Add a trailer, a bar or another large piece on the Large Equipment card. EventSage spreads the purchase price across the piece's life, so each event carries a fair share of the cost.
Before you start
You need Can edit on Price list. Without it, Add is grayed out and a saved piece opens as view only.
Steps
- Open Equipment. It's under Settings, then Libraries.
- Click Add on the Large Equipment card. On an empty card, Add equipment does the same.
- Type the piece's name in Name.
- Enter what you paid, or what it would cost to replace, in Purchase Price ($).
- Enter how many years you expect it to last in Lifespan (years).
- Enter how many events you use it at in a year in Uses/Year.
- Read the Cost per use line under the fields.
- Click Save.
Cost per use is the purchase price divided by the lifespan and the uses per year. A $6,000 trailer with a 10-year life and 20 uses a year costs $30 per use. A saved piece updates as you edit it.
Set the price of a use
Leave Price ($/use) blank, where it reads "Auto-calculated", and EventSage takes the cost per use, adds your contingency buffer, applies your Equipment markup and rounds up by the Equipment row of Price rounding. All three live in Pricing structure, and by default only the owner changes them. How markup, margin and the buffer set a price explains the math.
For one piece with its own markup, type a multiplier in Markup (×). A 1.0 is a 100% markup and 0.5 is 50%. Pricing structure takes a percent instead. Clear (use Equipment markup) puts the piece back on your standard markup. Inside a bundle, the bundle's own pricing applies instead.
For a flat price, type it in Price ($/use). It bills as typed, rounded up by the same row. Once the price is above $0, Apply contingency buffer appears unticked, and ticking it adds your buffer on top.
Check what a piece earns
Click a row to open its editor. The panel beside the list shows the wear per use, the Margin and, under Used in, the bundles that use the piece. Check that list before you change a price, because every bundle using the piece changes with it.
Fill in the rest
- How many you own
- Lets EventSage warn you when two events on one date need more than you have.
- Storage location
- Files the piece by where it lives.
- Back-of-house. Keep off client documents
- Keeps the piece costed, packed and counted but off a bundle's contents on a quote, proposal or invoice.
- Tax class
- Applies when the piece is sold on its own. Inside a bundle it takes the bundle's class. Add a tax class for another rate covers the classes.
Bring equipment in from a file
Import items from a spreadsheet covers the files that carry equipment. In the filled-in workbook, an Equipment markup above 10 is read as a percent, so 50 means 50%.
Something look off?
Work through each check in order. Most fixes take under a minute.
The price looks wrong
- 1 · Check whether you typed a price. A typed Price ($/use) bills as typed, without the Equipment markup.
- 2 · Check Apply contingency buffer. When it is ticked, your buffer goes on top of the typed price.
- 3 · Check the markup units. Markup (×) takes a multiplier, so 1 means 100%, while Pricing structure takes a percent.
- 4 · Check Lifespan (years) and Uses/Year. With either one missing, there is nothing to spread the price over.