Contracts overview

Use contracts to invoice labor and products on a recurring basis. A contract has three sections that you configure: Invoicing, Labor, and Products.

Contract sections

Invoicing
Labor
Products

This is where you define everything invoice related.

Section	Usage
Start Date	The contract coverage will start on this date
Repeat Period	The contract coverage and invoice creation will repeat based on this frequency (Monthly, Quarterly, Half-yearly, Yearly)
End Date	The contract coverage will end on this date and no longer create invoices (optional)
Invoice Creation (days before)	The invoice will be created on the Start Date and every month after based on the repeat period (when set to 0).
Invoice Due (Days later)	The invoice will be due on the day the invoice is generated when set to 0.
Invoice Template	Gorelo creates the invoice PDF based on this selection. Navigate to Settings > Billing > Invoice Template to create and customize.
Invoice Email Template	Gorelo sends the invoice email to the selected contacts based on this selection. Navigate to Settings > Email > Settings and edit your Invoice email address. You can then create and customize via the Email Template Management tab.
Xero Branding Theme (only for Xero)	Specify the branding theme used in Xero. This allows for automatic payments via third-party providers, for example, Payrix or Pinch.
Reference	The name of the invoice. You can use template fields here such as `billingmonth`, `contractgroupname`, and `locationname`.
Auto Approve & Send	The contract creates a draft invoice when this is toggled off (default). Toggle it on and select contacts to have the contract automatically create the invoice, send it to the contact, and sync to Xero/QBO.

Invoice creation examples

Example 1: Start Date of January 1st 2025 with a Repeat Period of Monthly and Invoice Creation 0 days before. The second coverage period starts on February 1st 2025 and the invoice generates on February 1st 2025.
Example 2: Start Date of January 1st 2025 with a Repeat Period of Monthly and Invoice Creation 7 days before. The second coverage period starts on February 1st 2025 and the invoice generates on January 25th 2025.

Invoice due examples

Example 1: Start Date of January 1st 2025 with a Repeat Period of Monthly, Invoice Creation 0 days before, and Invoice Due 0 days later. The second coverage period starts on February 1st 2025, the invoice generates on February 1st 2025, and the invoice is due on February 1st 2025.
Example 2: Start Date of January 1st 2025 with a Repeat Period of Monthly, Invoice Creation 0 days before, and Invoice Due 7 days later. The second coverage period starts on February 1st 2025, the invoice generates on February 1st 2025, and the invoice is due on February 8th 2025.
Example 3: Start Date of January 1st 2025 with a Repeat Period of Monthly, Invoice Creation 7 days before, and Invoice Due 7 days later. The second coverage period starts on February 1st 2025, the invoice generates on January 25th 2025, and the invoice is due on February 1st 2025.

This is where you choose the type of labor and configure how it functions.

Once the labor is set, it cannot be reverted to another labor type, except if you have initially set it to No Labor. To change the type of labor on an existing contract, contact our Customer Support from the sidebar in Gorelo: click the icon, and select Contact us.

Unlimited hours

Labor is completely uncapped (all-you-can-eat type).

Auto Approve automatically approves all time entries, with the assumption that you use the Contract Profitability report to monitor contract health.
Covered items define which combination of work types and billing roles will automatically be covered by the contract.
- Example 1: Remote Support performed by a technician would be covered ✅.
- Example 2: Onsite (Off Hours) performed by a technician wouldn’t be covered. It instead flows through to default labor rates or an alternate contract ❌.

Per hour

Gorelo bills labor at the rates you specify.

Rate	Usage
Use default labor rates	Allows you to use the default rates but then give you the option to choose which Work Type and Billing Role combinations are automatically covered by this contract.
Use fixed labor rate	Allows you to set a fixed rate that overrides all selected Work Type and Billing Role combinations.
Use custom labor rates	Allows you to override individual Work Type and Billing Roles and choose which Work Type and Billing Role combinations are automatically covered by this contract.

Block hours (one-time top up)

Gorelo deducts labor from a block of hours the client purchases upfront. You invoice it once and it doesn’t renew.

Navigate to Settings > Billing > Block Hour Templates and create your templates (for example, a block of 10 hours).
The initial price and Block Balance is what flows through the first invoice.

Section	Usage
Warning Threshold	Determines at what percentage of the remaining hours a client banner appears. For example, 10 hours with a 20% threshold shows the client banner when 2 hours remain.
Overrun Threshold	Determines whether time can still be billed even though 0 hours remain. For example, 10 hours with a 30% overrun allows up to 3 hours to be billed even though 0 hours remain. The next top-up of block hours immediately consumes these overrun hours.
Covered Items	Define which combination of Work Type and Billing Roles will automatically be covered by the contract.

Limited hours (recurring invoice)

Gorelo caps labor at a specific number of hours, then bills any overage on a per-hour basis. The cap renews at the start of each month.

The Allocated hours section is where you’ll set the maximum hours that are covered by the contract.
You then specify how excess hours will be billed (see Per hour).

No labor

The contract does not include any labor component. Use this option when the contract only covers products or recurring fees.

Use case examples

The following table contains billable items that best fit the setup:

Contract setup	Items
You allocate a time balance once and deduct the hours	Block hours Labor rates
You bill a fixed amount every month regardless of hours spent	Recurring product
You bill strictly based on hours, without any product	Labor rates
You allocate a fixed time allowance, then bill on a per-hour basis once exceeded	Limited hours Labor rates

Get paid

Automate recurring billing

Contract sections

Invoice creation examples

Invoice due examples

Unlimited hours

Per hour

Block hours (one-time top up)

Limited hours (recurring invoice)

No labor

Use case examples

​Contract sections

​Invoice creation examples

​Invoice due examples

​Unlimited hours

​Per hour

​Block hours (one-time top up)

​Limited hours (recurring invoice)

​No labor

​Use case examples

Contract sections

Invoice creation examples

Invoice due examples

Unlimited hours

Per hour

Block hours (one-time top up)

Limited hours (recurring invoice)

No labor

Use case examples