once all the details are filled out.
*Here is a quick guide to the Claim Type codes: use TRAN for provider travel, NF2F for non-face-to-face tasks, THLT for telehealth, IRSS for irregular SIL supports, and REPW to cover NDIA-requested reports. For standard face-to-face care, simply leave the selection as 'Not Set'.
You have now created a pricebook! But it won't be complete without prices, so read on as we walk you through the steps on how to add prices.
Adding Prices
Here's how it works. To add a price to a pricebook:
Click 'Edit' on the right-most side of the pricebook that you'd like to add prices to.
Click 'New Price'. This will add a new row with default values at the top of the table.
Prices are displayed and described in different columns. In edit mode, you can click on and modify each section.
Day of week - Select the appropriate option from the drop-down menu (Weekdays, Saturday, Sunday, and Public Holidays). By selecting specific days of the week, you can set a premium rate for weekends and public holidays.
Time - You can choose the timeframe corresponding to the day specified. For example, if your business operates 24 hours a day with a premium price for after-office hours, you can specify individual blocks of time and set specific rates for each of them.
Per hour - This is the hourly rate that you'd like to set based on the specified day and time.
📝Note: Clients can't be invoiced for work done outside specified timeframes in the pricebook. It is important to cover all hours and days that your organisation offers its services and programs.Reference Number (Hour) - This is a reference number assigned to the hourly rate and is used for invoicing.
Effective Date - You can specify the date when the new rate takes effect.
📝Note: When prices require updating, make sure that you create a New Price with a new effective date. DO NOT edit the old price, as this will override your previous pricing in all shifts.
Click 'New Price' to add another row with default values. Alternatively, you can click 'Copy' to duplicate the selected price line's values in a new row. Do this until you have enough prices to cover all service days and hours.
When you're done, click 'Save'.
Learn how to assign multiple price books to clients and set configuration rules and limits in this guide.
Editing Prices
To edit prices, you can follow the steps outlined in the Adding Prices section above, and simply skip step 2.
To edit the pricebook, click the pencil icon beside the name of the pricebook. This will bring up the 'Edit Price Book' pop-up window.
Importing NDIS Price Guides
It is possible to import NDIS price guides directly into ShiftCare. Read this guide to learn how.
Adding Travel Rates
In this section, you can set the rates that are charged to the client per Km travelled by the carer. To learn more about provider travel and participant/activity-based transport, read this guide.
Tick the 'Show Travel Rate' checkbox in the pricebook.
Click 'Edit' and select 'New Travel Rate'. This will add a new row with default values at the top of the table.
Travel rates are displayed and described in different columns. In edit mode, you can click on and modify each section.
Travel Per Km - Set the per Km rate for provider travel.
Travel Reference Number - Set the reference number for travel to be used for invoicing.
Transport Per Km - Set the per Km rate for activity based transport.
Transport Reference Number - Set the reference number for transport to be used for invoicing.
Effective Date - Specify the date when the new rate takes effect.
Click 'New Travel Rate' to add another row with default values. Alternatively, you can click 'Copy' to duplicate the selected line's values in a new row.
When you're done, click 'Save Travel Rate'.
Frequently Asked Questions (FAQs)
I received this error message after editing a price book and clicking Save: "rates day of week, start hour, end hour, and effective date must be unique." How can I fix this?
This error occurs when there are duplicate or overlapping rate entries in your price book. Each rate must have a unique combination of:
Day of week
Start hour
End hour
Effective date
To fix this, please review your price book and ensure that:
No two line items have the exact same day, time range, and effective date
Time ranges do not overlap with each other
Example of overlapping entries:
Monday, 08:00 – 12:00
Monday, 10:00 – 14:00 ❌ (overlaps with the above)
Once all rate lines are unique and non-overlapping, you should be able to save the price book successfully.
For further assistance with Adding Pricebooks and Prices, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.