Services, intake forms and pricing rules

Each service you offer in Interdatum has its own intake form, its own pricing rules and its own reusable line items. Clients pick a service on your public intake page and answer that service's questions, and your pricing rules then pre-fill the estimate for that request.

Where do I set up services?

Open Services in the CRM. The Services page ("Configure service offerings, pricing rules, and intake forms") lists every service with its Description and number of Intake Steps, and you can search the list with Search services....

To add a service, click the add button, enter a Service Name and an optional Description (an internal description), and save. For each existing service you can Rename, Duplicate or Configure it. Duplicating a service is a quick way to start a similar service without rebuilding its form and pricing.

When you configure a service, the service editor opens with three tabs:

• Form Builder — the questions clients answer on your intake page.
• Pricing Rules — how the service price is calculated from those answers.
• Line Items — reusable lines you can add to estimates and invoices for this service.

Deleting a service asks you to confirm first, because the deletion can't be undone.

How do I build a service's intake form?

In the service editor, use the Form Builder tab. An intake form is made of steps, and each step holds one or more fields.

1. Under Create New Step, enter a step title (for example "Property details") and an optional subtext shown below the title, then click Add Step.
2. In a step, click + Add Field. Give the field a Label (the question the client sees) and a Field Name (the internal name that pricing rules refer to).
3. Choose the field type: Text, Number, Date, Address, Postal Code, City, Province, Select, Checkbox or Slider. A Select field takes comma-separated options; a Slider takes a min, max and step.
4. Tick Mandatory if the client must answer the field before continuing.

Use the arrows under Steps Sequence to reorder steps, and the edit and remove icons to change or delete a step or field. Removing a step also removes every field in it.

The Date, Address, Postal Code, City and Province field types have fixed field names, so Interdatum can recognize the requested service date and the job-site address no matter which service the client picked.

What does the client see on the intake form?

Your public intake page is shown at the Intake Form URL in Settings → Intake, where you can also copy the link and set the form's background, text and button colours.

On the intake page, the client first picks a service. The first step always asks for First Name, Last Name, Email and an optional Phone Number. If the service's form has no Address field of its own, the first step also asks for the service address (street, city, province, postal code). The client can untick Billing address is the same as the service address to enter a separate billing name and address. The next steps are the ones you built in the Form Builder, followed by a Request Estimate button.

Interdatum checks mandatory fields on each step and again when the form is submitted. After submitting, the client sees Estimate request received with a booking ID. The request is created as a new job with the status "Needs Estimate", and the client is added to your clients list (or matched to an existing client with the same email address).

How do pricing rules work?

Pricing rules live on the Pricing Rules tab of a service. Each rule becomes one priced line on the estimate. A rule has:

• Service Label — the name of the line, for example "Gutter cleaning".
• Base Price ($) — a fixed amount.
• Variable Pricing (Optional) — a Unit Price ($) multiplied by the answer to a Per Unit Input (a field from your form). Choose -- None (Fixed Price) -- for a fixed-price rule. You can also pick a Multiplier Input (Optional) to multiply the quantity by a second answer.
• Condition (Optional) — apply the rule only If Input... matches a value, using Equals, Contains, Greater Than or Less Than. Choose -- Always Apply -- to apply the rule every time.
• Hide Breakdown Logic on Invoices (Show only Total) — shows only the line total, without the base and unit calculation. Rules with this option show a Hidden Logic tag.

A rule's line total is the base price plus unit price times quantity. Rules whose condition isn't met, or whose total is zero, are skipped. The service price is the sum of all matching rules.

How do pricing rules reach my estimate?

Pricing rules don't show prices to the client on the intake form. The rules run when you open the job. When you prepare the job's first estimate, the priced lines from your rules are filled in automatically. You can also add any priced line, or any reusable line item, from the Add configured service menu on an estimate or invoice.

Every line stays editable, so you can change a name, description or amount before you send the estimate. If you pick a different service in Service for this estimate, Interdatum loads that service's priced lines and reusable line items into the menu.

What are reusable line items?

Reusable line items are standard lines you add often, such as a call-out or disposal fee. Set them up on the Line Items tab of a service under Reusable Line Items. Each reusable line item has a Label, Category, Quantity, Unit Price, an optional Description (an internal note shown while you build estimates), and a Taxable checkbox.

When you build an estimate or invoice for that service, reusable line items appear in the Add configured service menu. The line amount is quantity times unit price, and the line keeps the item's taxable setting.