Service Agreements let you send a work authorization your customer signs — and pays — the moment you accept a job. Your service call fee and first hour are collected at signing and sent to your account, and their card stays on file for the final invoice.
Service Agreements are part of Pro Tools. If you don't have Pro Tools yet, nothing on your account changes.
Set up your first agreement
Go to Service Agreements in your Pro Tools menu. Your library arrives with two starter templates written for you — a Repair Work Authorization and a Pre-Inspection Agreement (NRVIA). Both start as drafts, and a draft is never sent to anyone, so nothing goes out until you decide it should.
The row at the top of your library is where you choose which template attaches to your listing.
Name it and pick the work type. Repair or inspection — this decides which clause library you get and which jobs the agreement surfaces on.
Choose your terms. Start from the RV Help starter — service fee, labour minimum, parts and materials, liability, payment terms — or begin from a blank document and write your own. You can edit every word before publishing.
Decide what's due at signing
This is the part that gets you paid. Amounts come from your Business → Pricing rate sheet, so you set your rates once and every agreement follows them. Repair agreements start on service call fee + first hour. You can also choose service call fee only, the full fee for fixed-price work, or signature only if you don't want to collect anything at signing.
Choose how customers sign
An “I agree” checkbox is the recommended option and the quickest for your customer. A typed-name signature asks them to type their full name instead. Both are legally binding electronic signatures under the U.S. ESIGN Act and UETA.
Make it your default
Publishing on its own doesn't send anything. For an agreement to ride along on the jobs you accept, it has to be your listing's default for that work type.
Tick Set as default while you're building the template, or pick it any time from Attach to your listing at the top of your Service Agreements library.
Published and set as your default. You can still swap or skip it on any individual job.
Set your cancellation and refund schedule
Under Service Agreements → Cancellation schedule you set your own refund cutoffs — for example a full refund 48 hours out, a partial refund between 24 and 48 hours, and none inside 24 hours.
This schedule is what actually drives refunds if a customer cancels, so it's worth setting once and getting right. The wording inside the agreement document doesn't control refunds — the schedule does.
What happens when you accept a job
With a default in place, your agreement is included automatically when you accept a job. The Accept window names the template, already ticked, so you always know what's going out.
Leave it ticked and the agreement goes to the customer as soon as you accept.
Untick it to skip the agreement for that one job. Your default stays in place for everything else.
To stop sending agreements altogether, remove the default (or unpublish the template) in your Service Agreements library.
What your customer sees
Your customer gets an email and a text with a secure link. On that page they review your agreement, agree to it — by ticking the box or typing their name, depending on how you set the template up — and pay what's due today.
The amount due is broken into your service call fee and the first hour, so nothing looks like a surprise. It's refundable under your cancellation policy.
The payment goes to your connected payout account, and their card is kept on file so the final invoice can be settled without chasing anyone down.
Their receipt confirms the agreement, the date, the method, and the amount charged.
Track it inside the job
Open the job and you'll see a Contract step at the front of your workflow. It shows the agreement timeline — drafted, sent, viewed, signed, payment authorized — so you can tell at a glance whether your customer has opened it, plus a View signed PDF link and the amount collected at signing, which is credited against the final bill.
Common questions
I never opened Service Agreements. Did my customers get contracts?
No. Starter templates arrive as drafts, and a draft is never attached to a job. Nothing is sent until you publish a template and make it your default.
Where does the amount due at signing come from?
From your template's payment preset, which reads your Business → Pricing rate sheet. Change your rates there and the agreement follows.
Where does the money go?
To your connected payout account, the same way invoice payments do. You'll see the amount on the job's Contract step, and it's credited toward the final invoice.
My customer cancelled. What do they get back?
Whatever your cancellation and refund schedule says for the timing of the cancellation.
How do I skip the agreement on one job?
Untick the Include checkbox in the Accept window for that job.
My customer says they can't find the agreement.
Open the job's Contract step. You can see whether it was delivered and viewed, and resend the link from there.