Add billable extras and change orders

A billable extra is work or a part the customer pays for on top of what was agreed: an extra hour, a part that had to be replaced, a call-out fee. When the extra changes the agreed scope of the job, mark it as a change order. Kluvan prices each extra itself, so the technician never types a price.

Before you start

• The job must be yours and open. See Do a job on your phone.
• The office sets the approval limit, the labour rate and the call-out fee in Field work settings.

Steps

1. On the job page, scroll to Billable extras and select Add extra.
2. Under What is it?, choose Extra labour, Part, Call-out fee or Other.
3. For a part, choose it under Part.
4. Type the Quantity or hours, for example 1.5 for an hour and a half.
5. Type a Description. It is required for Other.
6. If the customer agreed on the spot, type their name in Customer agreed on site (name).
7. Tick This changes the agreed scope (a change order) when it does.
8. Select Add extra.

What happens next

• An extra up to your limit is Approved at once and added to the job's revenue.
• An extra above the limit, any change order, and any Other extra without a price show Waiting for approval. They appear on the office's Extras to approve tab and on Today.
• The office approves or rejects each one. For an Other extra, the office types the Price when approving.
• An approved extra adds to the job's agreed revenue (shown as Approved changes in the margin) and goes on the invoice. A rejected one is not charged.
• You can remove your own extra with ✕ while it waits.

Good to know

• Prices come from your price list (a part), the Labour rate per hour (extra labour) and the Call-out fee. A technician without the money right sees no amounts, only the badge.
• The default limit is 10 % of the job's value. On a job without a value every priced extra waits, unless your settings say No approval needed.
• The job cannot be approved or invoiced while an extra still waits.
• Up to 30 extras per job. Approval of extras by the customer in the portal is not available: the office decides, with the customer's name noted if they agreed on site.
• An extra part is also recorded as a material used, checked against your van and taken from stock when the office approves the job.
• Related: Review finished jobs, Read a job's margin.