Service Provider Rate Cards
A Rate Card is the pricing agreement you have on file with a contractor. It defines their hourly labor rates, travel charges, and material markup. When a technician submits a work order for payment, Vigil uses the active rate card to automatically flag any charges that exceed the agreed rates — before you ever have to review the invoice manually.
Prerequisites: Org Admin role. The service provider must already exist in Vigil.
How to open the Rate Card panel
- In the org-level sidebar click Service Providers.
- Find the contractor in the table.
- Click the Rates button in that provider's row.
The Rate Card panel slides open, showing all existing rate cards for this provider and a button to add a new one.
How rate cards work
- A service provider can have multiple rate cards — useful for annual rate changes or different contract terms.
- Only one card is active at a time, determined by the effective date window you set. Vigil applies whichever card's window contains today's date.
- When a technician submits a completed job for payment, Vigil's risk review engine loads the active rate card and checks every line item. Charges that exceed the agreed rates are flagged for your attention during payment review.
Creating a rate card
- In the Rate Card panel, click Add rate card.
- Fill in the fields below.
- Click Save.
Fields
Basic
| Field | Required? | Notes |
|---|---|---|
| Name | ✅ Yes | A label for this rate agreement, e.g. 2026 standard or Emergency contract. |
| Currency | ✅ Yes | Defaults to USD. |
Labor rates
| Field | Label | Notes |
|---|---|---|
laborRegularRate | Regular /hr | Standard hourly rate for daytime weekday work. |
laborAfterHoursRate | After hours /hr | Rate for evening/late-night calls. |
laborWeekendRate | Weekend /hr | Rate for Saturday/Sunday calls. |
laborEmergencyRate | Emergency /hr | Rate for emergency-priority callouts. |
laborMinimumHours | Minimum labor hours | Minimum billable hours per visit (e.g. 2 = always bill at least 2 hours). |
Travel
| Field | Label | Notes |
|---|---|---|
travelRatePerMile | Rate / mile | Per-mile charge for travel beyond the free radius. |
travelFlatRate | Flat trip fee | Fixed trip charge applied per visit regardless of distance. |
travelFreeRadiusMiles | Free radius (mi) | Miles from the provider's base location where no travel charge applies. |
Materials & minimums
| Field | Label | Notes |
|---|---|---|
materialMarkupPct | Material markup % | Percentage added on top of parts cost (e.g. 20 = 20% markup). |
minimumCharge | Minimum charge | Lowest billable amount for any job, regardless of time or materials. |
Effective window
| Field | Required? | Notes |
|---|---|---|
| Effective from | ✅ Yes | Date this rate card takes effect. Defaults to today. |
| Effective until | Optional | Leave blank for an open-ended agreement. Set a date when this card should expire. |
Notes
Free-text field for any additional terms or reminders (e.g. "Includes after-hours surcharge waiver for refrigeration systems").
Editing a rate card
- Open the Rate Card panel for the provider.
- Click the rate card you want to edit.
- Make your changes and click Save.
Tip: Instead of editing an existing card when rates change, create a new card with a new Effective from date. This preserves the history of what rates applied to past jobs.
Deleting a rate card
Click the delete icon on the rate card row. Deleting a past rate card will not affect previously reviewed or approved payment claims that referenced it.
What happens if there's no active rate card?
If a technician submits work for payment and no rate card is active for that date, Vigil's risk review flags it as "No rate card on file". You'll see this flag in the Payment Review queue. You can still approve the claim manually, but no automated rate validation will have run.
What's next?
- Add a Service Provider — set up the provider first.
- Create a Work Order — assign work to this provider.
- Navigating the Web App — find the Payment Review section.