Recurring Services

Finance > Contracts > New > Recurring Services

Services are billed on a contract length, weekly, monthly, quarterly, or yearly basis.

Creating Recurring Services Contracts

1. Select the Finance > Contracts page.
2. Click New > Recurring Services.
3. Enter the following in the Contract Information section.
   • Contract Number - Only displays when editing a contract.
   • Contract Name
   • Contract Description
   • Client
   • Start Date
   • End Date
   • SLA - A contract associated with an SLA overrides the Default SLA when the ticket is linked to the contract.
   • Setup Fees
   • Reference Number
   • Billing Cycle - Contract Length, Weekly, Monthly, Quarterly, Yearly
   • Issue Invoice on -
   • Default Contract - Yes or No
   • Billing Periods based on Calendar Year - Yes or No

     Note: Billing entries are not generated for hours reported on tickets and tasks linked to a recurring service contract. To prevent generating billing lines for labor hours independently of a contract, set the Default Contract option to Yes for that contract. When a new ticket or task is created, the default contract is linked to the ticket or task automatically.

Examples:

Recurring Service Contract billing periods can be established based on the Contract Start Date or based on the Calendar Year. For example, a monthly contract based on Start Date beginning on January 17 would have billing periods that begin on the 17th and end on the 18th of each month. A monthly contract based on Calendar year would have the first period beginning on January 17th and ending January 31st (prorated first month), and each subsequent period would begin on the 1st of the month and end on the last day of the month.

1. Enter additional information in the Custom Fields section.
2. Click Save.
3. Click Add to add services in the Billing Information tab. You can adjust the calculated extended cost and price for each service add to this contract.
   • Service
   • Effective Date
   • Unit Price
   • Extended Unit Price
   • Unit Cost
   • Extended Unit Cost
   • Units
   • Total Price
   • Total Cost
4. Click Save.
5. Review the Contract Billing Price. This is the total price for all the services added.
6. Optionally exclude roles and work types that can report hours to this contract using the Exclusions tab.
   • If hours are reported using an excluded role or work type, the hours are reported against the Default Fallback Contract you specify.
7. Upload files to the contract using the Attachments tab.
8. Click Save.
9. Optionally reopen the contract and click Activate to begin using this contract to create billing entries.
10. When the contract changes, you can review those changes using the Contract History tab.