To begin, navigate to the Clients section and select Service Contracts. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_53_52_32_PM.png" alt="" width="inherit" height="inherit"> In the drop-down menu, select the client that will be covered by this contract. Do this by clicking on the drop-down menu and then on the name of the client. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_54_25_23_PM.png" alt="" width="inherit" height="inherit"> Once you select a client, you will see the Add NEW Service Contract modal slide from the right. Here is where you setup the contract. <ul class="PlaygroundEditorTheme__ul"><li value="1" class="PlaygroundEditorTheme__listItem">Initial setup fee - BILLWAZE will bill this once and only at the end of the first billing period.</li><li value="2" class="PlaygroundEditorTheme__listItem">Monthly fee - This is the monthly amount billed to your client for the service you select. The amount shown here depends on the options you select. You will learn more about it below.</li><li value="3" class="PlaygroundEditorTheme__listItem">Contract Initial Start Date - This is the day the contract becomes active and billing for the service contract begins. If you sign the contract on July 1st with a July 15th start date, you will need to select July 15th in this field. When billing, BILLWAZE takes into consideration the starting date. All tickets opened prior to this date will be charged the predefined company rates for that client. Tickets opened on the same day as and subsequent to the starting date will be covered under the monthly fee, - and no further fees will be charged. Here, we are talking about devices covered by the contract; other devices not covered under service contract will be charged based on the predefined company rates for that client, independent of this start date.</li><li value="4" class="PlaygroundEditorTheme__listItem">Setup fee - This is where you add the initial setup fee in the event you charge one.</li><li value="5" class="PlaygroundEditorTheme__listItem">Set expiry date - Use this feature to tell BILLWAZE when you want to be alerted as to when this service contract expires. Based on how many days in advance you want to be alerted, BILLWAZE will show an alert on the bell icon on the top menu. To set the number of days, "X" you want to be alerted in advance, on the left menu navigate to Admin Settings -&gt; Company Setup/Profile -&gt; Default Client Profile -&gt; Alerts. You always have the option to leave the contract without an expiry date.</li><li value="6" class="PlaygroundEditorTheme__listItem">Description of Coverage - A detailed description of the services covered by the contract.</li><li value="7" class="PlaygroundEditorTheme__listItem">Charge by - There are two options here, to charge per Device / Item or a Flat Fee. If you go with per device / item option, the monthly fee for the contract will be the individual price per Device / Item multiplied by the number of devices covered by the contract. If you go with Flat Fee, the fee entered will be the one billed, no matter the number of devices.</li><li value="8" class="PlaygroundEditorTheme__listItem">Device/Item(s) covered - This is where you select / add the devices to be covered under the service contract.</li></ul> <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_57_58_52_PM.png" alt="" width="inherit" height="inherit"> In the below example, you can see how we added a $250 setup fee, selected July 6th as the start date of the contract, and added a description. For billing, we went with the first option, per Device / Item, and entered $79 for the monthly fee. As you can see, we have the initial setup fee showing up at the top along with a $0 monthly fee. Monthly fee is shown as $0.00 because we haven’t yet added any devices. Let’s go ahead and add devices now. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_58_58_83_PM.png" alt="" width="inherit" height="inherit"> If you are just getting started with BILLWAZE, your Device / Item Category drop-down will be blank, so you will have to create the first category. Categories will help you get organized and become useful in other sections within BILLWAZE. Every device / item needs to be part of a category, so go ahead and create two: Laptops and Desktops. Click on Select Category and then on New category. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_00_35_31_PM.png" alt="" width="inherit" height="inherit"> You will see a new window appear on top, asking for the name of the category. Here you can create the two mentioned above. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_01_08_41_PM.png" alt="" width="inherit" height="inherit"> Once you have the categories available in the drop-down, you can start adding the devices / items by selecting Laptops and clicking on Add New Device / Item. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_01_59_93_PM.png" alt="" width="inherit" height="inherit"> Another window will pop, asking for you to select or add Device / Item(s). Device / Item names are names ( identifiers ) that BILLWAZE uses to reference which devices / items are being serviced under this subscription. While it is ultimately up to you to decide the names to use, we have seen people use computer names, a person’s first or last name, appliance name, location, device name, a combination, etc. This is strictly to help you reference what you’re servicing for the client. For this example, let’s assume the client has three different departments (A, B, and C), and each department has its own set of devices. We’ll therefore name each device based on the type of device and its department. Let’s create the following: <ul class="PlaygroundEditorTheme__ul"><li value="1" class="PlaygroundEditorTheme__listItem">Laptops A01, A02, A03, B01, C01</li><li value="2" class="PlaygroundEditorTheme__listItem">Desktop B02, B03, C02, C03</li></ul> <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_03_05_52_PM(1).png" alt="" width="inherit" height="inherit"> Once you’ve created the device / item(s), you will need to add them to the service contract. You can do this by going to the “device / Item” categories and selecting only the devices that will be covered by the contract. Let’s say that you will include the Laptops from department A. After you add them, the changes will now be reflected in the “Monthly Fee” at the top. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_03_55_38_PM.png" alt="" width="inherit" height="inherit"> Let’s also include the two desktops from department C. As you can see, the monthly fee will now show $395, which reflects all devices / items selected. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_04_30_98_PM.png" alt="" width="inherit" height="inherit"> Once you click save, BILLWAZE will ask you if you wish to prorate the charges. If you select “No,” the full monthly price for the service contract will be charged. You can view the service contract charges on the upcoming invoice by navigating to Invoices-&gt; Edit Upcoming Invoice and selecting the client from the drop down. If you select wish to prorate the charges and select “Yes,” BILLWAZE will automatically calculate the monthly fee based on the number of days remaining in the month. For example, if you set the initial contract start date to July 6th and you select “Yes,” to prorate the charges, BILLWAZE will count the remaining days in the month and multiply them times the daily rate of the service. As per the prior example, you will be able to see these charges by opening up the upcoming invoice as indicated above. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_05_38_66_PM.png" alt="" width="inherit" height="inherit"> Once you select your option, you will go back to the “Service Contracts” screen and see the new service contract listed. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_06_19_22_PM.png" alt="" width="inherit" height="inherit"> To edit an existing contract, you need to click on the drop-down menu in the “Action” column, and then on Edit. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_07_02_38_PM.png" alt="" width="inherit" height="inherit"> Let’s for example your client calls you now wants to add an additional device to the contract. You can go to the “Device / Item” drop-down menu, find the device, and check the box next to it. The total monthly fee will automatically be updated. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_07_44_49_PM.png" alt="" width="inherit" height="inherit"> Once you click “Save,” you will be taken back to the previous screen and see the updated service contract. <img src="https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_08_19_41_PM.png" alt="" width="inherit" height="inherit">If you have a copy of the actual contract signed with your client and wish to upload it for easy retrieval and viewing at a later date, you would simply click on the “Contract Options” on the top right of the table. Next, you will select “Upload Contract”. A modal will appear on the bottom right of your screen. Simply drag and drop or browse to upload the contract into the system. To view the contract, from the “Contract Options” drop-down select “View Contact”. Alternatively, you may click on the “eye” icon to view the contract from the client’s report card.

In this article we will details the steps needs to create a service contract.

To begin, navigate to the****Clients**** section and select****Service Contracts.****

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_53_52_32_PM.png)

In the drop-down menu, select the client that will be covered by this contract. Do this by clicking on the drop-down menu and then on the name of the client.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_54_25_23_PM.png)

Once you select a client, you will see the Add NEW Service Contract modal slide from the right. Here is where you setup the contract.

* ****Initial setup fee**** - BILLWAZE will bill this once and only at the end of the first billing period.
* ****Monthly fee**** - This is the monthly amount billed to your client for the service you select. The amount shown here depends on the options you select. You will learn more about it below.
* ****Contract Initial Start Date****\- This is the day the contract becomes active and billing for the service contract begins. If you sign the contract on July 1st with a July 15th start date, you will need to select July 15th in this field. When billing, BILLWAZE takes into consideration the starting date. All tickets opened prior to this date will be charged the predefined company rates for that client. Tickets opened on the same day as and subsequent to the starting date will be covered under the monthly fee, - and no further fees will be charged. Here, we are talking about devices covered by the contract; other devices not covered under service contract will be charged based on the predefined company rates for that client, independent of this start date.
* ****Setup fee**** - This is where you add the initial setup fee in the event you charge one.
* ****Set expiry date**** - Use this feature to tell BILLWAZE when you want to be alerted as to when this service contract expires. Based on how many days in advance you want to be alerted, BILLWAZE will show an alert on the bell icon on the top menu. To set the number of days, "X" you want to be alerted in advance, on the left menu navigate to Admin Settings -> Company Setup/Profile -> Default Client Profile -> Alerts. You always have the option to leave the contract without an expiry date.
* ****Description of Coverage**** - A detailed description of the services covered by the contract.
* ****Charge by**** - There are two options here, to charge per Device / Item or a Flat Fee. If you go with per device / item option, the monthly fee for the contract will be the individual price per Device / Item multiplied by the number of devices covered by the contract. If you go with Flat Fee, the fee entered will be the one billed, no matter the number of devices.
* ****Device/Item(s) covered**** - This is where you select / add the devices to be covered under the service contract.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_57_58_52_PM.png)

In the below example, you can see how we added a $250 setup fee, selected July 6th as the start date of the contract, and added a description. For billing, we went with the first option, per Device / Item, and entered $79 for the monthly fee. As you can see, we have the initial setup fee showing up at the top along with a $0 monthly fee. Monthly fee is shown as $0.00 because we haven’t yet added any devices. Let’s go ahead and add devices now.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_06_58_58_83_PM.png)

If you are just getting started with BILLWAZE, your Device / Item Category drop-down will be blank, so you will have to create the first category. Categories will help you get organized and become useful in other sections within BILLWAZE. Every device / item needs to be part of a category, so go ahead and create two:****Laptops**** and****Desktops.****

Click on****Select Category**** and then on****New category.****

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_00_35_31_PM.png)

You will see a new window appear on top, asking for the name of the category. Here you can create the two mentioned above.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_01_08_41_PM.png)

Once you have the categories available in the drop-down, you can start adding the devices / items by selecting****Laptops**** and clicking on****Add New Device / Item.****

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_01_59_93_PM.png)

Another window will pop, asking for you to select or add Device / Item(s). Device / Item names are names ( identifiers ) that BILLWAZE uses to reference which devices / items are being serviced under this subscription. While it is ultimately up to you to decide the names to use, we have seen people use computer names, a person’s first or last name, appliance name, location, device name, a combination, etc. This is strictly to help you reference what you’re servicing for the client.

For this example, let’s assume the client has three different departments (A, B, and C), and each department has its own set of devices. We’ll therefore name each device based on the type of device and its department. Let’s create the following:

* Laptops A01, A02, A03, B01, C01
* Desktop B02, B03, C02, C03

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_03_05_52_PM(1).png)

Once you’ve created the device / item(s), you will need to add them to the service contract. You can do this by going to the “device / Item” categories and selecting only the devices that will be covered by the contract. Let’s say that you will include the Laptops from department A. After you add them, the changes will now be reflected in the “Monthly Fee” at the top.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_03_55_38_PM.png)

Let’s also include the two desktops from department C. As you can see, the monthly fee will now show $395, which reflects all devices / items selected.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_04_30_98_PM.png)

Once you click save, BILLWAZE will ask you if you wish to prorate the charges. If you select “No,” the full monthly price for the service contract will be charged. You can view the service contract charges on the upcoming invoice by navigating to****Invoices-> Edit Upcoming Invoice**** and selecting the client from the drop down. If you select wish to prorate the charges and select “Yes,” BILLWAZE will automatically calculate the monthly fee based on the number of days remaining in the month. For example, if you set the initial contract start date to July 6th and you select “Yes,” to prorate the charges, BILLWAZE will count the remaining days in the month and multiply them times the daily rate of the service. As per the prior example, you will be able to see these charges by opening up the upcoming invoice as indicated above.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_05_38_66_PM.png)

Once you select your option, you will go back to the “Service Contracts” screen and see the new service contract listed.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_06_19_22_PM.png)

To edit an existing contract, you need to click on the drop-down menu in the “Action” column, and then on Edit.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_07_02_38_PM.png)

Let’s for example your client calls you now wants to add an additional device to the contract. You can go to the “Device / Item” drop-down menu, find the device, and check the box next to it. The total monthly fee will automatically be updated.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_07_44_49_PM.png)

Once you click “Save,” you will be taken back to the previous screen and see the updated service contract.

![](https://dashboardassets.eb-pages.com/uploads/6417908828209152/image_png_Apr_28_2022_07_08_19_41_PM.png)

If you have a copy of the actual contract signed with your client and wish to upload it for easy retrieval and viewing at a later date, you would simply click on the “Contract Options” on the top right of the table. Next, you will select “Upload Contract”. A modal will appear on the bottom right of your screen. Simply drag and drop or browse to upload the contract into the system.

To view the contract, from the “Contract Options” drop-down select “View Contact”. Alternatively, you may click on the “eye” icon to view the contract from the client’s report card.

How to Create a Service Contract

All you need to know on how to setup, manage and charge for Service Contracts and Subscriptions.

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