The Service Contract functionality allows you to setup 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: Service Contracts
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 three sections. Each section can be expanded and collapsed with the arrow button next to its name.
General Information
Contract Period
Contract Line & Products
General information
The first thing to do is select a Customer Account which the service contract will be for.
Select Customer from the list via the ellipsis (...), this will populate the Name and Branch fields.
You can then select the Contract Type.
When you select Service Contract, some new fields will appear.
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 be sent on the 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.
You can learn more in the Preferred Engineers Article: Click here.
The Branch’s Service Contract is not used for Customer Contracts and is only selected if servicing your own items of 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 centers 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 lets you decide when the contract should be reviewed after it starts. For example, if you set it to 3 months, you’ll be reminded to review it 3 months in. You can even set it to be recurring if you want regular check-ins, like every 3 months.
You have successfully set up a Contract!
Managing Contract Notifications
You can manage your contract notification settings via the Notification Management menu.
Head to User Settings.
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.