Service Agreements

A Service Agreement is a contract used between a service provider and a client (or customer) that outlines the exchange of services for compensation. 

A Service Agreement describes the terms of service and includes a description of the work, the price for the service, assurances, and the contractor’s and client’s contact information. A service contract can be used for one specific job or an ongoing position that doesn’t have an end date when the contract is signed. 

Service Agreements are usually necessary when a job’s terms become more complex or need a detailed explanation. 

A Service Agreement is also known as Service Contract

If you need to learn how to manage existing Service Contracts, click this link.

Add a Service Agreement to a Customer’s profile 

You can quickly add Service Agreements to your client’s profile. Jobs and Tasks included in the agreement are automatically added to the Upcoming Services list. When new equipment will need regular service, you can quickly create an agreement and add the associated jobs/tasks to it.  

Go to the Customer Module and find the client’s name from the list. If you have a long list of clients, use the Filter bar to quickly find the correct one. Use either the Company name or the contact person.

Open the client’s profile and go to the Contracts tab.

Go to the Add New button and select Service Agreement.

The Service Equipment window will come up.

Fill in the details. The fields with * are required.

General Information

Name*

Give the Service Agreement a name or a title.

Description

Provide a summary of or details about the agreement.

File Upload

Upload relevant files or documents such as equipment or site images, a manual, or an agreement signed document.

Go to Choose File and select the document to be uploaded. More than one file can be uploaded.

To remove an uploaded file click the delete icon (x).

Start and End Dates

Set the Agreement Start* and End* dates on the provided fields. Use the date pickers.

List of Services

Add the Services that are covered in the Service Agreement including jobs, tasks, and equipment. Use the Job and Task templates.

Select a Job Template from the drop-down list.

Selecting a Job Template will enable the Task Template, Equipment, and Recurring fields.

Select the Task Template associated with the Job.

Select the equipment to be used during the performance of the job or task. Select more than one, if needed.  

Set up the Frequency of the Services

Set the frequency of recurrence of the selected jobs and/or tasks.

To start the frequency set up click the repeat icon.

Select if the recurrence will be Weekly or Monthly. The Start and End dates of the frequency will be based on the Service Agreement validity dates.

Complete the setup based on the selected recurrence. Once the Recurrence setup is complete, Save this.

Weekly Recurrence

Click the radio button of Weekly.

On the “Recur every” field, indicate the rate at which the service will happen or occur in weekly terms. This could be every week (1) or every (2) weeks or whatever rate is preferred.

Select, by ticking the checkbox, the specific day(s) of the week the service will be performed.

The total number of weekly visits and specific dates will be displayed based on the set frequency and the agreement validity dates.

Monthly Recurrence

Click the radio button of Monthly.

On the “Day” field indicate the specific day of the month the service will be performed.

Select, by ticking the checkbox, the specific month(s) of the year the service will be performed.

The total number of monthly visits and specific dates will be displayed based on the set frequency and the agreement validity dates.

When Saved, the frequency or recurrence will be added to the selected Job and Task templates.

Add another set of recurring services by selecting another Job template and completing the setup. Add as many services as may be needed to complete the Service Agreement.

Save the New Service Agreement. This will be added to the Contracts List.

The Service schedules included in the agreement are also automatically added to the Upcoming Services list.

View Service Agreement Report

With the Service Agreement Report, you will be able to view a summary of the contract plus the status of the completion of the jobs and tasks associated with it.

Find the Service Agreement to be viewed from the Contracts List. Go to the 3-dot menu to its right and select View Report.

View the agreement details and service status from the Service Agreement Report window.

Edit/Update a Service Agreement

Find the Service Agreement to be updated from the Contracts List. Go to the 3-dot menu to its right and select Edit.

Update the Service Agreement as needed. Save once done.

Edit/Update a Service Agreement: Delete an Uploaded File

To delete an uploaded file, open the Service Agreement in Edit mode. Click the delete icon (x) to the right of the uploaded file name.

From the Delete Warning window that will come up, select Yes to continue with the deletion. Select No to abandon the action.

 The file will be removed. Save the Service Agreement to complete the deletion of the uploaded file.

Edit/Update a Service Agreement: Add an Equipment

To add another piece of equipment to be used in the performance of the job/task, open the Agreement in Edit mode. Go to the Job to be updated.

Go to the Add Equipment field and select the equipment to be added. Save the Service Agreement to complete the action.

Edit/Update a Service Agreement: Delete an Equipment

To remove a piece of equipment from a job/task, open the Agreement in Edit mode. Go to the Job to be updated.

Click the delete icon (x) to the right of the equipment name.

From the Delete Warning window that will come up, select Yes to continue with the deletion. Select No to abandon the action.

The equipment will be removed. Save the Service Agreement to complete the deletion of the equipment from the job.

Edit/Update a Service Agreement: Revise a Recurring Schedule

To revise a recurring schedule of a job/task, open the Agreement in Edit mode. Go to the Job to be updated.

Click the edit icon (pencil) to the right of the recurring schedule.

Edit the schedule as needed. Save it once done

The schedule will be revised and reflected on the List of Services. Save the Service Agreement to complete the revision. Failure to do so will revert the schedule back to the original one.

Edit/Update a Service Agreement: Delete a Service

Delete a Service from an Agreement that will no longer be used or was created in error. It is wise to exercise caution when using this function. Deleting a Service from an Agreement may have an effect on other functions, schedules, settings, or data. This action can not be undone.

Open the Agreement in Edit mode. From the List of Services, go to the Job to be deleted.

Click the delete icon (trash) to the far right of the Service.

From the Delete Warning window that will come up, select Yes to continue with the deletion. Select No to abandon the action.

This will be removed from the Agreement’s List of Services. Save the Service Agreement to complete the deletion.

Delete a Service Agreement

Delete a Service Agreement that is no longer being used/referred to or was created in error. It is wise to exercise caution when using this function. Deleting a Service Agreement even if it is an old one may have an effect on other functions, settings, or data. This action can not be undone.

Find the Service Agreement to be removed from the Contracts List. Go to the 3-dot menu to its right and select Delete.

Alternatively, to remove an agreement from the list tick the checkbox to its left and click the Delete button.

  • To delete multiple Service Agreements, tick the checkboxes to the left of all. If all items on the list will be deleted, just tick the checkbox of the Name header. Before deleting all items on the list, remember that the Contracts list also includes Memberships, not just Service Agreements.

The Delete Warning window will come up. Click Yes to continue with the delete action. Click Cancel to abandon the action.

The Service Agreement will be removed from the list.

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