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Rate Groups, Rates and Retainers

This is a guide to setting up your rate and retainers. Please download the Excel to get started.


Start by adding your rate groups to the Rate Group sheet. We have given a few examples for you, but you are welcome to replace them. The Note column is there if you want to add a description to the group for internal reference.


The Invoice Description will appear on the invoice for Fixed fee or retainer clients.

Add the fixed fee or retainer amount under the 'Fixed Fee for Included Services' column.

If you select a Default Rate group, any task that has not been assigned a value in its rate group will default to the task value in the Default Rate Group.


If you struggle at any point, please email support@mydatagrows.com or call or WhatsApp 063 426 0080


Billing per task


Once you have added the name of the rate group in the Rate Group Sheet, go to the Rates sheet.

We have given you a list of all our tasks, so you can copy this list for each rate group.

The list can also be found in the Task sheet.


You need to: Fill in the rate for every task Select whether it is a fixed or hourly task Give an invoice description if different from the task title Select true/false for billable or not billable Select the rate group. (A dropdown will have been created from the Rate Group sheet Automatically.)


If you have global tasks that have a fixed rate regardless of the rate group, please create a Rate group specifically for these tasks and mark it as your default rate group. You do not have to set up these tasks for the other rate groups, as they will default to the global group.


Retainer & Fixed Fees


If you have tasks that are included as a fixed retainer, regardless of any time worked, you can bill for them in DataGrows

Start in the Rate Group table.

Add:

A Name in the Rate Group column

A note if needed

Add an invoice description. This will reflect on the client's invoice should you decide to generate invoices through DataGrows

Add the retained rate in the Fixed Fee for Included Services column.


Next, move to the Included Services sheet.

A dropdown will automatically have been created from the Rate Groups you have entered as well as from the task list.

Add all of the services included in each retainer here by clicking on +Record.


Retainers/Fixed Fees with a few tasks billed per task.


Follow the steps in the previous column titled 'Retainer & Fixed Fees'

Then:

Go to the Rates Guide sheet.

Select the tasks that will be billed separately

Add the rate for every task

Select fixed or hourly

Give an invoice description if different from the task title

Select true/false for billable or not billable

Select the rate group. (A dropdown will have been created from the Rate Group sheet Automatically).


Doing the Upload


Once you have completed the Excel, you can export each sheet as a CSV.

Make sure to delete the guide row before you save the file.

Then upload the CSVs to DataGrows by going to the relevant tables, Rate Group, Rates, and Included Services.


Select all of the records in the table by clicking on the square next to the chat bubble in the heading row.

Make sure the top tab shows delete selected, then click RUN.

All of the records in the table will be deleted.



Now you can upload the rate group CSV.

To do the upload, click on the 3 dots next to the Table name

Select Upload.

Drag and drop the CSV into the window or click on the window to select it.

Save

If an error pops up saying that only one column was identified, please cancel and change the separator by selecting another separator from the dropdown.

(The separator is dependent on the operating system you use).

Click Save again.

A notification will pop up in the right-hand corner indicating that the upload was successful.



Do the same in the Rates table.


To upload into the Included Services table, you will need to:

Go to the Rate Group table

Select any record

Go to Included Services in the top right

Click on the arrow

This will redirect you to the Included services table.

Now you can click on the 3 dots next to the table heading and select upload.



If you struggle at any point, please email support@mydatagrows.com or call or WhatsApp 063 426 0080

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