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Creating a service agreement

Pro and Enterprise feature

Service agreements are available on the Pro and Enterprise plans. On Pro, an agreement covers a customer or one of their sites, with labor-only or inspection-only coverage, and its fee can be billed. Agreements tied to individual equipment and coverage that includes parts need the Enterprise plan, because they build on asset management and inventory. Compare plans to find the right fit for your business.

Open Service Contracts from the side menu and click Add Contract. Only four things are required — a name, a start date, an end date, and whatever you want it to cover. Everything else is optional and can be filled in later.

The form

Field Required What it does
Contract name How you refer to the agreement internally
Contract number — Issued for you when you save. Read-only, and it never changes. See Contract numbering
Your reference The customer's own agreement or PO number, if they gave you one
Description Anything worth recording about the terms
Customer The customer the agreement is with
Site One of that customer's sites, when the agreement covers one address rather than the whole account
Coverage type Full, parts only, labor only, or inspection only. Full and parts only need the Enterprise plan. A fallback — see Coverage
What this agreement covers The tick list that decides what gets waived
Start date When coverage begins, inclusive
End date When coverage runs out, inclusive
Agreement fee billing How the fee is handled. See Agreement fee billing
Monthly fee / Annual fee What the agreement costs
Response time / Resolution time The commitment, in whole hours
Renewal notice How many days before the end date you want reminding. Defaults to 30
Active Clear this to keep an agreement on file without it applying

Click Save Contract.

There is no auto-renew tick box

Renewing is a deliberate act, so the form does not offer one. An agreement ends on its end date, you get the renewal reminder beforehand, and you roll it forward with Renew — which creates the next agreement and links it to this one. Memberships sold from an agreement plan are different: the customer can choose automatic renewal when they buy.

Choosing the customer and site

A site belongs to exactly one customer, so the Site search only offers that customer's own addresses. Pick the Customer first.

Changing the customer clears the site

If you change the Customer on a saved agreement, the Site is cleared — pick one of the new customer's sites again before saving, or the agreement becomes customer-wide.

Choosing the equipment

Attaching equipment needs the Enterprise plan, because it builds on asset management. Click Assets on any agreement row. The panel lists everything the agreement currently covers, and Add Asset opens a search so you can attach more. Remove takes an asset off the agreement without deleting either one, so the coverage history is kept.

An agreement with assets attached is an equipment-width agreement, and it beats a site or customer agreement for jobs on those assets.

On the Pro plan the Assets button is still on every agreement row, marked 🔒 Requires Enterprise Plan. Clicking it opens a short note explaining that attaching equipment needs the Enterprise plan, with a link to upgrade. If an agreement already has equipment attached, for example from before a plan change, the same window also lists that equipment. You can see it, but you can't add or remove equipment on Pro.

What you get after saving

  • The agreement appears under Service Contracts, and under the customer's own Contracts tab if you set a customer.
  • It is given its contract number.
  • From its start date to its end date, it governs the jobs it reaches — coverage is worked out and pre-filled every time you raise an invoice for one of them.