Complete Guide to Rate Sheet Fields
Understand every Rate Sheet field, including required, optional, and export fields, based on your selected Calculation Method.
ToolWatch Rate Sheets include a wide variety of columns, each with a specific purpose. This guide explains every field available on the Job Cost and Billing tabs of a Rate Sheet, including:
Fields that are always visible (non-grouping)
Fields required by specific Calculation Methods
Optional fields that control additional charges, credits, or limits
Each row on the Rate Sheet represents a Model Record, and each column defines how charges are calculated or displayed for that model.
What You'll Learn
In this article, you’ll learn:
The purpose of each column on a Rate Sheet
Which fields are required based on the Calculation Method
How optional groupings enhance cost control
Best practices for entering and activating fields
Column Categories
Rate Sheet fields fall into three categories:
Non-Grouping Headings – always visible, not part of calculations
Required Groupings – needed for a chosen Calculation Method
Optional Groupings – used to control or modify charges
Non-Grouping Headings (Always Visible)
Field | Description |
Category | The model’s category (from the Model Record) |
Item Description | The description of the tool or material |
Model | The tool’s model number |
Model ID | the Model ID information found on the Model Record. |
Do Not Charge | If checked, disables all charges for this model row |
Base Value | The reference value used in many rate calculations. Pulled from the Model Record if set before the Rate Sheet is created and before a Calculation Method is selected. Once a method is assigned, the value becomes locked. Future changes must be made manually in the Rate Sheet and do not sync back to the Model Record. |
Tip: “Do Not Charge” overrides all other rate logic for that row.
Required Groupings (Based on Calculation Method)
These fields are mandatory when using a specific Calculation Method.
Field Grouping | Fields | Used With |
Initial Charge | Initial Charge %, Initial Charge | Assignment Method |
Hourly Usage Rate | Hourly Usage Rate %, Hourly Usage Rate | Hourly Usage and Calendar (Minutes or Hours) |
Daily Rate | Daily Rate %, Daily Rate | All Calendar Methods |
Weekly Rate | Weekly Rate %, Weekly Rate | All Calendar Methods |
Monthly Rate | Monthly Rate %, Monthly Rate | All Calendar Methods |
💡 Enter either a % of Base Value or a flat amount — ToolWatch calculates the other field automatically.
Optional Groupings (Enable Additional Charge Logic)
Optional groupings allow more control over how and when charges are applied. They only activate when their checkbox is selected.
Idle Rate Grouping
Field | Description |
Use Idle Rate | Enables idle time charges |
Idle Rate % / Idle Rate Per Hour | Calculates based on Base Value or flat amount |
Maintenance Rate Grouping
Used With: Calendar and Hourly Usage
Field | Description |
Use Maint. Rate Item/Job Charge | Enable maintenance rate by model or cost center |
Promote to Maint. Rate at % / $ | Triggers when threshold is met |
Maintenance Rate % / Per Hour | Rate used once promoted |
Return Credit Grouping
Used With: Assignment
Field | Description |
Return Credit % / Credit | Applies a credit when an item is returned or reassigned |
Minimum Charge Grouping
Used With: All Methods
Field | Description |
Use Minimum Charge | Enables this grouping when checked |
Min. Charge % / Min. Charge | Sets the minimum amount to be charged. Enter a value in either field, and ToolWatch will calculate the other automatically based on the Base Value. |
What it does: The Minimum Charge applies a flat amount if the calculated charge for an assigned item is below the minimum threshold when the charge is processed.
🛠 To enable this logic, select the Use Minimum Charge checkbox and enter a value in either the Min. Charge % or Min. Charge field. ToolWatch will calculate and display the other field automatically.
Example: A tool has a Daily Rate of $12.50 and a Minimum Charge of $50.00. If the tool is assigned, then returned after 3 days, the normal charge would be:
3 days × $12.50 = $37.50
Because this is below the Minimum Charge, ToolWatch will charge $50.00 instead.
Maximum Charge Grouping
Used With: All Methods
Field | Description |
Use Maximum Item Charge | Enables a cap on charges earned by an individual tool over its lifetime (Item-level) |
Use Maximum Job Charge | Enables a cap on charges billed to a specific Cost Center during one assignment (Job-level) |
Max. Charge % / Max. Charge | Sets the maximum amount. Enter a percentage of Base Value or a flat amount — ToolWatch calculates the other automatically |
What it does:
The Maximum Charge grouping automatically stops billing when a tool reaches a defined charge limit. You can cap charges:
Per item (across all projects)
Per job (per Cost Center)
ToolWatch tracks both:
Total charges earned by each tool (Item Charge), and
Charges accrued during a specific assignment (Job Charge)
✅ To activate a cap, check Use Maximum Item Charge or Use Maximum Job Charge. Then enter a value in either the Max. Charge % or Max. Charge field. ToolWatch will calculate the other.
Example – Maximum Item Charge:
A compressor has a Base Value of $3,000.
You check Use Maximum Item Charge and set the Max. Charge at $2,500.
Once ToolWatch bills $2,500 for that specific tool, all future assignments will no longer accrue charges for it — even if it’s reassigned.
Example – Maximum Job Charge:
You check Use Maximum Job Charge and enter $750.
Once that tool earns $750 within a single Cost Center, ToolWatch stops charging for it on that job, even if it remains assigned.
💡 Item Charge tracks total charges over the tool’s entire life. Job Charge applies per assignment.
Loss Charge Grouping
Used With: All Methods
Field | Description |
Use Loss Charge | Enables the loss billing feature for retired (lost) tools |
Loss Charge % / Loss Charge | Sets the amount billed when an item is not returned. Enter a percentage of Base Value or a flat dollar amount — ToolWatch calculates the other |
Charge Net Loss | Deducts previously accrued charges from the Loss Charge to prevent overbilling |
What it does:
Loss Charge allows you to recover the replacement cost of a tool when it is retired or lost. When the tool is marked as retired in ToolWatch, and Use Loss Charge is enabled, the Rate Sheet will generate a charge based on the defined value.
You can also enable Charge Net Loss to ensure the final loss charge does not exceed the replacement cost by subtracting any usage charges already applied.
✅ Check Use Loss Charge to activate this feature.
Then enter a value in either Loss Charge % or Loss Charge, and ToolWatch will calculate the other.
✅ Check Charge Net Loss if you want ToolWatch to apply only the difference between the replacement value and what has already been billed.
Example 1 — Without Net Loss Enabled:
A drill has a Base Value of $188.
Loss Charge is set at 115% = $216.20
Tool was assigned to a project and accrued $100 in usage charges
Use Loss Charge ✅ is checked
Charge Net Loss is not checked
Once the drill is marked as retired, ToolWatch bills:
$100 (usage charges) + $216.20 (loss charge) = $316.20 total
Example 2 — With Net Loss Enabled:
Same tool and conditions, but now:
Charge Net Loss ✅ is checked
Now ToolWatch subtracts the $100 already charged from the loss value:
$216.20 - $100 = $116.20 total
This ensures the project is not overcharged, and the final cost reflects the remaining replacement value.
Cost Code
Used With: All Methods
Field | Description |
Cost Code | Adds a default Cost Code to each Job Cost or Billing charge when none is entered on the original transaction |
What it does:
Cost Codes are used to group charges within a Cost Center, helping you track and report on specific activities (e.g., labor, equipment use, rentals).
ToolWatch supports three ways to apply Cost Codes:
Header-level entry on a transaction
Enter a Cost Code at the top of a Transfer Ticket, Work Order, or other transaction.
→ This applies the code to all line items by default.Line-level override
You can enter a different Cost Code for individual lines.
→ These will override the header-level code.Rate Sheet entry (default fallback)
If no Cost Code is provided in the transaction, ToolWatch will use the Cost Code on the Rate Sheet.
→ This ensures billing continuity even if the user doesn’t enter a code during the transaction.
Why it's useful:
Setting Cost Codes on the Rate Sheet ensures that Job Cost and Billing charges never go untagged, even if your field or warehouse team doesn’t enter Cost Codes. It creates a backup that simplifies charge tracking and removes the need for manual input by users who may not know the project coding.
✅ If your team doesn’t consistently enter Cost Codes in the field, set them on the Rate Sheet for each model. This reduces errors and fills in missing data automatically during charge processing.
GL Accounts
Used With: All Methods
Field | Description |
GL Charge Account | Maps the cost portion of the transaction to a specific account in your ERP or accounting system |
GL Credit Account | Maps the offset or revenue portion of the transaction for billing or internal recovery |
What it does:
The GL Charge Account and GL Credit Account fields are used to define how Job Cost and Billing data is mapped when exported from AlignOps to your accounting system or another integrated platform.
When transactions are posted and then exported:
These values will be included in the export file
You can use them to streamline reconciliation with GL codes used by Finance or Accounting
✅ These fields do not affect in-app calculations — they are used strictly for export mapping and reporting.
Field Entry Tips
When entering values in Rate Sheet fields:
Always use the Tab key to move between cells
Do not use symbols like %, $, or commas
✅ Correct: 0.05 or 75
❌ Avoid: 5%, $75.00, 0,05
To activate a value, Tab out of the field
To disable a field, uncheck its checkbox or enter 0
🧭 Source: Navigation Tips PDF