Service Delivery
A service delivery records the actual execution of a contracted service. Each delivery is linked to a service contract, assigned to a staff member, and must go through a defined lifecycle before an invoice can be issued.
For Subscription and Membership contract types, service delivery scheduling is not required. Billing runs automatically based on the billing frequency set during contract creation.
Before You Start
- The service contract must already be registered in CRM
- The service to be delivered must be included in that contract
- The staff member assigned to deliver must exist in the system
Scheduling a Service Delivery
1. Open the Service Contract
Click the CRM icon in the left navigation menu. Go to Service Contracts and open the desired contract.
2. Schedule a Delivery
Click Schedule Service Delivery and fill in the form:
| Field | Required | Description |
|---|---|---|
| Service | Yes | Select from the services included in this contract |
| Assigned User | Yes | Staff member responsible for delivering the service |
| Start Date & Time | Yes | Scheduled start of the delivery |
| End Date & Time | Yes | Scheduled end of the delivery |
| Delivery Type | Yes | Remote, On Site, Consultancy, or other applicable type |
| Note | No | Internal note about this delivery |
Click Schedule Delivery. The system assigns a delivery reference number in the format SRV-000075.
Delivery Lifecycle
Start the Delivery
Once scheduled, open the delivery record. Click Start Delivery in the top right. This updates the delivery status to In Progress.
Edit Before Completion
While the delivery is in progress, click Edit to update delivery details. If the contract is billed per hour, enter the Actual Hours Worked before confirming completion. This value is used to calculate the invoice amount for hourly contracts.
Confirm Completion or Cancellation
Once the service has been delivered, confirm the outcome:
- Complete: marks the delivery as done and unlocks invoicing
- Cancel: marks the delivery as cancelled. No invoice can be issued for a cancelled delivery.
Issuing an Invoice After Completion
Once a delivery is confirmed as completed, an Issue Invoice option becomes available on the delivery record.
| Option | Description |
|---|---|
| Full Invoice | Issues an invoice for the full service amount set during contract registration |
| Partial Invoice | Issues an invoice for a portion of the service amount |
For hourly contracts, enter the Actual Hours Worked on the delivery record before confirming completion. The invoice will be calculated based on that figure.
What Rexolia Does Automatically
| Action | Detail |
|---|---|
| Delivery number | Assigned at scheduling in the format SRV-XXXXXX |
| Status tracking | Moves from Scheduled → In Progress → Completed or Cancelled |
| Invoice default amount | Pre-filled with the full service amount from the contract |
Important Notes
Subscription and Membership contracts are excluded These contract types do not use service delivery. Billing is automated by the system based on billing frequency.
Actual Hours Worked must be entered before completion for hourly contracts Once a delivery is confirmed as completed, the record is locked. Enter actual hours while the delivery is still in progress.
A cancelled delivery cannot be invoiced If a delivery was cancelled by mistake, schedule a new delivery for the same service.
Troubleshooting
Schedule Service Delivery button not visible Confirm the contract is active and the contract type is not Subscription or Membership.
Service not appearing in the delivery form Only services included in the contract are available for selection. If a service is missing, it was not added during contract registration a new contract is required.
Issue Invoice not available after completion Confirm the delivery status is set to Completed, not Cancelled. Only completed deliveries unlock invoicing.