Similar to our Membership feature, you also have the ability to create and assign service contracts to your customers within ServiceWorks.
What are Service Contracts?
A service contract is a legal agreement between a service provider and a client that defines the scope of work, payment terms, and other conditions for services rendered. It provides a clear framework for the relationship, outlining deliverables, timelines, and expectations.
Why Use a Service Contract?
Companies can utilize service contracts for legal protection, ensuring clarity of responsibilities and helping prevent disputes. They also can offer a sense of financial predictability through defined payment schedules and can create recurring revenue.
Here’s how you can create and assign service contracts using the ServiceWorks software:
Creating A Service Contract – Step 1: Notifications & Contract Details
The Service Contract feature is only available if your subscription includes the Membership module. If you don’t have Membership enabled on your active ServiceWorks subscription, the options in the instructions below will not appear.
To begin, start by logging into ServiceWorks and clicking the cogwheel icon in the toolbar to open the Configuration tab. Once opened, navigate to Membership -> Contract Notification Template
Before creating your new service contract, you’ll first need to create and assign a Contract Notification template. This can contain various information about the service contract, such as core contract details, coverage, obligations, etc. The customer will receive this notification message upon enrollment (or assignment) of this service contract.
In the contract notification menu, you’ll see a list of any previously created templates. To create a new template, click the Add New button.
Within the template menu, you’ll have the option to name your template on the configuration tab.
And in the following template tab, you can edit the email, SMS, and robocall portions of your contract notification. We recommend placing all contract details within this section if possible. Once finished, click Save to continue.
Now that you’ve setup your service contract notification, repeat the same process with the Service Reminder Template and Registration Notification, ensuring to reflect the terms and conditions of the service contract in the language used.
Creating A Service Contract – Step 2: Assign a Recurring Service Type
Next, you’ll want to create a recurring service type to assign to the service contract. Doing so will populate the service automatically for each instance it is scheduled. Back in the sidebar, select Recurring Service Type from the Membership list.
In the recurring service type menu, you can use a previously created service type, or create a new one with the Add New button
In the new service menu, you can give the recurring service a name, description, frequency, job description, and assign discounts. The service and item discounts populate from the options available in the Discount Settings. Once finished, click Save to continue.
Creating A Service Contract – Step 3: Creating a Service Contract
Now that you have all your notifications and recurring services configured, you’re ready to create a service contract. Start by navigating back to the side panel and clicking on Memberships. In the membership panel, you’ll want to click the Add New button to begin creating your service contract.
In the Membership tab, you’ll want to name your service contract. We recommend using the same naming conventions as earlier with the notifications and recurring services. You’ll also be able to provide a description, assign a billing frequency, and allow the option for auto-renewal of the contract agreement.
In the Service Frequency tab, you’ll be asked to assign a recurring service type to the contract. In this example, we’ll be using the 1 year contract created from earlier
In the Commission tab, you’ll have the ability to assign the commission rate payout for signing a customer up for this service based on the user’s role. This piece is optional, but can come in handy when trying to track commissions on contracts.
In the Terms & Conditions tab, you can add a disclaimer and further outline the contract’s terms and conditions.
And in the final tab, Notifications, you can assign a contract notification, service reminder, or registration notification to the service contract.
Here’s a quick guide on what each of these notifications will do:
- Contract Notification – Once your customers approve the service contract, the contract notification will be automatically emailed to them
- Service Reminder – Sends a reminder to your customers about scheduling jobs related to their current service contract
- Registration Notification – Sends a notification after registering for a service contract for approval
Once finished assigning the notifications to the contract, click Save to complete your service contract creation.
Assigning Service Contracts
With your service contract now fully created, you’re ready to begin assigning service contracts to customer accounts. Here’s a few ways on which that will be possible:
Service Contract via Customer Edit
Much like your typical membership, you can assign service contracts to customers within the customer edit menu. Navigate to the edit menu for any existing customer (either by searching the customer name or using the Customers menu) and scroll down to the Membership section and click the “+ Add New” link. From there, you can select the service contract name, the start and end dates for the contract (this should auto-populate based on the previously configured settings), and a desired billing date. Once finished, click the save (floppy disk) icon to send a contract notification to the customer for approval. This will mark the contract as pending until the customer approves the contract.
Once saved, you can hover over the 3 dots in the Action column to do the following with the assigned service contract:
- Edit – Allows you to edit the start, end, and billing date of the service contract or select another created service contract.
- Delete – Deletes this contract from the customer’s account.
- Registration Link – This option takes you directly to the contract approval screen, where your customer can review their information, their current contract details, pay for the services, read the terms and conditions, and provide a signature for approval
- Send Registration Email – This will send a link to the contract approval menu to the customer’s email address on file.
Service Contracts via Memberships Menu
You can also access and assign service contracts in the Membership menu, which will give you a quick overview of all memberships and contracts with actively assigned. You can also schedule jobs directly from this menu.
Start by hovering over the Customer tab in the toolbar and selecting Membership from the drop-down
In the Membership page, you can view all of your current, active contracts and the customers assigned to them
You can use the search feature and filters at the top of this page to generate results by customer name, the date range the membership was sold, account number and even the employee assigned
In the panel beneath that, you’ll see the total number of memberships active, as well as the sum total amount of each current membership
And in the table, you’ll see the contract memberships along with how many services are left in the membership, the customer assigned, and its current status
And hovering over the three dot menu at the end of the customer name gives you the following options:
- Create Membership Job – This option will create a job based on the details of service contract, and will use one of the available service charges left on the contract
- Service Plan Visit – This option will display any previously serviced jobs within the contract period
- Billing Cycle – This option will display the current billing cycle for the service contract, as well as any previously paid amounts
- Send Contract Email – This option allows you to resend the service contract to the customer’s email address on file, or another email address.
The Membership feature can also be used to sign customers up for membership services via mobile app. Follow the steps above to enable the membership feature first, then log in to your ServiceWorks Pro App
Tap the Menu icon in the upper left of the screen, then tap Membership from the popup screen that appears
And in the following menu, you’ll be able to view all of your previously created memberships and service contracts, as well as a brief description of their renewal frequency.
Tap on the arrow within your desired membership or contract panel to view a detailed description of the service contract, price, and any additional service, labor or item charges included. When satisfied, tap Subscribe Now to continue
Next, you’ll either create a new customer or search for a customer using the field provided, designate a sales person for the service contract (for commission), select a start and end date for the membership, and finally a billing date on which the agreed amount will be due.
When finished, tap Next to continue
Once the customer and billing date has been set, you’ll be presented with the terms and conditions of the contract, which will require an acknowledgement of the agreement, an option to accept auto-renewals (if set to active), and a signature in order to continue payment. Once completed with these requirements, tap Next to continue.
And in the final part of this menu, you’ll be able to see the total amount due for the services as well as take credit or debit card payments via mobile app. (Note: You will need to ensure that you have already set up your payment processor prior to attempting this; otherwise, mobile payments will not work.)
Need More Assistance?
Contact us:
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Email: support@service.works
Phone: 636-220-4363 Ext #1
