Rules Management

Overview

This guide explains how to create new rules, edit existing rules, copy rules between companies, and manage assignments, line items, and supplemental rules—all in one place. It blends step‑by‑step instructions with field‑tested best practices so your team can configure consistent, accurate billing logic across carriers and vendors.

Creating New Rules

Creating rules begins by selecting the appropriate vendor and configuring a new assignment (rule) and its line items.

Before You Start (Manage Fields & Roles)

Set yourself up for a smooth build:

Verify Assignment Types
Ensure the needed assignment type already exists. Site Admins can create new types; Master Company Admins (MCAs), Vendor Admins (VA) typically select from what exists.
Add Units of Measure (UoMs)
Common examples: Mileage, Ladder Assist, Hourly Rate, Additional Building. If a UoM is missing, add it first so it’s available during rule creation.
Use Flat Fees selectively
Flat Fees often do not populate in batch invoice uploads. If a vendor uses batch, model recurring add‑ons (e.g., an Admin Fee) as a UoM with a fixed cap instead of a Flat Fee.
Name assignments using carrier‑approved terminology
This keeps reporting uniform and prevents confusion for vendors and internal teams.
Turn on Taxes early
Enable the Taxes switch in the rule configuration even if state tax values aren’t set yet.
- Automatic Tax = the system calculates based on configured state rates.
- Manual Tax = the vendor enters the tax amount (for vendors with proprietary tax formulas).
Keep User Types simple
Select Default unless there’s a clear need for role‑specific visibility. Excess user types can cause visibility gaps and messy reporting.

How to Add a New Rule

Go to Vendor Management.
Select the company and click Select.
Open the Rules tab.
Click the Add button.
Choose the Assignment Type (Category) and give the rule a clear Assignment Name (use the carrier’s wording).
Configure each Line Item (tiers, fees, UoMs, caps, tax behavior, etc.).
After each line, click Add Line Item.
When all lines are in, click Save Assignment.

Key Configuration Guidance

When no tiers exist

For items like Erroneous Assignment or other flat‑rate tasks where tiers don’t apply:

Min = 0.00
Max = “Maximum Limit Not Required”
(Do not enter 0.00 for Max; select the “Maximum Limit Not Required” option.)

Soft Cap vs Hard Cap

Hard Cap: the vendor cannot exceed the cap amount.
Soft Cap: the vendor can exceed the cap, but the invoice will flag for review.
- To configure a soft cap, you must check “Cap may be exceeded.”

Ignore Manual Claim Alert

Enable when:

The vendor does not have a claim data feed/integration
Invoices would otherwise all pend for review due to missing data

Scope this setting at:

Assignment level (applies to every line in the assignment), or
Line Item level (targeted exceptions for specific charges)

Mileage Example (illustrative)

Fee Per Unit: 0.70
Dollar Cap: 500
Free Units: 50 (first 50 miles not billable)
Cap may be exceeded: ON (for soft cap behavior)

Field Definitions for New Rule Creation

Assignment‑Level Fields

Field	Type	Description
Assignment Name	Text	Name seen by vendors; match carrier naming for reporting consistency.
Category (Assignment Type)	Dropdown	Managed in Manage Fields; not all roles can create new ones.
Description	Text	Internal context or usage notes.
Force Manual Audit	Checkbox	Requires manual approval before payment.
Force Automatic Audit	Checkbox	Automatically marks invoice Ready for Payment/Paid if logic passes.
Minimum / Maximum Limit	Numeric	Tier boundaries; use 0.00 for Min when no tiers, and “Maximum Limit Not Required” for Max.
Field Fee	Numeric	Fee associated with the tier/non‑tier line.
% Dropdown / % Amount	Dropdown / Numeric	Percentage‑based fee on Total Invoice, Gross Loss Estimate, or Invoice Fees.
Apply Invoice Total Cap	Toggle	Enables invoice‑level caps at assignment or line‑item level.
Ignore Duplicate System Alert	Checkbox	Suppresses duplicate warning when duplicates are intentional.
Taxes Switch	Toggle	Enables tax calculation for this rule (Automatic or Manual).
User Types	Checkbox	Controls visibility; “Default” is recommended unless there’s a specific need.

Line Item Fields

Field	Type	Description
Line Item Name	Text	Label for the charge (e.g., “$2,500.01–$5,000.00 Tier”, “Mileage”).
Unit of Measures	Dropdown	E.g., Mileage, Ladder Assist, Hourly; add via + in Manage Fields.
Fee Per Unit	Numeric	Cost per measurable unit.
Dollar Cap	Numeric	Maximum billable amount for the line. Check “Cap may be exceeded” for a soft cap.
Free Units	Numeric	Units not billable before charges begin (e.g., first 50 miles).
Flat Fee Label / Amount	Dropdown / Numeric	One‑time fee; avoid for batch workflows when possible.
Mark as Optional	Checkbox	Allows vendors to include/exclude the fee.
Select by Default	Checkbox	Preselects the fee; vendors can unselect if allowed.
Fee as Deduction	Checkbox	Treats the fee as a deduction rather than a charge.
Taxes Switch	Toggle	Applies tax to the line.
User Types	Checkbox	Line‑level visibility; keep minimal.
Ignore Pending Reason for Manual Claim	Checkbox	Bypasses manual‑claim pendings for this specific line.
Maximum Limit Not Required	Toggle	Use when the line has no maximum.
Add Percentage Rate	Config	Adds additional percentage‑based charges.
No Dollar Cap Restriction	Config	Removes cap requirement entirely.
Allow Edit Rate	Config	Permits the vendor to edit the rate during invoice submission.

Examples & Best Practices — Fee Schedule Mapping

Use these examples and templates to translate a carrier’s fee schedule into BAP rules. They show the source schedule, the BAP setup, and why certain choices are recommended.

Example — Tiered Field Fee Schedule (Non‑CAT, Property)

Boundary convention: Use the lower bound of the next tier (e.g., $2,500.01) rather than “.99” endings. This avoids rounding ambiguity and keeps tiers non‑overlapping.

Carrier’s schedule (excerpt)

Assignment Type: Non‑CAT Field – Residential
Fixed fee per Gross Loss Estimate tier:
- $0.00 – $2,500.00 → $325
- $2,500.01 – $5,000.00 → $425
- $5,000.01 – $10,000.00 → $575
- $10,000.01 – $25,000.00 → $750
- $25,000.01 and up → $950

BAP configuration

Assignment

Category (Assignment Type): Non‑CAT Field – Residential
Assignment Name: “Property – Non‑CAT Field (Tiered)” (use carrier naming)
Taxes: On (Automatic), unless vendor requires Manual
User Types: Default
Ignore Manual Claim Alert: Off unless no data feed

Line Items (one per tier)

Tier 1 — Name: “Tier 1: $0.00–$2,500.00”
- Min = 0.00, Max = 2,500.00, Field Fee = 325
Tier 2 — Name: “Tier 2: $2,500.01–$5,000.00”
- Min = 2,500.01, Max = 5,000.00, Field Fee = 425
Tier 3 — Name: “Tier 3: $5,000.01–$10,000.00”
- Min = 5,000.01, Max = 10,000.00, Field Fee = 575
Tier 4 — Name: “Tier 4: $10,000.01–$25,000.00”
- Min = 10,000.01, Max = 25,000.00, Field Fee = 750
Tier 5 — Name: “Tier 5: $25,000.01+”
- Min = 25,000.01, Maximum Limit Not Required = On, Field Fee = 950

Why / notes

Using $X.01 keeps clear, non‑overlapping ranges.
Build the first tier completely, then use Copy Line Item to speed through the rest (update only Min/Max/Fee).
Add UoMs like Mileage as UoM rows on this same assignment (see mileage and admin fee examples below).

Example — “Erroneous Assignment” (Flat‑Rate, No Tiers)

Carrier’s schedule (excerpt)

Erroneous Assignment → $70 flat

BAP configuration

Assignment

Category: Appropriate to the carrier (e.g., Non‑CAT Field – Commercial)
Assignment Name: “Erroneous Assignment”
Ignore Manual Claim Alert: On only if invoices would otherwise all pend (no data feed)

Line Item

Line Item Name: “Erroneous Assignment Fee”
Min = 0.00, Max = Maximum Limit Not Required
Field Fee = 70.00
No UoM needed (flat line)
Taxes per policy

Why / notes

For no‑tier lines: Min 0.00, Max Maximum Limit Not Required.

Example — Mileage as a UoM on the Assignment (with Soft Cap)

This is not a standalone assignment. Configure Mileage as a UoM on the same assignment as your field fee tiers.

Carrier’s schedule (excerpt)

Mileage: $0.70/mile
First 50 miles free
Cap $500, allow exceptions with review (soft cap)

BAP configuration (add to the same Assignment as your tiers)

UoM: Mileage
Fee per Unit: 0.70
Dollar Cap: 500.00
Cap may be exceeded: Checked (enables soft cap)
Free Units: 50
Default: On (commonly)
Taxes: per policy

Why / notes

Soft cap requires Cap may be exceeded. Keeping mileage under the same assignment groups related charges together.

Example — Administrative Fee as a UoM on the Assignment (Batch‑Friendly)

This is not a standalone assignment. Configure the Admin Fee as a UoM on the same assignment.

Carrier’s schedule (excerpt)

Administrative Fee per claim: $35

Preferred (batch‑friendly) modeling

UoM: “Admin Fee”
Fee per Unit: 35.00
Dollar Cap: 35.00
Cap may be exceeded: Unchecked (hard cap)
Free Units: 0
Default: On

Alternate (non‑batch) modeling

As a Flat Fee set to $35.00, Default On
Use only if you are not relying on batch uploads

Why / notes

Many batch templates don’t surface Flat Fee fields; UoM ensures capture during batch import.

Example — Supplemental Rules: “Difference in Tiers” (with Minimum)

Carrier’s schedule (excerpt)

When a supplemental estimate increases the loss from one tier to a higher tier, charge a supplemental “difference” fee equal to the difference between the two tier fees, with a $150 minimum.
- Example: Original paid at Tier 2 ($425), revised estimate now falls in Tier 3 ($575) → Supplemental fee = $150 (meets minimum).
- If the difference were $120, charge $150 due to the minimum.

BAP configuration (Supplemental Rules tab)

Assignment

Supplemental Reason: “Scope Increase (Tier Difference)” (use carrier wording)
Assignment Name: “Supplement – Tier Difference”
Taxes: per policy
Ignore Manual Claim Alert: As needed (depends on data feed)

Line Item (logic options)

Type of Fee: Difference in Fee Schedule
- Configure to compare New Estimate Fee Tier against Original Paid Tier
Flat Fee as Minimum: Yes
- Minimum Amount: 150.00
Optional: If the carrier wants the difference plus a fixed admin supplement, add a UoM or Flat Fee line for that admin amount (hard cap).

Why / notes

Charges only the incremental difference when the tier moves up.
Flat Fee as Minimum ensures the supplemental invoice is never below the stated minimum.
Most carriers do not issue negative supplements for tier decreases; confirm policy before supporting downward adjustments.

Copy/Paste Templates

Tiered Field Fee (Fixed Fee per Estimate Range)

Assignment
- Category: <Assignment Type>
- Name: <Carrier-approved name>
- Taxes: Automatic | Manual
- User Types: Default
- Ignore Manual Claim Alert: Off | On (with approval)

Line Item 
- Name: 
- Min: (e.g., 2500.01)
- Max: (use Maximum Limit Not Required if open-ended)
- Field Fee: 
- Add Line Item → Save Assignment

Flat‑Rate (No Tiers)

Assignment
- Category: <Assignment Type>
- Name: <Erroneous Assignment (or similar)>
- Ignore Manual Claim Alert: On if no data feed and invoices would all pend

Line Item
- Min: 0.00
- Max: Maximum Limit Not Required
- Field Fee:
- Add Line Item → Save Assignment

UoM with Soft Cap (on the assignment)

In the target Assignment
- UoM Name: <Mileage or other>
- Fee per Unit: 
- Dollar Cap: 
- Cap may be exceeded: Checked (soft cap)
- Free Units: 
- Optional / Default:
- Save Assignment

Supplemental: Tier Difference with Minimum

Supplemental Rules
- Assignment Name: 
- Line Item → Type of Fee: Difference in Fee Schedule
- Flat Fee as Minimum: Yes
- Minimum Amount: (e.g., 150.00)
- Add Line Item → Save Assignment

Quick QA Checklist

Tier edges use $X.01 as the lower bound of the next tier (no “.99” endings).
Top tier uses Maximum Limit Not Required.
No‑tier items: Min 0.00, Max = Maximum Limit Not Required.
UoMs: correct Fee per Unit, Dollar Cap, Free Units; Cap may be exceeded checked when soft cap is intended.
Batch vendors: recurring add‑ons modeled as UoM, not Flat Fee.
Taxes: Automatic vs Manual as intended.
User Types: Default unless a documented exception.
Ignore Manual Claim Alert: enabled only where invoices would otherwise all pend (set at assignment or line).

Editing Existing Rules

Editing follows a consistent pattern and includes a two‑step save.

How to Edit Rules

Go to Vendor Management → select the company → Select.
Open the Rules tab.
Click the rule and select Edit.
In Current Line Items, choose the line you want to modify.
The page reloads with editable fields.
Make your changes.
Click Add Line Item to bind your change.
Click Save Assignment to finalize.

Time‑Saving Tips

Copy Line Item for tiered schedules. Build the first tier completely (UoMs, caps, tax settings). Use Copy Line Item for each new tier and update only Name, Min/Max, Field Fee.
Remember the two‑step save. Always Add Line Item first, then Save Assignment—skipping either step will discard changes.

Copying Rules Between Companies

Copying rules lets you replicate fee schedules across multiple vendors quickly. This tool is permission‑restricted for Admins.

How to Access

Go to Settings → Copy Rule.

How to Copy Rules

Select From Vendors: Choose the source company.
Rule Type: Regular or Supplemental (this updates the available categories).
Category: Pick the assignment category (defaults to All).
Assignments: Select one or more assignments to copy.
- All UoMs and Flat Fees tied to the selected assignments are copied.
Destination Vendors: Choose the recipients.
Click Copy Rules and confirm the success message.

After Copying (Important Checks)

Confirm User Types (typically Default).
Verify Tax settings (Automatic or Manual) match the vendor’s expectations.
Reconfirm Caps, “Cap may be exceeded” (soft vs hard), Ignore Manual Claim Alerts, and any rate edit permissions.

Managing Assignments and Line Items

Rules are composed of Assignments (the high‑level billing frame) and Line Items (individual charges and logic).

Assignments Tab

Use this area to:

View active and inactive assignments (10 per page)
Export assignments to Excel
Review change history
Add, edit, deactivate, or reactivate an assignment

Line Items Tab

Selecting a line item reveals:

Tier thresholds (Min/Max)
Field Fees and percentage rates
UoMs (rate, cap, free units)
Flat Fees
Tax behavior
Optional/default and deduction settings

Assignment‑Level vs Line‑Item‑Level Controls

Assignment‑level settings (e.g., Ignore Manual Claim Alert) apply to all line items within the assignment.
Line‑item‑level toggles allow surgical exceptions for specific charges.

Supplemental Rules Management

Supplemental rules mirror regular rules but apply to supplement invoices. You can:

View active/inactive supplemental rules
Filter by Supplemental Reason (from Manage Fields)
Export supplemental rules
Add, edit, deactivate, or reactivate supplemental rules

Supplemental rules include extra fee‑logic options (e.g., Flat Fee as Minimum) and support the same best practices for naming, UoMs vs Flat Fees (for batch), taxes, caps, and soft/hard‑cap choices.

Workflow Summary

Create new rules for onboarding vendors or adding a new fee schedule.
Edit rules when pricing tiers, caps, or parameters change.
Copy rules to scale configurations across similar vendors or carriers.
Manage assignments and line items to keep configurations clean and transparent.
Maintain supplemental rules for follow‑up or add‑on billing scenarios.

Conclusion

Following this Create → Edit → Copy → Manage workflow ensures consistent, accurate rule configurations across vendors and carriers—while keeping your review effort focused and predictable.