The client price sheet
Clients see your prices under Pricing in their portal. That page, and the PDF they can open or download from it, is their price sheet. It shows three things:
- Their agreed rates: the client's retainer and the rate for each of their open projects.
- The prices you choose to show: catalog prices you have switched on with Show to clients.
- Your billing rules: how time is rounded, and the rates for evenings, overnight and weekends.
Everything starts hidden
No catalog price reaches your clients until you switch it on. That includes the built-in retainer plans and services, prices you add yourself, prices the AI assistant saves to your catalog, and prices from a CSV import.
Until you show at least one price, clients see their own agreed rates, your billing rules and a note that your full price list is coming soon. A client with no agreed rates is told to ask if they need a price.
Industry tags do not decide what clients see. A price you show appears on every client's price sheet, whatever their industry.
Show a price to clients
Open the Rate Card on Pricing. Every price has a Show to clients switch: under the card's header in Cards view, and in the Clients column in List view. The label next to it reads Shown to clients or Hidden.
The switch saves on its own, so there is no need to choose Save on the card. Clients see the change the next time they open their price sheet. Changing what clients see requires write access.
Editing a price on its card keeps its switch as it was. If you change a price that is shown, clients see the new price. Rates locked on their projects stay the same, while a project marked Current rate for this project follows the new price.
Show all and Hide all
Each group shows how many of its prices clients can see, for example 3 of 12 shown to clients, with Show all and Hide all next to it:
- On the Hourly, Block and General Services tabs, each industry section has its own controls.
- Retainers has one set covering the built-in plans and your own retainers.
- Business Workflow has one set for the whole tab.
Show all asks you to confirm first, because those prices then appear on every client's price sheet and PDF. Hide all works right away. Both change only the prices in that group.
Prices you have replaced
If one of your own prices uses the same code as a built-in item, yours is the one that gets billed. The built-in item's switch stays off and reads Replaced by your custom price. Show your own price instead.
Adding and archiving prices
Add Custom Pricing has a Show to clients on their price sheet box. It starts unticked, so a new price stays hidden unless you tick it. If you save a price you already have from this form, ticking the box shows it, but leaving it unticked does not hide it. Use the price's switch to hide it.
Archiving a price also hides it. If you add the same price again later, it starts hidden unless you tick the box.
Check what clients see
The Client Price Sheet tab on Pricing counts the prices shown in each group, each with a Review link to that part of the Rate Card. When nothing is shown yet, it says so and links to the Rate Card.
Preview PDF opens the general price sheet: your shown prices and billing rules, without any client's agreed rates. To see one client's own copy, open the client from the admin client list, use View portal in its actions, then open Pricing. This is Admin Preview, not the client's own sign-in.
What clients see
The client's Pricing page is titled Price Sheet and has these tabs:
- Your Rates, when the client has agreed rates.
- One tab for each group with a shown price: Retainers, Hourly, Block Hours, General Services and Business Workflow.
- Billing Rules, always.
Each price reads the way it bills:
- Retainers: the monthly fee, the hours included each month and the rate for extra hours.
- Hourly: the rate per hour.
- Block Hours: an hourly rate and the hours it covers each billing period. Clients pay only for the hours they use. A block is not prepaid, and unused hours do not carry over.
- General Services: a set price, a price range, or a starting price.
- A price with no amount set shows Price on request.
View PDF opens the price sheet in a new tab, where the browser's PDF viewer can print it. Download PDF saves it as a file named after your business, such as Acme Roofing Price Sheet.pdf. Both buttons appear once the client has an agreed rate or you show at least one price.
Agreed rates always show
Each client always sees their own agreed rates, whether or not you show any catalog prices. They never see another client's.
- Retainer: the client's agreed fee, included hours and extra-hour rate. If the retainer terms still need review, the client sees Terms being confirmed and no price.
- Projects: the rate for each open project. Projects on the same rate share one entry that lists them.
- No locked rate yet: a project whose rate has not been locked shows Current rate for this project. It follows your price list until a rate is agreed.
- Own time rules: a project with its own time rounding or after-hours rates gets a note saying so.
Hiding a price never removes a client's agreed rate. A project locked to a price keeps showing that rate even after you archive the price.
The PDF ends by noting that prices on the sheet can change. When the client has locked rates, it adds that those stay the same unless the client agrees to new terms. An agreed retainer keeps its terms when you edit the catalog. To change one, see Changing the amount.