Step by step
- Set the customer's Copy prices once on the customer page, tab Contracts & invoices (mono, colour, …).
- Open Finance › Contracts and press + New contract: choose the customer, tick their machines, add rental where needed and the service fee.
- On the contract page add other charges (tab Charges), the terms (tab Details & terms: renewal, minimum, pools) and upload the signed contract (tab Documents).
- At the end of each period, open Finance › Contract billing, press + New billing run, finalise and press Create invoices.
What the list shows
Columns: Reference, Customer, Period (dates and billing period), Each period (service fee plus charges; + copies on top), Machines, Files and Status (with auto-renews where set).
Banners warn about contracts ending in the next 60 days and auto-renewing contracts in their notice period. Contracts in their notice period are also in the bell.
Your contract terms (top right) opens the page where you keep your terms and conditions, printed on every agreement.
Statuses
Draft: being set up, not billed. Active: billed in runs that overlap its dates. Ended: kept for your records, not billed. A cancelled contract shows cancelling until its last day.
What can be changed or deleted
Everything on a contract can be edited; changes apply from the next billing run. Finalised runs and issued invoices never change.
A contract can only be deleted if it was never billed and has no jobs. Otherwise cancel or end it: the history stays.
Tips
- Give each customer one price list and let every machine use it; only give a machine its own price when it really differs.
- Use the customer's own reference on the contract so invoices are easy for them to match.
Ideas to try
- Offer an all-inclusive contract (tick everything it covers) and a parts-extra one, and compare them in Finance › Reports › Contract revenue.
- Set a yearly increase on every contract so price rises are never forgotten.
Questions
Who can see contracts?
Owners and admins. Dispatchers and engineers do not see prices.
Can a customer have several contracts?
Yes, for example one per site. A machine can be on one active contract at a time in practice; the customer's prices apply to all of them unless a machine has its own.
We don't do contracts. Can I hide them?
Yes: Administration › Modules › Own contracts & billing › Switch off.
Works together with
- Customer copy prices (one price list for the whole fleet)One price per meter (mono, colour, A3…) for a customer, used by every machine of theirs on a contract. Change it once and the whole fleet follows from the next billing run.
- Create a contract in one screenChoose the customer, tick their machines (with rental if any), set dates, billing period, service fee and what it covers. Copies are priced from the customer's copy prices.
- The contract pageEverything about one contract, in tabs: machines and copy prices, charges, details and terms (price increase, cancel, delete), billing and jobs, and documents.
- Charges each period: rental, lease, software and moreAdd any number of recurring charges to a contract, for the whole contract or one machine, with optional start and end dates. They are billed every period.
- Contract terms: part periods, minimum, pools, invoicing, renewalSet how the contract is billed: part periods pro rata, a minimum copy charge, pooled free copies, who pays and on which invoice, automatic renewal and notice, and a yearly price increase.
- Contract billingEach period: calculate a run for the dates, fix flagged lines, finalise, then create the invoices. The same dates can never be billed twice.
- The bell: what needs attentionThe bell at the top of every office page counts what is waiting for the office right now: jobs to approve, jobs with no engineer, missed SLAs, toner to send, readings to check, offline agents, customer requests and, for owners and admins, jobs to invoice, overdue invoices and contracts in their notice period.