Daily fees

For time and materials projects, you may wish to pay for all or part of the daily expenses (lunches, travel, equipment rental, etc.) of the Consultant working on one of your projects. This article explains what the daily expenses are on the platform, how to set them up and how to use them.

Within this article

• Definition of daily fees
• How to set them up and use them
  • Set up by the Company Administrator
  • Usage by the Operational, when creating an RFP
  • Usage by the supplier, when responding to an RFP
  • Management by the Operational, for the proposals received to an RFP
  • Within the Activity Report

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Definition of daily fees

Thanks to this Daily fees feature, it is possible to specify in your RFPs the type of daily fees that you are willing to bear.

There are two types of daily fees:

• Fixed rate daily fees : The amount of the daily fees charged per day will remain fixed regardless of the number of hours worked by the Consultant (e.g: the round trip between home and the workplace)
• Variable daily fees : The amount depends on the time worked by the Consultant (e.g: equipment rental)

This feature can be setup by the Company Administrator only.

Once setup, operationals have the possibility to add one or several types of daily fees when creating the RFPs.

Suppliers will then be able to enter the amount of the daily fees they wish to see covered, when responding to an RFP. It will then be possible for your buyers to challenge these amounts if you have the Negotiation module Premium feature.

As a Premium feature, if you wish to benefit from it, please contact your Customer Success Manager, or our Support Teams in order to activate it. 

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How to set them up and use them

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Set up by the Company Administrator

As a Company Administrator, you need to set up the types of daily fees you are willing to cover according to the following steps: 

1. Go to the Company tab, and then click on Daily expenses
2. In the page that will appear, fill in the required information for each daily expense:
   • Name of the daily expense to be added
   • Description
   • Check "total for fix rate" if applicable
3. Once you are satisfied, click the (+) button at the end of the line to save

For each daily fee type created, it is possible to check the box Total for fix rate, which implies that the amount of the daily fees charged per day will remain fixed regardless of the number of hours worked by the consultant.

Let's take the example of a purchase order with the daily fees below:

• Transport: 50€
• Computer rental: 20€

Let's say that the Total for fix rate box has not been checked beforehand for the computer rental, but has been checked for the transport. If the consultant indicates in his Activity Report that he worked half a day instead of a full day, then the transport costs will still be covered up to 50€ but the computer rental will be divided by two, i.e. 10€ instead of 20€.

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Usage by the Operational, when creating an RFP

When he creates an RFP, the operational will have the opportunity to select daily fees in step 6 of the RFP creation form.

When the RFP is published, the daily fees appear on the Dates and budgets insert located at the top right of the RFP.

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Usage by the supplier, when responding to an RFP

When the supplier (business manager or director) sends a proposal, specific fields are available for him to enter the amount of daily costs he wants the client to pay for his consultant.

Below is an example of what the supplier sees when responding to an RFP:

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Management by the Operational, for the proposals received to an RFP

In the RFP tab, click on My RFPs to access the table with all your RFPs.

1. Identify the RFP for which you want to access the proposals, and click on the Option menu
   • Click the sub-menu View all proposals
2. You are redirected to the proposals page
   
   • Click the three-point menu on the right and select View details
3. In the pop-in window that will appear, you will find a summary of the proposal, including: 
   • The dates of the project
   • The business manager
   • The daily rate
   • The amount of daily expenses indicated by the supplier

Please note that, as well as the daily rate, the daily expenses are negotiable through the negotiation module, once the proposal has been qualified as interesting. For more information about the Negotiation module, please read this article.

Once the proposal has been accepted and the project has started, it is no longer possible to change the daily fee rate. No regularization will be possible, not even on the Activity Report.

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Within the Activity Report 

The daily fees charged are visible on the Activity Reports, and they are calculated based on the number of days entered by the consultant.   In the example of the image, the consultant worked 22 working days so the client will pay: 22d x 20€ = 440€ of daily fees for lunches.