There are 3 types of Contracts in ServiceTrade: Default contracts, Company contracts, and Addendum contracts.
Default contracts define general pricing for jobs for which there is no contract specific to the job's customer or subcontractor.
Company contracts define pricing between your company and a customer or subcontractor.
Addendum contracts define prices that override prices on other contracts to which they are attached. *Addendum contracts are typically needed only in complex subcontracting situations.*
For the purposes of this article we will only be covering how to create Default Contracts and Company Contracts.
It's important to remember that Item PRICES are stored in Contracts NOT in the Item List. You can add an Item's COST (the cost you pay, not the customer) in the Item List, which can later be marked up in a Contract using Mark Up rules. We cover Contract Rules in this Support Article.
Whenever you add an item to a quote or an invoice, we look for two things:
- Is there a company-specific contract that should tell us how much to charge for these items?
- If not, are there default contracts available?
Default contracts are able to be manually selected when building a quote or invoice. Company contracts apply automatically.
STANDARD PRICING CONTRACTS
Every ServiceTrade account starts with one default contract, which we refer to as "Standard Pricing".
(To create new Contracts and view existing Contracts, hover over "Customers", and click "Contracts". The next page that loads will be the Contracts page. You can search and filter this list to find existing contracts in the system.)
This is the Default Contract page. (Notice that the Required Fields are marked with a red asterisks.) The Required Fields for Default Contracts are:
- Contract Name: the searchable name for the Contract you are creating.
- Owner: the name of the User who is creating the Contract.
(Vendor will auto populate with Your Company's name unless otherwise specified.)
*When creating a Standard Pricing Contract it is important to remember NOT to add info into the JOB TYPE, LOCATION FIELDS (OFFICE & REGION), WILL BE APPLIED TO INVOICE FOR, and PARENT CONTRACT.*
The Standard Pricing Contract serves as the base level Contract that you can use to build Default Contracts, Company Contracts, Addendum Contracts, and Contract Rules. Once you've created the Standard Contract you are now ready to start editing it.
Standard Pricing may be edited in one of two ways:
- One-at-a-time. Go to Customers -> Contracts. Find your standard pricing contract. Click Edit Contract Prices. You may search for the item you wish to add a Standard Price to within the orange bar. Once you find the Item you are searching for, you will add the PRICE of that Item into the Amount field. Once the Amount field is filled, you will hit the green plus sign button to the right of the orange bar to add the Item with its Price to the Contract. (For editing existing Item Prices: if you see the Item you wish to edit below the orange bar you will want to delete that Item using the [del] button located to the right of the Item. This will make the item available to select when searching the orange bar again, thus allowing you to Edit the Price of that Item. This would be useful when editing specific Items for Company Contracts.)
2. Bulk update. Go to Customers -> Bulk Import. See "Items and Prices". Note the instructions for mass-updating item prices are built into ServiceTrade. Note that you can update either the standard pricing of an item or its pricing in a particular contract by adding a contract_id. To retrieve a contract_id, visit the page for the contract details, and note the id number in the URL bar (shown below). Note, you may only update one item price per contract, per row of your import file. If you need to update pricing across 5 contracts, you would need to have 5 rows with that item_code, each row having a different contract_id.
For more info on Bulk Importing Items and Prices check out this Support Article.
This page allows you to customize Company specific Contracts based on Customer, Invoice Location, Job Type, Locations (Office & Region), and Parent Contract. In most cases you will use your Standard Pricing Contract as the Parent (or base level) Contract to build the Contract rules you want for a Specific Company and/or a set of Locations under that Company.
The example we're using here is for Randy's Pizza Service Call Contracts. We've assigned the Customer, Randy's Pizza, to the Contract in the Customer field. (When entering customer info into this field it will only allow you to pick Companies that exist in your ServiceTrade account. It will not permit you to add a Company/Customer that doesn't exist in ServiceTrade.) We've also selected the Job Type as Service Call. This means that any Service Call Job that is created for a Randy's Pizza location will attach this Contract to the Quote and Invoice associated with this Job. We've also left the Location Fields (Office & Region) set to ALL. This means ALL of the Randy's Pizza Locations with a Job Type of Service Call will be tied to this Contract.
Once you've created the Company Contract you are able to Edit Item Prices on this Contract. Editing Prices in Company Contracts is the same as editing them in Default Contracts. It's important NOT to pick an Addendum for a Customer Contract.
If you are creating a Child Contract, you will need to specify which "Parent Contract" to inherit from. For more info on Parent and Child Contracts check out this Support Article.
You will also notice that there is a check box for "Template Contract." If you only want this Contract to be a template that you copy to create other Contracts from, and don't intend this Contract to directly apply to a customer, then you would check the box.
To create a contract for an arbitrary group of locations:
In order to apply a single set of prices to any group of locations (not just to the entire Company), you will need to create a Default Contract for a "filter group."
First, create a filter group with the locations that you want:
- Go to Customers -> Locations -> Filters -> Create Filter.
- Give the filter a name (like "Zone Alpha Locations").
- Add each desired location using the "Add Location From Any Company" box on the right.
- Save when done.
Now create the Default Contract just for this filter group
- Go to Customers -> Contracts -> Create Default Contract.
- Use the form to create the contract -- be sure to select "Zone Alpha Locations" (or whatever you named the group) in the Location Filter box.
Now this contract will appear on all jobs for those locations. The only downside is that the other, more generic default contract(s) *WON'T* appear in the list of contract choices when you're invoicing these jobs.
To create default contracts for use with any customer:
- Go to Customers -> Contracts -> Create Default Contract.
- Complete the create default contract without any location filters.
Default contracts allow you to create a "bucket" of pricing that can be manually applied to any quote or invoice. Examples of why you might do this include: "Friends and Family Pricing", "Military/Veteran Pricing", etc.