Overview
The Calendar Flat Rate calculation method establishes fixed dollar charges for tools and equipment on a daily, weekly, or monthly basis. Unlike traditional calendar methods that calculate rates using time multipliers, Calendar Flat Rate uses three fixed dollar price points. Once assigned equipment crosses a defined migration threshold, ToolWatch charges that exact flat rate regardless of how many days are in the billing cycle.
Calendar Flat Rate is an additional option alongside existing calculation methods (Assignment, Calendar Days, Calendar Hours, Calendar Minutes, and Hourly Usage). Existing rate sheets and calculation methods continue to function without change.
Target Audience: Users with access to the Job Cost and Billing module (Pro, Pro+, and Enterprise subscription tiers).
Platform Availability: Configurable exclusively on ToolWatch Web (not available on the ToolWatch Mobile app).
Global Scope: Rate Sheet Rules and migration thresholds apply globally across the entire rate sheet. All items on a single rate sheet share the same threshold rules.
Example Scenario
If a compressor is assigned the Calendar Flat Rate method with the following rates:
Daily Rate: $45.00
Weekly Rate: $150.00
Monthly Rate: $200.00
As the equipment stays on the job, it moves through these pricing tiers based on your Rate Sheet Rules migration thresholds. If it stays past the 40-hour mark, it moves into the weekly tier and charges a flat $150.00. It will remain at that $150.00 flat charge—whether it is on the job for one week or three weeks—until it crosses the 160-hour monthly threshold, at which point it charges a flat $200.00.
Billing Cycle Resets
When a billing cycle finishes, the accumulated hours and rate tier progression reset to zero for the start of the next billing cycle.
Step-by-Step Instructions
In the main navigation menu, click Job Cost and Billing.
Click Rate Sheets.
Click the row of your desired Tools & Equipment rate sheet.
Click View Rate Sheet on the toolbar.
Click Set Rate Sheet Rules... on the toolbar.
Enter your period hours in the Hours in a Day, Hours in a Week, and Hours in a Month fields.
Enter your threshold values in the Migrate to Daily Rate at, Migrate to Weekly Rate at, and Migrate to Monthly Rate at fields.
Click Save to apply the Rate Sheet Rules.
Note: Standard default thresholds are 8 hours for Daily, 40 hours for Weekly, and 160 hours for Monthly. These rules apply globally to all items on this rate sheet.
Locate the equipment line item row.
From the Calculation Method dropdown menu, select Calendar Flat Rate.
Enter your fixed dollar amounts in the Daily Rate, Weekly Rate, and Monthly Rate columns for the row.
Note: When equipment usage crosses a migration point threshold, ToolWatch applies that flat dollar rate for the period, eliminating rate fluctuations between billing cycles.
Click Save or Save And Close at the top of the screen to finalize your rate sheet configuration.