Create a Service Contract
A service contract links a customer to a recurring or fixed-term service agreement. It allows you to manage subscriptions and track service deliveries
Before You Start
- The customer must already be registered in CRM → Customers & Prospects
- Know the contract type, billing frequency, start and end dates, and which services to include
Creating a Contract
Open the CRM
Click the CRM Centre icon in the left navigation menu and click New Contract.
Step 1: Select Customer
Search and select the customer this contract applies to.
The customer must be registered in CRM before a contract can be created. Go to CRM Centre → Customers & Prospects, create the customer record, then return to create the contract.
Step 2: Billing & Timeline
Set the contract terms and billing configuration.
| Field | Required | Description |
|---|---|---|
| Title | Yes | Short label for this contract |
| Description | No | Internal summary of the service agreement |
| Contract Type | Yes | Fixed, Retainer, Subscription & Membership, or Hourly |
| Billing Frequency | Yes | How often the customer is billed (monthly, quarterly, yearly) |
| Start Date | Yes | Date the contract becomes active |
| End Date | Yes | Date the contract expires |
| Payment Terms | Recommended | Agreed payment conditions |
For Subscription and Membership contract types, billing is triggered automatically based on the billing frequency, no service delivery record is required before billing. The system generates invoices on schedule without manual action. Manual invoicing is also allowed if user wants to issue an invoice.
For all other contract types (Fixed, Retainer, Hourly), billing is linked to service delivery. billed automatically or manually.
Step 3: Services
Add the services included in this contract. Adjust unit prices per line as needed.
You cannot add new services to a contract after it has been saved. Plan your service list carefully before proceeding to the next step. If services are missing after registration, a new contract must be created.
Tax amounts are calculated from the tax class assigned to each service at registration. Taxes cannot be set manually on the contract. To correct a tax amount, update the service record in Operations.
Step 4: Review
Review all contract details: customer, billing settings, services, prices, and taxes. Click Register Contract to save.
What Rexolia Does Automatically
| Action | Detail |
|---|---|
| Contract number | A unique reference is assigned at registration |
| Creation date | Recorded automatically at the time of saving |
| Customer link | Contract is attached to the customer record and visible from their profile |
| Automated billing | For Subscription and Membership types, invoices are generated on schedule based on billing frequency |
| Tax calculation | Applied per service line from each service's registered tax class |
Editing a Contract
To edit service contract, Click Edit in the top right of the contract to make changes.
| Editable | Not Editable |
|---|---|
| Title and description | Services Included |
| Start and end dates | Contract type |
| Service prices | type Taxes ( Since it is linked to service) |
If you need to add services that were missed, create a new contract.
Important Notes
No automatic contract creation Contracts are always registered manually. No system event, sale, or quotation creates a contract automatically.
Subscription and Membership billing requires no delivery These contract types bill on a schedule. Staff do not need to log service delivery to trigger invoicing.
Customer must exist before the contract There is no option to create a customer from within the contract form.
Troubleshooting
Customer not found in the contract form Register the customer first in CRM → Customers & Prospects, then return to create the contract.
Tax amount is incorrect Taxes are set on the service record, not on the contract. Edit the service in Operations Hub to correct the tax class before including service in the contract.
Need to add a service after registration This is not possible on an existing contract. Create a new contract with the complete service list.