Set up clients, sites and services

Before Rytmia can schedule a visit it needs to know three things: who the work is for, where it happens, and what is being done. Those are clients, service locations and services. Set them up once and every quote, shift and invoice afterwards draws on them.

Clients

A client is who you invoice. Create one under Clients as either a Business or a Private client — the choice decides whether the identifier field asks for an organisationsnummer or a personnummer.

Two fields are easy to skip and expensive to skip:

• The identifier. It can be added later, but no quote can be sent without it.
• A contact. A business client with no contacts shows No contacts — a quote cannot be sent to this client, because the quote goes out to a person. A private client gets its contact automatically: Rytmia creates its primary contact from the name and phone number you enter.

Add contacts under the client’s Contacts tab. You choose who receives a quote when you send it, and any contact with a phone number or email can. Contacts at a client covers a private client’s primary contact, contacts without a phone number or email, personnummer, and how a client gets access to the client portal.

Clients also carry a status — Prospect, Active, Inactive or Lost — which you can set by hand. A prospect becomes active on its own through an accepted quote or a confirmed order.

Invoice grouping

Each client has an Invoice grouping setting that controls how completed work is bundled onto invoices: per client, per service location, or per order.

A client with eight sites who wants one invoice per site should be set to per service location. Getting this right now saves you splitting batches by hand later.

Service locations

A service location is where the work is carried out. One client can have many.

This is where practical access information belongs — the entrance to use, the door code, who to call if the key does not work. The field team sees it on their phone when the shift opens, so anything a first-time visitor would need to ask should live here.

Add them from the client’s Service locations tab, or from Service locations in the menu.

Services, materials and fees

What you sell comes in three kinds. All three can go on an order and end up on the invoice, but they behave differently:

Kind	What it is	For example
Services	The work you perform on a visit	Office cleaning, window cleaning
Materials	What you sell and use up on a visit	Detergent, bin bags
Fees	A charge per visit	Call-out, travel

Create them under Services, Materials and Fees. The page you create one on decides its kind, and the kind can’t be changed afterwards. If something ended up as the wrong kind, create it again under the right one.

Machines and tools you own and reuse are not materials. Add them as Equipment.

All three have a name, a unit and VAT rate, how they are measured and taxed, and Billed as, the Fortnox article they are invoiced as. Billed as is only needed when you export invoices to Fortnox. See Connect Rytmia to Fortnox.

You pick the unit from the ones under Units. The client sees the unit’s code, for example kvm, on the quote and the invoice, not its name. Give your units codes that make sense to someone outside your company.

Services

A service is what you actually do. Only services have:

• Instructions — work instructions shown to the field worker on every visit carrying this service.

• Required capabilities — the team assigned to a shift must together cover these for the shift to count as fully staffed.

• Household work — whether the service qualifies for RUT for private clients: Cleaning, Gardening, Moving, or Not household work. See Deduct RUT on quotes and invoices.

• Checklist — see Checklists below.

Capabilities are about coverage, not headcount. If a service requires a floor-machine certificate, one person on the crew holding it is enough — requiring it does not add a person to the visit.

Services are also the only thing that decides how long a visit is. A material or fee sold by the hour does not make the visit longer.

Materials

You put materials on the order with a quantity per visit. That is the planned quantity, and it is what gets billed if nobody changes it.

The field team sees the materials in the app and can change the quantity, or add materials from the order’s price list, while they are on site. You review every change before it reaches the invoice. See Record the materials a visit used and Review a completed shift.

Fees

A fee is billed on every visit at the quantity and price on the order. Fees are not shown to the field team on the shift, and they cannot change them.

Materials and fees never earn a RUT deduction.

Everything needs a price before it can be ordered

A service, material or fee becomes orderable once you add it to a price list. Create one under Price lists with a currency and whether its prices include or exclude VAT, then add what you sell with its prices.

If something is not showing up when you build an order, this is almost always why.

Checklists

A checklist is what the field worker ticks off on site, and it is assembled from layers rather than written per visit:

• The service checklist is what every visit with that service starts from.
• A client or service location can add its own items on top.
• A client or location can also exclude an item from a broader checklist, with a reason — the client waters the plants themselves.

The coworker sees one finished list. Changes apply to shifts that have not started yet; a shift already under way keeps the list it started with.

A working order of setup

1. Create the client, with an identifier and at least one contact.
2. Add the service location where work happens, with access details.
3. Create the services you sell, with instructions and any required capabilities, and the materials and fees you charge for.
4. Put them on a price list.
5. Add checklist items to the service, and any client-specific ones on top.

At that point you can create your first quote.