A Schedule of Rates allows you to capture deliverables and milestones for your payment schedule within a specific contract. Use it to track claim amounts, completion percentages, and manage GST. If the contract changes, you can also adjust the schedule through a variation.
Prerequisites
Permissions: Access to the Contract record.
Data: An active Contract record with defined deliverables or milestones.
Create a Schedule of Rates
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Navigate to the Contract record and select the Value tab, click on Set up schedule of rates.
Result: The Schedule of Rates view for that contract opens.
Select the Schedule of rates type and Tax Type. Click on Start.
Select the Specify the type applicable.
You can either select to import items using a template or manually enter item data.
Note: when selecting import option, you can download the Schedule of Rates Template which can be uploaded to automatically populate deliverable items.-
When manually entering item data, add your deliverables or milestones by entering the Quantity and Rates for each item. Once you have entered all times click on All items have been identified and continue to Next step.
Result: Deliverables are saved to the payment schedule.
Confirm that all data entered is correct and click on Finish.
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To export the record, navigate to the Functions tab and click Document Generation.
Result: A Word or Excel file is generated based on your document type selected.
Adjust a Schedule of Rates through a variation
To change a schedule after it’s set up, tick Variation to schedule of rates when you add a variation. Then click Draft changes to schedule to open the Schedule of Rates Adjustment table. In the table, you can:
- Modify a row: tick the row, then change its values. Untick it to undo.
- Add item: insert a new line item after the current row.
- Delete line: remove a new line you added in this adjustment.
- Cap at claimed: close a line at the amount already claimed, so no further claims can be made against it.
- Add Section: add a new section to the schedule.
For the full steps, see Add a Variation to a Contract.
Results / Validation
You can confirm the setup is correct by navigating to the Value tab and clicking on Go to schedule of rates, which display all details, including a chart and table that shows the claims related to that Schedule of Rates.
Limits & Notes
Quotas: You can add an unlimited number of deliverables or milestones to a single schedule.
Tracking: The system automatically calculates claim amounts and completed percentages against each item.
Exporting: Documents are only generated based on the specific template selected.
Once a Schedule of Rates has been finalised, items cannot be edited. To make changes, the Schedule of Rates must be deleted and recreated. After deletion, selecting Go to Schedule of Rates on the contract will return you to the setup wizard, where a new Schedule of Rates can be created.
Users with view‑only access cannot open the Schedule of Rates directly. To view the schedule, these users must go to Tools ▸ Related Records from the top‑right corner of the contract.
Changing the schedule doesn’t change the approved contract value. If the variation affects the value, enter the change in Variation to contract value.