Rates are the depot's tariff: what you charge for storage, gate moves (lift-on/lift-off at the gate), cleaning, heating, repair labour, periodic tests, tank...
Rates
Rates are the depot's tariff: what you charge for storage, gate moves (lift-on/lift-off at the gate), cleaning, heating, repair labour, periodic tests, tank throughput, tank rent, transport and detention. A rate can apply to everyone or to one client, to all unit types or to one, and for storage and detention also to one shipping line, which is how a line's free time is set. Once a month you bill each client from these rates: the App reads the ledger (gate moves, stays, tank movements, finished service orders, delivered bookings), prices every line and creates a draft invoice in the core Invoices module.
Where to find it: Workspace → Logistics → Warehouse → Rates. Billing a month is done on the client's page, tab Equipment & stock, button Bill a month. Rates do not depend on a module: the menu entry shows for everyone who may set rates.
Who can use it
To see and change rates, you need the permission Rates, or the whole billing group Set rates and make draft invoices (also needs the invoice permission).
To bill a month, you need Draft invoices for clients (or the whole billing group) and full access to invoices in your role. Partial invoice access, such as own clients only, is not enough, because a Warehouse invoice covers the whole client. Administrators can always do both.
A role set to Does not see → Prices and billing (rates, Bill a month, estimates from work) has no Rates menu entry and cannot open these pages.
Cannot delete anything stops a role deleting rates. Cannot use bulk actions stops the batch price change.
Where it sits in the operation
Every chargeable event is recorded where it happens. The gate clerk's gate in and gate out create the stays and the gate moves. Tank receipts and deliveries create throughput. A finished service order carries its hours or price. A delivered booking carries its distance. Rates turn those quantities into money, once a month per client, as a draft that someone checks before it is sent. Nothing is invoiced automatically.
Figure 1: Nothing is typed in by hand. Every invoice line comes from a recorded event priced by a rate. Whatever cannot be priced appears as a warning in the preview. It is never billed silently at zero.
What you see
The page explains the main rule at the top: a client's own rate wins over the rate for everyone. The Add a rate button sits at the top right.
Column
What it shows
Client
The client, or Everyone. A storage or detention rate for one line also shows the line as a ship badge.
Service
What is charged (see the list below).
Type
The unit type the rate is for (ISO tank, Container, Reefer, Flexitank, Swap body, Other), or Any.
Price
The amount and what it is per, for example "€ 4.50 / day per unit".
Free days
For storage and detention: days at the start of every stay that are not charged. A dash for other services.
Text on the invoice
The line title on the invoice, if you gave one. Otherwise the service name is used.
Row buttons edit or delete a rate (a delete can be undone straight away). Select several rows to delete them, or use Batch update → Change their price by a percentage: type for example 3.5 for a yearly increase of 3.5 %, or -10 for a 10 % discount. Prices are rounded to the cent.
The services you can price
Service
Per
What is counted
Storage
day per unit
Every day a unit owned by the client is on one of your sites, minus the free days at the start of each stay. Stays come from the unit's gate in and gate out. A part day counts as a whole day.
Gate in / Gate out
move
Gate moves recorded for the client in the month.
Cleaning
cleaning
Done cleaning orders without an agreed price.
Heating
hour
The hours recorded on done heating orders without an agreed price.
Repair labour
hour
Done repair orders with no agreed price and no estimate. Each such order is charged once at this rate.
2.5-year test / 5-year test / CSC examination
test / examination
Done inspection orders without an agreed price, by the test chosen on the order.
Tank throughput
m³ in or out
Product received into and delivered from storage tanks for the client (litres ÷ 1,000).
Tank rent
tank per month
Every storage tank rented to the client, for each month of the period.
Transport per load
load
Each delivered booking without an agreed price.
Transport per km
km
The booking's distance, for bookings without an agreed price. Per load and per km add up when both exist.
Detention
day per unit at the client
Days a unit delivered to the client stays there until it is gated in at one of your sites again, minus the free days.
The fuel surcharge from Warehouse settings is added to transport priced from these rates. It is not added to an agreed booking price.
Add a rate
Click Add a rate.
Choose the Service.
Type the Price. The line under it says what the price is per.
For storage and detention, type the Free days.
Choose the Client. Leave it on Everyone for your standard tariff (empty means the rate for every client).
For storage and detention only: optional Shipping line / operator (the unit's operator), or leave Any line.
Choose the Type or leave Any.
Optional: Text on the invoice.
Click Save the rate.
Which rate is used
For each line the App takes the most specific rate:
The client's own rate for that unit type.
The client's own rate for Any type.
Everyone's rate for that unit type.
Everyone's rate for Any type.
Storage and detention per shipping line. A storage or detention rate can also be given a Shipping line / operator (the unit's operator). That is how a line's free time is set. For storage and detention the order is then: client and line, client, line, everyone. Each time, the rate for the unit type comes before the one for Any type.
Figure 2: Being specific about the client beats being specific about the line, and both beat the unit type. A client contract rate therefore overrides the line's free-time rate for that client's units.
Free time on the unit. The unit's card shows Free until … while the free days last, counted from its gate in, and Costing for N days after that (with the daily price for people who may see money). The Units list shows the same badge on every unit whose free time is over, so you can see what to move out first. The Free time over dashboard widget and the Free time ending notification (a number of days ahead, set in Warehouse settings as Warn before free time ends) use the same storage rate. If the client portal is set to show free time, clients see it for their own units.
Figure 3: Free days run from the actual gate in, even when it was in the previous month. Only the charged days that fall inside the period are billed. A stay that is still open is counted up to the end of the period, or up to today when the period is not over yet.
Bill a client's month
Open the client (Clients → the client) and click the tab Equipment & stock. It shows tiles for Units in, tanks, Open services and Work not invoiced, the client's rented tanks with their level, their units and service orders, and the Billed periods.
Click Bill a month.
Choose the Month (the last 13 months; last month is chosen by default).
Check the lines: description, quantity, price and total, with the total before VAT. Storage lines list the units and days behind them. Warnings tell you what could not be priced, for example "No rate for Storage · ISO tank: not billed." or "Cleaning · HOYU 123456-7 · SO-12 has no price and no rate: not billed."
Click Create the draft invoice. You see "Draft invoice INV-0042 created." The invoice is a normal draft in Invoices, dated today, with the note "Warehouse services from … to …". Check it and send it as usual.
The invoice gets the VAT (VAT on Warehouse invoices) and the Payment term set in Warehouse settings (30 days when nothing is set). You can still change both on the invoice. Fix a missing rate first and then open Bill a month again: the preview is recalculated each time.
Controls and exceptions
One rate per client, line, service and type: "There is already a rate for this client, service and unit type."
A month is billed once per client: "This client was already billed for 2026-09-01 – 2026-09-30. Delete that invoice first to bill it again." Once the invoice is deleted, the billed periods show "invoice deleted this period can be billed again".
Nothing to bill: "Nothing to bill for this month."
A service order and a transport booking are billed once. After billing they carry a Billed badge. Work invoiced earlier through Invoice work is already billed and is skipped by the month.
Service orders are picked up in the month they were finished and bookings in the month they were delivered. An order finished in August that was missed in the August run does not appear in September. Invoice it with Invoice work.
Storage is billed to the unit's owner, not to the "Who pays" of a service order. A unit without an owner is never charged storage.
Storage is shown as one line per unit type. If units of the same type belong to different lines with different storage prices, that line carries a single price. Check it against the unit list in the line description before you create the invoice.
Detention without a rate is simply not calculated. Unlike the other services, it gives no warning.
Prices are taken from the rates as they are when you create the invoice. Changing a rate afterwards does not change an invoice already made. Delete the draft and bill the month again if needed.
For the manager
Monthly close: run Bill a month per client in the first days of the month, after the last gate moves and service completions are recorded. Read every warning: a missing rate is revenue lost.
Free time: the Free time over widget and the Units badges show where storage is accruing. Send Free time ending reminders to clients before the meter starts.
Yearly increase: select the rates and use Change their price by a percentage instead of editing them one by one.
Contract hygiene: keep an Everyone / Any rate for every service you sell. Client and line rates then only express the exceptions.
Reporting: the draft invoices are core invoices, so revenue, payments and ageing appear in the normal invoice reports and in AI Reports. The service and booking figures behind them are in AI Reports as "Depot services (Warehouse)" and "Transport bookings (Warehouse)".
Tips
Start with rates for Everyone and Any type. Add client rates only where a contract says otherwise.
Run Bill a month in the first days of the month, after the last gate moves are recorded.
Read the warnings before you create the invoice: a missing rate means money not billed.
Put an agreed price on special jobs when you create the service order or booking. It wins over the rate.
Use Text on the invoice for the wording the client's contract uses, such as "Depot storage – lift-on/lift-off".
Glossary
Rate
One price for one service, for everyone or one client, any or one unit type, and for storage and detention optionally one line.
Free days
Days at the start of every stay (storage) or every delivery (detention) that are not charged.
Free time
The period a unit may stay before storage is charged, shown as Free until … on the unit.
Stay
The time between a unit's gate in and its next gate out, read from the movements.
Storage day
One charged day of a stay. Part days count as whole days.
Detention
Days a unit spends at the client's premises after delivery, until it is gated in again at your depot.
Throughput
Volume received into and delivered out of storage tanks, charged per m³.
Shipping line / operator
The unit's operator. On storage and detention rates it sets that line's free time and price.
Fuel surcharge
A percentage from Warehouse settings added to transport priced from rates.
Billing run / billed period
One month billed for one client, linked to its draft invoice. It blocks an overlapping run while the invoice exists.
Draft invoice
A core invoice in status draft, checked and sent by a person.
Agreed price
A fixed price on a service order or booking that overrides the rates.
Related screens
Services: done service orders become invoice lines.
Bookings: delivered bookings become transport lines.
Throughput: the volumes behind throughput charges.
Units: the owner of a unit pays its storage days, and the free-time badges.
Clients: the Equipment & stock tab with Bill a month.
