Introduction
Users can create rate cards for customers that automatically link to the correct customer, transport service, and order type — so that pricing is calculated without any manual input.
Qargo supports two types of rate cards: a default rate card that applies to all customers as a fallback, and customer-specific rate cards that override the default for individual customers or subcontractors. Prices can still be adjusted manually or supplemented with one-off items on individual invoices when needed.
Add a new price list
Navigate to RATES > Rate card customers
Click 'Create price list' to create a new list, or select an existing one to update it.
Select the Transport Service the price list applies to.
Under General Info, give the price list a Name and set a Valid From date.
If creating a default price list, enable the 'Use Price List for all Customers' toggle.
SAVE the price list.
Configure a price list
If the price list was not set as the default for all customers, you'll see a Link New Customer option.
Click and enter the customer name in the Customers field — multiple customers can be selected. Any orders created for linked customers will automatically have the saved prices applied.
📚 If the link option isn't visible, the price list was likely created as a default for all customers — confirm by checking the details just below the price list name.
How default and customer-specific rate cards interact
Customer-specific rate card assignments takes precedence for new orders.
If no specific rate card applies, the default is used as a fallback.
Customers not assigned to the default rate card will require any applicable surcharges to be added manually to their customer-specific rate card.
Changes to rate cards only apply to new orders — completed orders always retain their original pricing.
The Transport Charge is always shown on the invoice; all other items can be added based on your preferences.
Click the edit icon (pencil) to open the Edit Price page.
Click "Add charge" to add an additional item to your invoice.
Set up a price calculation
From the Prices table, click the edit icon (pencil) to enter/edit charges associated to that charge type. This will open a new 'Edit Price' page.
STEP 1: General Info
Name: Name of the charge that will appear on the invoice
Code: Nominal code associated with the accounting package
VAT%: Tax percentage to be applied (if applicable)
Invoice process if price is 0: Option to select if this charge type is to appear as a line item on the invoice if no value is present
STEP 2: Create / Name Pricing Collection
Charges are grouped by collections, shown as individual tabs which can be named for ease of identification.
If no name is specified, the collection (tab) will default to the validity date(s) entered.
Each collection has a Valid From and Valid To date.
If only entering the Valid FROM date, the collection will have no end date.
📚 The pricing collection used to calculate charges is visible in other pages as a link.
Create price collections
Use this option to add multiple pricing collections with different valid to/from dates — for instance, if you have monthly rates, or when updating a price list to reflect a price change while still retaining the original.
To create multiple collections, click '+ Add Collection' to add another tab.
If using the 'Duplicate' option on a collection that has a Valid TO date, the new collection will automatically start from the next available date.
The collection NAME will default to the start date — click on it to overwrite with the correct name.
To remove a price collection, click the Trash icon next to the name.
📚 Consider retaining old collections whenever possible to preserve historical pricing information, which is useful for audits.
STEP 3: Add Price Calculation
There is an option to give the calculation a NAME and DESCRIPTION — useful if a price list has multiple calculation scenarios.
Price calculations can be set up based on a Fixed Amount, Formula, or Price Table.
Step 4: Add metrics
Once selected, you can add metrics in Options based on what the price is based on, e.g. delivery location or number of pallets. This will create the first column and first row of your table.
Once the metrics are chosen, navigate to Table to add prices.
Step 5: Add conditions to your price (if applicable)
Optionally specify that a price is not charged if a certain condition is not met — for instance, a price list that does not apply to a certain zone (e.g. central London).
Once set up, conditions will be visible when creating an order.
Standard price templates
Standard price templates streamline the configuration of price calculations across multiple price lists.
Configured under Transportation Services, templates let you define a calculation structure once and apply it broadly — existing price lists automatically become default templates.
Once a charge template is linked to a price list or charge, the metrics on that calculation can no longer be changed.
To update the metrics, delete the calculation and add a new one. The same applies to calculations on a charge linked to a charge template.
🎥 Check out this video for full overview of creating and using rate cards.
FAQ and best practices
Will existing orders be affected if I update a rate card?
No. Changes to a rate card only apply to new orders. Existing orders retain their original rate card unless manually updated.
What if I need to change a setting on an existing rate card?
Some settings — such as switching the 'Calculate charges per order' option from NO to YES — cannot be changed on an existing rate card. In these cases, create a new rate card with the desired configuration and apply it going forward.
Can I edit the rate card on a job?
The system only allows editing a rate card on a job when it detects a more suitable rate card is available. In that case, a warning will appear and the edit (pencil) icon will be enabled. If no alternative is detected, the option will not be available.
What if a customer isn't assigned to the default rate card?
Any applicable surcharges must be added manually to that customer's specific rate card.
Can I have overlapping pricing collections?
No — ensure each collection has distinct validity dates to avoid conflicts.
Should I delete old pricing collections?
It's best to keep them. Historical collections are useful for audits and maintaining billing consistency.