Service Vendor SOW and Rate Card Kit

If every vendor quotes differently, you cannot control price.

This kit standardizes:

• what vendors are quoting for
• how labor is priced
• how materials and parts are marked up
• what proof of work is required
• what service levels are enforceable

This is the minimum viable standard that makes quotes comparable and invoices enforceable.

What you will produce

1. Service scope catalog for your core work types
2. Standard rate card template
3. SOW template with service levels and proof requirements
4. Markup and pass-through rules

Step-by-step implementation

Step 1: Create a simple scope catalog

Start with your top work types:

• HVAC service calls
• plumbing and electrical repairs
• janitorial and day porter
• landscaping
• security
• fire life safety inspections

Scope catalog template (copy and paste)

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Service Scope Catalog

Work type:
Included tasks:
Excluded tasks:
Unit of measure:
Proof required:
Common add-ons:
Common exceptions:

Step 2: Standardize labor pricing

Choose what you want to enforce:

• hourly rates by role
• minimum hours
• after-hours multiplier
• trip charge rules

Rate card template (copy and paste)

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Standard Rate Card

Roles:
- Technician hourly rate:
- Senior technician hourly rate:
- Supervisor hourly rate:

Minimums:
- Minimum billed hours:
- Dispatch or trip charge:
- After-hours multiplier:

Rules:
- Travel time billed: [yes/no]
- Round-up increments:
- Weekend and holiday rules:

Step 3: Set markup rules for parts and materials

Do not debate markups after the invoice arrives. Set the rule up front.

Materials and parts rules (copy and paste)

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Materials and Parts Rules

Allowed markup cap:
- Parts markup cap percent:
- Materials markup cap percent:

Pass-through rules:
- Receipts required for any pass-through charge.
- No markup on taxes, permits, or third-party fees unless explicitly approved.
- Any part above threshold requires pre-approval.

Threshold for pre-approval:
- Any single part above: $__

Step 4: Write the SOW in enforceable language

Not legal advice. Use this as an operating template to align with counsel.

SOW template outline (copy and paste)

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Statement of Work

Scope:
- Covered work types:
- Exclusions:

Service levels:
- Response time targets:
- Escalation path:
- Required check-ins:

Pricing:
- Rate card attached and governs all labor pricing.
- Materials and parts markup rules attached and enforceable.
- Not-to-exceed rules and approval process.

Proof of work:
- Work order ID must be referenced on all invoices.
- Photos, logs, or completion notes required based on scope.
- Acceptance is required prior to payment.

Invoicing rules:
- No invoice without work order ID and proof.
- No after-hours premiums without documented approval.
- Change orders required for scope changes beyond NTE.

Governance:
- Monthly performance review and quarterly QBR.

Common failure modes

• vendors insist on their own quote format, making comparisons impossible
• after-hours pricing is undefined, so emergency pricing becomes routine
• markups are not capped, so pass-through becomes profit center
• proof of work is not required, so disputes are subjective