A service contract is an agreement between a business and its customer that outlines the services to be performed, the timeline for completion, and other essential details. It serves as a formal record of the mutual commitments, ensuring clear expectations and accountability for both parties.

Let’s get started with creating a new contract in Zuper!

Navigation: Contracts and Assets Management module -> Contracts -> + New Contract

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To create a new contract

  • Select the “Contracts and Assets Management” module from the left navigation menu and choose “Contracts.”

  • On the contracts listing page, you will see an overview of existing contracts, including Contract Names, Start & End Dates, Status, and more.
  • Click the “+ New Contract” button at the top right corner of the page to begin creating a new contract.

  • The new contract creation page appears in a user-friendly three-pane layout, making data entry easier:
  1. Left Panel: Enter the contract details, term, and address.
  2. Center Panel: Add important contract information such as contract type (new/renewed), description, and associated parts & services.
  3. Right Panel: Associate contracts with relevant modules like customers, invoice history, properties, assets, and more.

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A. Contract Details

  • Contract Package: Select a package from the dropdown menu. These packages can be configured under Settings > Configuration Settings > Contracts > Contract Packages.

Note: When selecting a package, the contract period, type, and parts & services will be auto-filled based on the package details.

  • Contract Prefix: Enter a prefix to help identify the contract.
  • Contract Name(Mandatory): Provide a unique name to identify the contract

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B. Contract Period

  • Contract Term(Mandatory): Define the contract period in months.
  • Contract Start Date(Mandatory): Set the start date of the contract.

Note: Once the start date is selected, the invoice details are automatically populated based on the chosen package.   

  • Contract Expiry Date(Mandatory): Enter the contract’s end date.
  • Activation Date: Specify the date on which the contract becomes active and its services are available to the customer. Please note that the activation date can be the same as or later than the Contract Start Date, depending on when the customer begins using the contracted services.

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C. Primary Details

  • Contract Ref No: Assign a unique reference number to the contract.
  • Contract Type(Mandatory): Choose the contract type (e.g., New or Renewed).

  • Contract Template: Select the standard template to be used for the contract.
  • Contract Description(Mandatory): Enter a brief description of the contract.

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D. Part/Service Details

Parts & services will be automatically populated based on the selected contract package in the details section. Additionally, you can add items by clicking the ”+ Add” button.

After adding the parts and services to the contract, based on the organization settings, either a transactional-level or line-item level discount will be applied to that contract.

Note: If a line item has a custom tax and the contract includes both taxable and non-taxable parts and services:

  • Only line-item level discounts can be applied.
  • Transaction-level discounts cannot be applied in such cases.

Transaction-level discounts are only applicable when all parts and services in the contract are either fully taxable or fully non-taxable. This restriction ensures accurate discount and tax calculations, preventing any miscalculations.

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E. Associations

When creating a contract, you can associate various modules with the contract as needed to streamline field service operations and maintain a centralized record of all relevant information related to the contract. These associations help ensure seamless contract execution and tracking.

Click the “+” icon next to each section to associate the modules, further enhancing the contract management process and keeping all pertinent information in one easily accessible location.

  • After filling in all the required details, click the “Save Contract” button at the top right corner of the page.
  • A “Save Contract” dialog box appears. Click the “Create” button.”

  • A new contract will be created successfully.