Configuring Contract Settings

The Contract Settings allow you to configure and customize contract-related features.

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General contract settings

General settings allow you to define default behaviors for the contract.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Contracts.” Select the “Contract General Settings.”

2. Enter the following details.

Contract Prefix – Define a prefix for the contract number. Default Remarks for Contract: Add default remarks that will appear on all contracts. Require Customer/Contact approval?: Toggle “Yes” or “No” to turn the customer/contact approval on or off. Allow sending public link to Customers/Contacts?: Toggle “Yes” or “No” to allow/disallow sending contracts as a public link. Notify Customer/Contact for Contract Approval?: Toggle “Yes” or “No” to notify or not notify the customer/contact for contract approval. Allow Field Executive to view all Contracts?: Toggle “Yes” or “No” to allow/disallow the field executive to view all contracts. Allow Team Leader to view all Contracts?: Toggle “Yes” or “No” to allow/disallow the team leader to view all contracts. Default Contract PDF FileName: Set the default filename format for contract PDFs. Choose Contract Component: Select components to include in contracts. Click Save to apply changes.

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Contract billing period settings

Billing periods define how frequently invoices are generated for contracts.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Contracts.” Select the “Contract Billing Period Settings.”

2. Under billing period settings, click ”+ New Billing Period” to create the billing period.

3. Fill in the billing period details – Name and Value. Choose the type (Days, Weeks, Months).

Click “Save Billing Period .”

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Contract custom fields

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Contracts.” Select the “Contracts Custom Fields.”

Drag and drop the fields from the right panel. Text

• Single-Line Input: This allows you to create a field to enter a single line of free text.
• Multi-Line Input: This allows you to create a field to enter multiple lines of free text.

Date

• Date Input: This allows you to create a field to select a specific date from a calendar.
• Time Input: This allows you to create a field where you can select a specific time.
• Date Time Input: This allows you to create a field where both date and time can be selected.

Selection

• Single-Selection: This allows you to create a radio input Field where one of the provided options can be selected.
• Multi-Selection: This allows you to create check boxes where the provided options can be checked.
• Drop-Down: This allows you to create a drop-down field with the required list of options.

Media

• Upload: This allows you to create a file input field to upload files.

Misc

• Look up : This allows you to create a file input field to look up the products from the parts and services module.

Click “Create New” to create the “Custom Field” group.

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Contract templates

Contract templates allow you to standardize contract formats for consistency.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Contracts.” Select the “Contract Templates.”

2. Click ”+ New Template” to create the new template.

3. Fill in the template details and click “Save Template.”

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Contract approval settings

Approval settings control how contracts are approved within your organization.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Contracts.” Select the “Contract Approval Settings.”
2. Navigate to Timesheet Approval to manage approval hierarchies.
   • Add a new hierarchy by clicking + New Approval Hierarchy.
   
   • Assign users and levels for approval (For instance, John McKeever at Level 1).

Click “Create” to create the approval hierarchy.

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Follow-up reminders

The users can instantly send follow-up reminders before or after a particular date via SMS or Email.

1. Select the “Settings” module from the left panel. Under the “Modules,” Choose the “Contracts.” Select the “Contract Follow-up Reminders .”
2. Click ” + New Reminder ” to create the follow-up reminder.
3. a) Under “Remind To”-The user can send a follow-up reminder to the back office and the customer. The drop-down box lists: “Customer,” “Selected Users,” and “Selected Teams.” b) Under “Reminder Name” - Type the name for the reminder. c) Under “Remind After / Remind Before” -The reminder can be sent “Before”
   or “After.”
   d) Remind At – Enter the time of the reminder.
   e) Under “Reminder Type” -The reminder type can be either “SMS” or “Email.”
   f) SMS Body & Available Components – Choose the available components and create the SMS body.

Click “Create” to create the follow-up reminder.

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Contract packages

Contract packages allow you to bundle multiple contracts, templates, and settings into a single package for streamlined management. Click the ”+ New Contract Package” button in the top-right corner. A dialog box titled “Create Contract Package” will appear. Fill in the following fields:

• Package Prefix: Define a prefix for the contract.
• Package Name: Enter a name for the package.
• Description: Provide a description.
• Contract Terms: Enter the contract terms in months.
• Contract Templates: Choose the contract templates to associate with this package.
• Click the ”+ Add” button to add individual parts, products, and services. Alternatively, use the drop-down menu next to the ”+ Add” button to: Add from Group: Select a predefined group of items to add to the package. Bundle: Add a product or service bundle. Note that bundles added here will not appear as a product type in the filter menu.
• Billing Period: Assign a billing period from the drop-down menu.
• Generate Invoice Before Days: Enter the days before the invoice can be generated.
• Payment term: Choose the payment term from the drop-down menu.
• Invoice Template: Choose the template from the drop-down menu.
• Automatically Generate Invoice: Toggle “Yes” or “No” to turn the automatic invoice generation on or off.
• Send Invoice to Contact: Toggle “Yes” or “No” to turn the automatic invoice sending to the contact on or off.

Click + Save Package to create the package.