Service Contracts

Service contracts let you set up recurring service agreements with your customers. Define the services, schedule, and billing — and the system automatically generates jobs and invoices based on the contract terms.

Plan Requirement

Service contracts are available on the Business plan. Trial accounts also have access during the trial period. If you don't see the Contracts option in your navigation after your trial ends, you may need to upgrade to Business.

Creating a Contract

1. Go to Contracts in the main navigation
2. Click Create Contract
3. Fill out the contract details across the tabs:

Customer & Properties

• Select the customer
• Choose one or more properties covered by the contract
• Give the contract a descriptive title

Services

• Add services from your catalog or enter custom line items
• Set the quantity and unit price per visit for each service

Schedule

• Recurrence: How often service visits occur (weekly, biweekly, monthly, or custom interval)
• Day of week/month: Which specific day services are performed
• Start/end date: When the contract begins and ends. Leave end date empty for open-ended contracts
• Scheduling mode: Fixed (specific date), Preferred (suggests a day), or Flexible (creates unscheduled jobs)

Billing

• Billing frequency: How often the customer is invoiced (weekly, monthly, quarterly, etc.)
• Payment terms: Days until payment is due (default: 30)
• Deposit: Optionally require an upfront deposit (fixed amount or percentage of contract value)
• Price escalation: Automatically increase pricing annually (fixed dollar or percentage)
• Auto-renewal: Automatically renew when the contract expires

Terms & Conditions

• Add your terms and conditions, or use the auto-generated default template
• Write a personal message to the customer (included when sending the contract)
• Set an early termination fee if applicable

Sending a Contract

Once your contract is ready:

1. Click Send to Customer
2. The customer receives an email with a link to review and sign in their Customer Portal
3. Track the contract status in your list view

Customer Approval Process

When a customer receives a contract:

• They can Approve — by typing their full name as a signature and checking the consent box
• They can Request Changes — with a message describing what they'd like modified
• They can Decline — with an optional reason

If changes are requested or the contract is declined, you'll receive an email notification and it will appear in the Attention Needed section of your dashboard. Edit the contract and resend it.

Deposits

If you've configured a deposit requirement:

• After approval, the customer is prompted to pay the deposit online (if Stripe is connected)
• You can also manually mark a deposit as collected (cash, check, bank transfer)
• The contract won't activate until the deposit is collected

How Jobs Are Generated

When a customer approves a contract (and any required deposit is collected), the contract activates immediately and all jobs for the entire contract duration are generated upfront:

• One job is created per property per scheduled occurrence
• Jobs include all the contract's services as line items
• The day-of-week preference is respected for weekly and biweekly schedules
• For open-ended contracts, jobs are generated for a 1-year horizon

Important: Contract jobs do NOT trigger per-job invoices. Billing is handled separately by the contract's billing schedule.

How Billing Works

Invoices are generated based on services scheduled and performed within each billing period:

• At the end of each billing period, the system creates an invoice based on the visits that occurred or are scheduled during that period
• Invoice amounts may vary from period to period depending on how many visits fell within the billing window
• If no visits occurred in a billing period (e.g., during a pause), no charges are generated
• Partial periods at the start or end of the contract are prorated automatically
• Price escalation is applied at the configured interval

Pausing a Contract

You can temporarily pause an active contract by clicking Pause on the contract detail page. Here's what happens:

• All future scheduled jobs are suspended (removed from the calendar)
• No new jobs are generated while paused
• The customer is not invoiced for visits that don't occur during the pause
• The contract start and end dates remain unchanged — the pause does not extend the contract term
• Any jobs already in progress or completed are unaffected

To resume, click Resume. All previously scheduled jobs are restored and billing picks back up where it left off.

Tip: Use pause for seasonal breaks, customer requests, or temporary holds. The contract picks right back up when you're ready.

Cancelling a Contract

You can cancel a contract at any time by clicking Cancel Contract. Here's what happens:

• All future scheduled jobs are removed
• All upcoming and pending invoices are cancelled
• Completed jobs and already-paid invoices are unaffected — historical records are preserved
• A version history entry is recorded

For draft contracts: Cancelling simply discards the draft. The customer is not notified.

For sent or active contracts: Cancelling is permanent and cannot be undone. All future scheduled work and invoices will be cancelled.

Contract Lifecycle

Templates

Save time by creating contract templates:

1. Create a contract with your standard terms
2. Click Save as Template
3. When creating future contracts, select the template to prefill all fields

AI Contract Review

Click AI Review on any contract to get automated feedback on:

• Missing clauses or terms
• Pricing inconsistencies
• Risk factors
• Overall completeness score

PDF Export

Download a professional PDF of any contract for offline sharing or records.

Related

• Invoicing Basics
• Service Frequency
• Creating Estimates
• Viewing Your Contracts (Customer Portal)