Repair rates: importing your Schedule of Rates catalogue

Repair rates is where you import your own licensed Schedule of Rates (SOR) catalogue. Once loaded, work-order costing and photo-to-code suggestions switch on throughout the platform.

What it is

Your rates are yours: nothing is shipped, seeded or shared by the platform. You export your own catalogue and import it here, after which both the portal’s work-order costing and the capture app’s scope-of-works step read from the same catalogue.

Before you start

Importing or amending the catalogue requires organisation-admin access to Repair rates; managers and surveyors can read it for costing once it’s loaded.

How to do it

Open Repair rates from the sidebar.
Click Example CSV to see the expected column layout — required columns are code, short description, unit and rate; medium description and trade are optional.
Export your catalogue as CSV or Excel (.xlsx) and upload it.
Review the per-row summary and any errors — a row with an unusable code is rejected, a duplicate code keeps the first occurrence and warns, and missing required fields are listed by row number.
Add a version label (for example “V8 · 2026 rates”) so your team knows which edition is loaded.
Once imported, browse your codes by prefix or plain-English keyword.

How it integrates

On a works order, search your codes, add lines with quantities, and the estimated total updates live.
The capture app’s own Scope of works & costs step reads this same catalogue — a surveyor picks items and quantities and never types a price; whether they can see prices while picking is a separate management-only toggle under Settings → App configuration.
From a defect photo, your organisation’s own AI provider can describe the likely repair task, and a deterministic ranker matches that description to your catalogue and suggests codes with quantity estimates — a human always reviews before adding.
The catalogue is scoped to your organisation only; another tenant can never read your rates.

Common problems

A code I imported isn’t showing up in search. Check it wasn’t rejected during import — review the per-row summary from your last upload for skipped or duplicate codes.
Photo-to-code suggestions aren’t appearing. This needs both a loaded catalogue and an AI provider key configured — see Connecting your AI provider.
My file won’t import. Legacy .xls isn’t supported — save as .xlsx or CSV first.