Agency defaults and holidays

What you'll learn

• How to set the defaults new rate cards start with, and the thresholds that decide what invoice review flags.
• How to set up your holiday calendar, and what a holiday changes about pricing.

What each section changes

Owners and Admins can open Settings › Agency defaults. Each section has its own Edit button and saves on its own.

Important: Check what a default reaches before you change it. Only the thresholds, the holiday calendar, and blank invoice terms touch work you already have.

Section	Starts as	What a change reaches
Default customer invoice terms	30 days	New customer rate cards, and blank Invoice terms
Invoice review thresholds	The values below	Invoices before approval, and pay review
Default rate types	Every rate type on	New customer and interpreter rate cards only
New customer and interpreter cards start with	Ask on each card	New customer and interpreter rate cards only
Holiday calendar	No holidays	Pricing, invoices before close, and draft pay runs

Partner rate cards start blank and take none of these defaults. To change the rules or rate types of a rate card you already have, edit that rate card. See Customer rate cards.

Default customer invoice terms

Invoice terms set how many days after the invoice date a customer's invoice is due, from 0 to 3,650. 0 makes an invoice due on receipt.

• New customer rate cards: start with the default and can change it in their own Billing rules.
• Rate cards with blank Invoice terms: use the default, so a change here reaches that customer's invoices.
• Rate cards with their own Invoice terms: keep them.

Invoice review thresholds

The thresholds decide how far a voucher can differ from what was scheduled or calculated before invoice review flags it. The Margin floor is the lowest gross margin an appointment can have before it's flagged.

Threshold	Default	Flags when	Allowed values
Voucher duration	30 min	Voucher and scheduled durations differ by this much	0 to 1,440 whole minutes
Margin floor	15%	An appointment's gross margin falls below it	0% to 100%
Duration escalation	120 min	Duration flag turns red as possible AM/PM error	0 to 1,440 whole minutes
Mileage	20 mi	Voucher miles differ from the calculated round trip	0 to 999,999 miles
Travel time	30 min	Voucher travel time differs from the calculated drive	0 to 1,440 whole minutes

When you click Save thresholds, the change reaches:

• Invoices that aren't approved: Fluent re-checks every one.
• Approved invoices: keep the flags they had.
• Pay review: uses the same thresholds. There, Margin floor shows as a Below margin floor flag on the interpreter's row, and it never blocks approval.

See Invoice review flags and Pay review flags.

Default rate types

Rate types are the price columns on a rate card. Pick the ones new rate cards start with, separately for Customer rate cards and Interpreter rate cards.

• Regular: always on.
• Rush and Holiday: Turn one off, and new rate cards of that kind start without that column. With Rush off, the rate editor doesn't ask for a Rush lead time.
• After hours: Follows each rate card's operating hours, whatever you pick here.

A rate card can add a rate type back with Edit rate types.

New customer and interpreter cards start with

A new customer or interpreter rate card starts with these billing rules. A blank row shows Ask on each card, and the rate editor asks for that rule on each new rate card.

Row	What it sets	Customer	Interpreter
Operating hours	When the After hours rate applies	Yes	Yes
Cancellation window	Notice a customer must give to cancel	Yes	No
After late cancel	What a late cancel bills or pays	Yes	Yes
Billed-time basis	Which time counts before the Minimum	Yes	Yes
Rush lead time	How close to the start is rush	Yes	Yes
Merge gap	When same-day appointments bill as one visit	Yes	No
Rounding	How a partly used interval bills	Yes	Yes

For each rule's values, see Billing rules.

Holiday calendar

The holiday calendar lists the dates your agency treats as holidays. Start from the US federal holidays, then add your own dates.

1. Go to Settings › Agency defaults.
2. In the Holiday calendar section, click Manage holidays.
3. Click Apply US holidays.
4. To add a date of your own, click Add holiday.
5. Select the date in Date.
6. Enter the holiday's name in Name.
7. Click Add holiday in the same row.
8. Click Close.

The Holiday calendar section shows how many dates you have and the next ones coming up.

Apply US holidays adds the 11 US federal holidays for the current calendar year. Fluent skips a holiday that's already on the calendar with the same date and name.

• Saturday holiday: goes on the Friday before. For example, Independence Day 2026 goes on Friday, July 3, 2026.
• Sunday holiday: goes on the Monday after.

To remove a date, click × at the end of its row in Manage holidays. Adds and removals save right away.

What a holiday changes

A date on the holiday calendar changes how Fluent prices work on that date and how it counts business days. It doesn't block appointments on that date.

• Pricing: Work on a holiday date bills and pays at the Holiday rate. Without a Holiday rate, a rate card uses Rush inside the Rush lead time, and otherwise After hours, then Regular.
• Business days: A cancellation window or Rush lead time in Business days skips weekends and holiday dates. Hours and Calendar days don't skip holidays. See Cancel an appointment.
• Invoices and pay runs: When you add or remove a holiday, Fluent re-prices draft pay runs and every invoice in a period that isn't closed. An approved invoice whose amount changes goes back to review.
• Exported, synced, and closed: Invoices already exported or synced to QuickBooks keep their amounts, and closed periods never change.
• New appointments: When the date in the appointment editor is on the calendar, a note under it reads, for example, "Thanksgiving Day is on your holiday calendar."

Rules and limits

• If you delete the profile that the Operating hours row names, the row goes back to Ask on each card.
• A date can hold more than one holiday, but not 2 with the same name.

Troubleshooting

Next year's holidays aren't on the calendar

Apply US holidays adds the current calendar year's dates only. Add next year's dates with Add holiday, or click Apply US holidays again once the new year starts.

New rate cards still show After hours after I turned it off

After hours follows the rate card's operating hours, not Default rate types. The column shows while the profile has Charge an after-hours rate on.

To charge no premium, enter the Regular price in the After hours column. See Operating hours.

A Scheduler didn't see the holiday note on a new appointment

The note shows only for Owners and Admins. The holiday still prices the appointment.

Related articles

• Billing rules
• Operating hours
• Invoice review flags
• How rate cards work
• Cancel an appointment