Create a Contract

Complete the following fields for the contract:

• Contract General Information
  • Contract Label: The contract name.
  • Code / ID: Enter a unique identifier for the contract. If you leave it blank, TrackTik will automatically assign one.
  • Service Start Date: The start date of the contract. 
  • Service End Date (Optional): The end date of the contract. This is an optional field. If blank, the contract will continue indefinitely.
• Service Models
  • Service Types: This is a list of all the service types associated with the contract. When you select one, additional menu options with more configurations will appear. You can have multiple Service Types in a single contract:
    • Hourly Guarding: Bill the client based on the hours worked at the Site.
    • Scheduled Patrols (Enforce Service Periods): Will bill the client for mobile patrols. Patrols will be billed in the period in which you rendered the services.
    • Scheduled Patrols (Ongoing Services): You will bill the client for mobile patrols. The patrols can be billed at any time, not necessarily during the period you rendered the services.
    • Recurrent Fixed Cost Model: A fixed cost is applied to the invoice based on different occurrences.
    • Dispatch Service Model: Will bill the client for dispatch services.
  • Payment method: This is for internal information on how the client pays for the services. It will be shown in the prepare invoice section in billing. Options available are Credit Card, Check, Cash, or Bank Transfer.
  • Payment Terms: How long does the client have to pay the bill once provided for the service period?
  • Optional Contract ID:  An external contact ID. For internal information.
  • Optional PO Number: Add a purchase order number to the invoice.
  • Optional Estimated Per Period Revenue: Used for projections. For internal information only.
• Contracted Hours - This shows the work hours expected during a scheduled period.
  • Schedule: Choose between Weekly, Monthly, Quarterly, or Yearly from the drop-down menu.
  • Hours: Enter the number of hours expected during the period you selected.
• Invoice Recurrence
  • Billing recurrence: How frequently you will bill your client. Based on this setting, TrackTik will flash the To Prepare tile on the billing dashboard to advise you of any invoices you need to prepare.

• • Billing type: You can choose between two options:
    • Bill at End of Service Period - bills for work done in the past.
    • Pre-Bill at Start of Service Period - pre-bills clients for work in the future.
  • Cycle reference date: The date you will use to start the billing recurrence cycle.
  • Invoice date adjustment: You can add or subtract days to the invoice date to account for invoice preparation. This works with the payment terms you've set and impacts the bills you must prepare from the billing dashboard. You can edit a contract's invoice recurrence until you've processed their first invoice. After that, you must create a new contract to change the recurrence.
  • Preview Invoices Dates: Once you have entered all of the Invoice Recurrence information, click Preview Invoices Dates to see the schedule for upcoming invoices.

Note: Information on the contract page will vary according to the configurations you have set.