Contracts are are used to invoice for labour and products on a recurring basis. There are three sections that make up a contract and require configuration: Invoicing, Labour and Products.

Invoicing

This is where you define everything invoice related

• 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).

  • Example 1: Start Date of January 1st 2025 with a Repeat Period of Monthly and Invoice Creation 0 days before — the second coverage period would start on February 1st 2025 and the invoice would generate 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 would start on February 1st 2025 and the invoice would generate on January 25th 2025

• Invoice Due (Days later): the invoice will be due on the day the invoice in generated when set to 0.

  • 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 would start on February 1st 2025, the invoice would generate on February 1st 2025 and the invoice would be 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 would start on February 1st 2025, the invoice would generate on February 1st 2025 and the invoice would be 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 would start on February 1st 2025, the invoice would generate on January 25th 2025 and the invoice would be due on February 1st 2025

• Invoice Template: the invoice PDF will be created based on this selection.

  • Navigate to Settings —> Billing —> Invoice Template to create and customise

• Invoice Email Template: the invoice email sent to the selected contacts will be based on this selection.

  • Navigate to Settings —> Email —> Settings and edit your Invoice email address. You can then create and customise 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 E.g Payrix, Pinch

• Reference: the name of the invoice — template fields can be used here such as {{billingmonth}}, {{contractgroupname}} and {{locationname}}

• Auto Approve & Send: the contract will create a draft invoice when this is toggled off (default). Toggle this on and select contacts to have the contract automatically create the invoice, send to the contact and sync to Xero/QBO.

Labour

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

Unlimited Hours

Labour is completely uncapped — all-you-can-eat.

• Auto Approve will automatically approve all time entries with the assumption that the Contract Profitability report will be used to monitor contract health.

• Covered Items define which combination of Work Type 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 and instead flow through to default labour rates or an alternate contract ❌

Per Hour

Labour is billed at the rates specified.

• Use default labour rates will allow 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 labour rate will allow you to set a fixed rate that will override all selected Work Type and Billing Role combinations.

• Use custom labour rates will allow 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

Labour is deducted from a block of hours that have been purchased upfront.

• Navigate to Settings —> Billing —> Block Hour Templates and create your templates E.g block of 10 hours

• The initial Price and Block Balance is what flows through the first invoice.

• Warning Threshold determines at what percentage of remaining hours a Client Banner will appear. E.g 10 hours with 20% threshold would have the client banner appear when 2 hours remain.

• Overrun Threshold determines whether time can still be billed even though 0 hours remain. E.g 10 hours with 30% overrun would allow up to 3 hours to be billed even though 0 hours remain. The next top-up of block hours would immediately consume these overrun hours.

• Covered Items define which combination of Work Type and Billing Roles will automatically be covered by the contract.

Limited Hours

Labour is capped at a specific number of hours and then billed on a per hour basis when that cap is exceeded.

• Allocated Hours is where you’ll set that maximum hours that are covered by the contract.

• You then specify how excess hours will be billed (see ‘Per Hour’)

No labour

Labour is not included or covered in any way. All labour will use the default billing rates.
Navigate to Settings —> Billing — Labour Rates

Products

This is where you add products and bundles that will appear on the invoice PDF and sync to Xero/QBO.

• Use the search dropdown to add products/bundles

• The description/cost/price etc. for product/bundle can be modified and this will only impact this specific contract — the underlying product/bundle will not be changed.

• You can show the invoice period and dynamic quantity values by editing a product/bundle description