Let's discover what it is!
The Service Contract functionality allows you to set up all your pre-planned Service schedules for customer sites and equipment. It allows you to add multiple sites and equipment service types, plan those jobs for your engineers, order parts, and create recurring invoices. You don’t need a written contract with your customer to set up a Service Contract in Service Geeni.
Essentials!
Check out our Service Contracts video:
Getting There
You can start creating Service Contracts from the Contracts section via the Records menu.
Create a New Contract
This screen displays all your currently active contracts and allows you to manage them in one place.
You can create a new contract or edit an existing one via the Edit icon from the Action Tray.
To create a new contract, click on the Add New Contract button.
This opens the Add New Contract page, which is split into Five sections. Each section can be expanded and collapsed with the arrow button next to its name.
General Information
Contract Period
Equipment & Services
Recurring Invoice Schedule
Uplifts
General information
The first thing to do is select a Customer Account for which the service contract will be for.
Select a Customer from the list via the ellipsis (...), which will populate the Name and Branch fields.
An alert will pop up informing of any other contracts that are open for the customer selected.
Select Yes to continue.
You can then select the Contract Type.
When you select Service Contract, the fields available will change.
If you need to make any changes to the Nominal Codes linked to the service type, you can click on the Action Tray and select the Nominal icon.
Next, you can add a Customer Reference if you need to.
The Attach Doc field lets you attach any relevant documents if needed. For instance, a customer purchase order. These attachments are available to the back-office staff.
For Service Type:
Select Equipment if you will be servicing specific items of equipment and applying ongoing service schedules to them.
Choose Site if you want to set a recurring schedule for the entire location. For example, this option is suitable if you are selling a specific number of days each month for an engineer to be on-site for repairs or maintenance of equipment as needed.
The Cover Type field allows you to capture what cover may be included on the contract. This field is only used for information and reporting purposes, but allows you to separate Cover Types at a high level.
In General:
A Full Maintenance cover type is a contract type that has a pre-agreed charge for the parts and labour on each service.
Non-full maintenance is a contract type that often covers part of, but not all of, a service.
Setting up your Service Levels
The Service Level field allows you to categorise your service contracts and set the overall Service Level for the Contract.
You can add new Service Levels by clicking the Add button, then give the service level a name and set a response time.
You can set different Service Levels for any equipment items you add to the contract later on.
Select a Preferred Engineer on the Contract
The Preferred Engineer field is optional but allows you to select a default engineer to send out on service jobs raised from this contract.
This is helpful for scheduling but it is only set as the default engineer for the contract, also, the engineer selected for an individual job can be changed.
The Branch’s Service Contract is not used for Customer Contracts and is only selected if servicing your equipment and tools.
The Notes section allows for the capturing of internal use notes that are not viewable by the customer.
Contract Revenue Profiles
When you’re using a Contract Specific Revenue Profile in Service Geeni, it helps you split the revenue from a service contract between different cost centres in your accounting system. For example, you might want to separate sales for labour and stock.
Keep in mind that revenue profiles only come into play when you’ve set up Recurring Invoicing on the contract. The recurring invoice works like a payment plan for ongoing services and can either be charged at a fixed rate or based on the equipment.
If you don’t have a recurring invoicing set, revenue profiles won’t apply. In that case, invoices are generated after the service is completed, and the job cost codes will be used to handle accounting.
You can edit an existing profile via the Action Tray or create a new one with the Add button.
Start by naming your profile and then click the Add Split button to create more sections.
Once you are done, click Save.
The Contract Period
The Contract Period section allows you to define the duration and terms of a contract. This includes setting when the contract starts, how long it will last, and what happens when it ends. You can also set renewal reminders and review points, which trigger notifications to manage the contract’s life cycle and ensure it's reviewed or renewed at the right times. It helps with the overall management of contracts to ensure they remain active, up-to-date, or end as needed.
In Term Details, you can choose between a Fixed Term or a Rolling Contract:
Fixed Term: You set a specific duration (days, weeks, or months). Once the term ends, you can decide if the contract should auto-renew, convert to a rolling contract, or expire.
Rolling Contract: This option keeps the contract running indefinitely until manually terminated.
For both options, you’ll need to set a Contract Start Date. If you’re going with a Rolling Contract, that’s all you need to do. The contract will keep running and creating service jobs until someone chooses to end it.
If you choose Fixed Term, just set how long the contract will last—whether that’s in days, weeks, or months. The expiry date will be calculated automatically for you. After that, decide what you’d like to happen when the contract ends.
If you select Auto Reissue, the contract will renew at the end of the term.
Rolling Contract will switch the contract to rolling after it expires.
Choose Terminate if you want the contract to expire when the term is up.
There’s also an option to set Renewal and Review points.
You can set the Renewal Point in days, weeks, or months before the contract ends. This will trigger a system notification for you.
The Review Point allows you to determine when the contract should be reviewed after it begins. This date needs to be greater than today's date, now or in the future. You can even set it to recur if you want regular check-ins, such as every three months.
You have successfully set up a Contract!
Equipment & Services
When managing equipment or tools across multiple sites, it’s critical to have clear and automated service schedules in place. These reminders can be applied to individual pieces of equipment, engineer tools, or even to an entire site where routine checks are needed.
For example, if you're tracking assets that require regular calibration or maintenance, such as vans, measuring tools, or other field equipment, you can set up a contract specifically for those items. This allows for greater control and visibility over their service needs. Similarly, if you're conducting general site inspections that aren't tied to specific assets, you can set up site-based services. This is particularly common in facilities management, where routine site visits may involve simple checks like lighting, HVAC systems, or general building maintenance.
Add an Equipment / Tool Service
To add equipment or tools, begin by clicking the Add Equipment/Tool Service button.
On the left, you'll be able to choose from all the customer sites available.
You can filter down to a specific site or view all site locations associated with that customer.
Once you’ve selected the relevant site, choose the equipment you'd like to include.
From there, you’ll be able to assign the equipment to a contract with the select button.
As soon as it's on the contract, you’ll notice that the service sequence is undefined.
Click Undefined to open the Service Schedule window. This is where you can create Service Sequences.
Service Sequences
The service sequence is where the real power lies. You're effectively creating a schedule that governs how often a piece of equipment needs to be serviced. These sequences allow multiple, parallel service routines to be set up for a single item.
Create a Service Sequence
While you can create individual sequences here, it's recommended to create default sequences to save time going forward.
Head to Model Enquiry via the Equipment menu.
Next, select the equipment you want to create a sequence for.
Expand the Default Service Sequences section.
Next, click the Add a new Sequence button.
Sequence A is now ready for you to fill in.
Start with the Sequence Name. Such as Major Service.
Intervals Between Services Are Based On: When defining a sequence, you can choose how the system calculates service intervals.
This can be based on:
Calendar Days, Weeks or Months
Hours Operated
Either Date or Hours
In most cases, clients choose calendar-based scheduling, as usage hours often aren’t tracked consistently enough.
Services Are Scheduled Using: There are two ways to calculate the next service date: fixed or variable.
Fixed Dates: This means that services are always due on the same date, for example, every July 1st. Even if the actual service is done earlier or later, the system keeps the original schedule. This is useful for organisations that prefer a rigid calendar-based plan.
Date of Previous Service: This is a variable schedule, where each service date is calculated from the actual completion date of the previous one. So if a service is completed on August 27th instead of July 1st, the next due date becomes August 27th of the following year. This approach adds flexibility for real-world delays.
Default Type: This lets you set if the sequence is the default for this Model, or suggested.
If Suggested is enabled, when you go to create a sequence, you have the option to select it from the list or create a new one from scratch by clicking Close.
Sequence Start Date Set As: Here, you can set when the sequence should start:
Contract Start Date: The sequence will start from the contract date.
Calculated Date: You can set a delay from the contract start date, so three months from the contract start date, run sequence A.
With all the fields filled out, click Add Service.
Fill in the mandatory fields:
Service Level
Service Type
Charge Code
M/W/D (Months, Weeks, or Days)
Service Frequency: In this example, the frequency is set to twelve months.
When you're done, click Save.
The Service is now added to the Sequence, you can now add another Service.
You can follow the same steps to create a new one.
In this example, we have created a Major and Minor Service.
To ramp things up, let's add an MOT to the sequence.
Follow the same steps as before, you'll notice that Sequence B has been created.
Once it's all filled out, you'll see two Sequences consisting of three services.
How the Sequence Works
Sequence A: After the first Major service, a Minor service will take place six months later, followed by another Major service after 12 months, and so on. Since we have chosen the "Date of Previous" option, the dates will begin after the completion of the prior service.
Additionally, we have an MOT test every 12 months, regardless of the other services. If this was included in the same sequence, you would have to wait almost three years for the next MOT service.
Finally, click Save to confirm your default model service sequence.
Recurring Invoice Schedule
This is to be used if you need to generate recurring service invoices when the contract becomes live.
You have the following options for the recurring invoices:
Not Required: Use this option when no invoices are needed. Ideal for internal branch contracts or when you plan to invoice separately for each completed job. You won't generate any automated invoices under this setup.
Fixed Price: Fixed pricing allows you to set a standard amount regardless of how many items are being serviced. This is ideal when the monthly fee stays the same regardless of the number of vehicles or tools included.
Charge per Equipment: Charging per equipment adjusts the invoice based on what’s actually on the contract. This makes sense when your service model scales with the number of items.
Fixed Price Option – How to Set It Up
Choose whether to invoice in Arrears or Advance, depending on your billing cycle.
The Invoice Account Number auto-fills with the customer from the contract, but you can update it to invoice a third party (like a finance company).
Set the First Invoice Date to control when the system will generate your initial invoice.
Use Site ID and Invoice to Site ID if you want to address invoices to a specific site while still posting revenue to the main customer account.
Enter the First Invoice Value and Next Invoice Value—you’ll charge this same amount for every invoice, regardless of how many equipment items are listed.
Select the Invoice Frequency from the drop-down list and enter the Order Reference to record the customer's purchase order number.
Payment Terms will pull from the customer account by default, but you can adjust them as needed.
Use the Order Ref Expiry Date to get system alerts when the PO is about to expire or to remind yourself to review contract terms.
Turn on alerts using System Settings and Notification Management to stay on top of critical dates.
Enter a percentage in the Uplift field to automatically increase the contract value upon renewal, ensuring your pricing keeps pace with inflation or service improvements.
Charge per Equipment Option – How to Set It Up
Select Charge per Equipment as the Recurring Invoice Option.
Complete all other fields just as you would for the fixed price setup.
Scroll back to the Equipment and Services section to assign invoice prices to individual equipment items.
Managing Contract Notifications
You can manage your contract notification settings via the Notification Management menu.
Head to User Settings.
Then choose Notification Management.
Look for the Contracts section, and enable the notifications for contract renewals and reviews by ticking the box.
Pick the recipients from the list via the ellipsis, and once set, you’ll see notifications pop up in the top right corner, marked by a red dot.
You’ll also find notifications here for things like contract expiry, order reference expiry, and available uplifts.
Pro Tip: If you need to handle contract renewals, go to the Contracts Module on the Contracts page, or add it as a tile for quick access from the Modules menu.
In this section, you can view any contracts due for renewal.
From the action tray, just click the renew icon to quickly renew a contract. It’ll open up the details so you can review or edit anything before confirming the renewal.
Invoice schedules on contracts only create a limited number of invoices.