Billing Rate Sheet

This comprehensive guide provides a detailed explanation of how to effectively set up Billing Rate Sheets (BRS) within the ClickClaims platform. These Billing Rate Sheets are essential tools used to define various service charges, assign default fee schedules, and create associations to specific file types, clients, events, and/or claim codes that are relevant to your business operations.

Once you have successfully created all necessary Line Items (LI) and Products & Services Items (PSI), the next crucial step is to formulate your Billing Rate Sheets. These sheets play a vital role in defining how your company charges for the services provided. They include fee schedule tiers that are based on the gross loss incurred, as well as outlining the pass-through expenses that are permissible by the client, which may include necessities such as mileage reimbursement, toll costs, ladder assists, and other time and expenses.

TABLE OF CONTENTS

Steps to Create a New Billing Rate & Fee Schedule Template

Steps to Create a New Billing Rate & Fee Schedule Template

Navigate to the Accounting tab in the top menu bar.
Hover over Manage to open the fly-out menu.
Select Billing Rates & Fee Schedules to access the Manage Billing Rates page, then click Add New.
- (Click "Search" if you're looking for an existing BRS.)
On the Billing Rate Information page:
- Enter a Name for the billing rate. (Required)
- Select the File Type:
  - All: Applies to both Daily and Catastrophe claims
  - Daily: Applies to Daily claims only
  - Catastrophe: Applies to CAT claims only
- Add any Comments to clarify usage or internal notes (optional).
In the Fee Schedule Attributes section, assign a Default Products & Services Fee Schedule. (Required)
- Click the dropdown to select a predefined fee schedule Product and Service Item.

Note:  Only Products & Services Items (PSI) that have been specifically set up with a Billing Rate Method categorized as "Calculated Value" will be displayed in the Default Fee Schedule Product & Service drop-list.  This specific configuration is vital because ClickClaims' billing engine depends on this type of PSI, along with its related Line Item, to accurately calculate the value that is entered into the Invoice Gross Loss field found on the claim's Billing tab. This calculation is based on the appropriate fee schedule tier of the Billing Rate Schedule (BRS) that was used to create the invoice. This careful process ensures that the amount due is computed correctly and is suitably linked to the invoice, thereby preserving the integrity of the billing process.

6. Click the green Add button next to each fee schedule tier of your BRS to include and specify pricing tiers:

Enter the Amount for the tier (e.g., $0.00 to $2,500.00).
Select a Calculation Type: Amount, Percent, or Time & Expense for the tier.
Enter the Amount/Percentage for the tier.
Use the delete icon if you wish to eliminate a tier.

7. After you've input all the preferred tiers, click Save to establish the billing rate.

Note: When you select a Calculation Type of Percent, a related Minimum and Maximum field will be displayed.

Editing & Managing Billing Rate Associations

After you have saved your BRS for the first time, you will notice three new tabs:

1. Clients: Specify the client(s) for whom this BRS should be used when generating an invoice based on it.

Choose a client from Available Clients, then click the arrow to transfer them to Associated Clients.
Utilize the double arrow to link or unlink all clients simultaneously.

3. Events: Assign particular events to this BRS.

Choose an event from Available Events, then transfer it to Associated Events using the arrow.
Utilize the double arrow to associate or disassociate all at once.

4. Claim Codes: Connect relevant claim codes to this billing rate.

Choose a code from Available Claim Codes and transfer it to Associated Claim Codes.
Utilize the double arrow icons to link or unlink all claim codes.

5. After you have set up all associations, click Save at the top of the screen to apply your changes, or click Return to List to leave without saving.

Editing & Managing Line Items

After the BRS has been initially saved, all active Line Items (LI) set up within ClickClaims will be visible.

Edit each Line Item relevant to this BRS.
Adjust the default Line Item Text and/or Comments fields if they need to differ for this BRS. The Line Item Text value displayed in this BRS will appear on any invoice generated with it. If it has already been modified, click the Default button to revert to the Line Item's default text if you wish.
Change any fields located in the Billing Information section as needed - these fields will take on any default values set for the Line Item from the Manage Invoice Line Items page.

Note: In case any of the Line Items listed cannot be billed according to this BRS, make sure that the values in the Billing Information section of the Line Item are left null.

Unit Price: If there is any Product & Service Item linked to this Line Item that has the Billing Rate Method set as Unit Price, please input the correct value in the field according to this BRS.
Flat Rate Price: If a Product & Service Item is linked to this Line Item and has the Billing Rate Method set as Flat Rate, please enter the correct value in the field according to this BRS.
Adjuster Hourly Rate: If a Product & Service Item is linked to this Line Item and has the Billing Rate Method set as Adjuster Hourly, please input the correct value in the field according to this BRS.
Admin Hourly Rate: If any Product & Service Item is linked to this Line Item and has the Billing Rate Method set as Admin Hourly, please input the relevant value in the field as outlined in this BRS.
Other Hourly Rate: If there is any Product & Service Item linked to this Line Item, and it has the Billing Rate Method set as Other Hourly, please input the relevant value in the field according to this BRS.

6. Confirm that the entries in the "Commission Information" section of the Line Item are correct for the BRS you are working on.

7. To set the Adjuster, Admin, and/or Other Commission fields to a uniform percentage across all vendors for this Line Item when creating an invoice and possibly vendor bill(s), input the percentage and select Billing Rate Sheet from the associated drop-list. For instance, all adjusters could receive a 100% commission for the Mileage Line Item.

8. If the commission amount needs to differ between vendors, choose User Profile Rate from the corresponding commission field's drop-list. Whenever a PSI linked to this Line Item is included in an invoice generated using this BRS, the ClickClaims' billing engine will reference the percentage specified in the corresponding field found within that user's ClickClaims account. For example, in the Fee Schedule, one adjuster might earn 60% while another could earn 65%.

9. Save the Line Item and repeat these steps until all Line Items for this BRS are aligned with the requirements of the BRS.

10. Once completed, click the Save button to preserve all modifications within this Billing Rate Sheet.

Note: ClickClaims offers support for distinct Daily and Catastrophe commission percentages for the three parties (Adjuster; Admin; Other).

Note: Access and examine the pertinent user's ClickClaims account, making necessary adjustments to the relevant commission rate field when configuring the applicable Line Item Commission to User Profile Rate in the BRS.  It is crucial that this field is correctly established in the user's record when the Line Item in the BRS is set to this value so that the commission calculates accurately.

Note: Utilize the View History button to access the history of the Billing Rate Sheet, including details on certain altered fields, the new values, the individual who made the changes, and the date of those changes.