Recurring contracts are vital for businesses that offer services on a continuous basis, such as retainers or ongoing service packages.
This article explains how to create recurring contracts and manage billing in SuperOps for smooth service delivery and accurate invoicing.
To create a recurring service contract,
Go to Modules > Clients.
Select the client for whom you want to create a recurring contract.
3. Click the +Recurring Service Contract button. This will open the contract creation window with two sections:
Basics
Application
Configuring the Basics Section:
The Basics section defines the key details of the contract.
Choose a custom package - Service Bundle, Block Hour, or Block Money.
2. Add a description to clarify the contract details.
3. We will automatically display the ‘Unit Price’ of the selected plan. If the default price doesn’t fit your agreement with the client, you can modify it by enabling the ‘Override Price’ checkbox.
4. Next, decide whether the contract applies to all sites managed by the client or specific ones.
5. Now, add the start and end dates for the contract.
6. Additionally, you can set a reminder to notify you via email before the contract expires.
7. Here’s the important part - configuring billing details. SuperOps allows you to choose a pricing model and quantity type for the contract.
💡SuperTip: To learn more about How Billing Works In Superops, check out this article.
8. Once you are done setting up the Billing method, we will show the calculated contract price for your reference. You can also add discounts on top of this.
9. The next step is to configure the subscription terms. These define how and when billing occurs.
10. Choose your subscription type - Custom or Perpetual (applies only for Retainer Packages).
11. If you have chosen a custom subscription, then select your subscription period and method.
12. There are three types of subscription methods:
Arrears: Billing happens after the service is delivered.
Upfront: Billing is done at the start of the service period.
Advance: Billing occurs before the service begins.
For example, for a billing cycle of 1st Jan to 31st Jan, Upfront will be billed on 1st Jan, Arrears will be billed on 1st Feb and advance would be x days before 1st Jan.
13. The default subscription method in SuperOps is Upfront, but you can modify it based on the client’s needs.
14. Additionally, you can set an effective date for pro-rated calculations and choose whether to generate invoices immediately or add them to a billing queue.
15. The Included Items section provides a detailed view of the services and products within the chosen package. From this page, you can:
Add or remove items to customize the package further.
Map items to the delivery map if they haven’t been assigned already.
📝Note: You cannot update the unit cost or unit price of an included item from the contracts page. You can only do that from the service catalog.
Configuring the Application Section
The Application section is where you define how the recurring contract applies to tickets.
First, specify the conditions under which the contract applies to tickets. Conditions can be based on delivery map groups or specific ticket properties.
2. Link one or more Service Level Agreements (SLAs) to the contract to ensure consistent service delivery standards.
3. If necessary, you can override pricing by discount, amount, or flat rate.
4. You can also provide the same based on a condition. This will be marked as conditional pricing.
5. Next, define which hour-based services should be auto-approved. Hours logged for these services will bypass the auditing process.
6. Finally, specify services or products excluded from the contract. These items will not appear on tickets for worklogs or product additions.
Once you are done configuring the Basics and Application section, review the entire contract to ensure all details are accurate. Once satisfied, save the contract. The recurring contract is now ready to manage and track ongoing services for the client.