Create a Contract with Per Service Invoicing

Overview

Per service contracts are used for services that don't follow a set schedule, like for snow removal where the number of visits depends on weather. Instead of billing on a fixed monthly cycle, billing is driven by completed work tickets.

This article explains how to create an estimate for a per service contract opportunity in Aspire. The steps below walk through a snow removal scenario for Greenscene, a landscaping company creating a contract for their customer, Camille's Oasis. Watch the video below or keep reading to learn more!

Training Video

Things to know

Per service contracts are billed based on completed work tickets, not a recurring monthly amount.
The start and end dates you set on the opportunity control when services can be scheduled, completed, and invoiced. If you need to perform a service outside of those dates, you'll need to create a new contract opportunity.
The As needed checkbox must be set individually on each service. There's no way to configure it in Administration.
Work tickets for As needed services aren't generated automatically after a contract is won. You'll create them throughout the season as service events occur.

Requirements

You will need an existing opportunity with a property already associated before you begin.
To view opportunities to generate estimates, you’ll need either View My Opportunities or View Opportunities added to your user role.
To edit estimates, you’ll need either Edit My Opportunities, or Edit All Opportunities added to your user role.
To schedule as needed work tickets, you’ll need Full Access to Schedule Board added to your user role.

Steps

Follow these steps to create a per service contract estimate:

While creating or editing an opportunity, select the Invoice Type dropdown, then select Per Service.
Select the appropriate division for the contract. For our example, we select Snow.
Note: Selecting the correct division makes sure the cost and revenue for this opportunity appear accurately in your reports that are split by division.
Set the Start date and End date for the contract. In this example, Greenscene sets the start date to October 1 to account for early snowfall, and the end date to April 1 to cover any late-season snow in March.
Important: Work tickets for services on this contract can only be created within these dates. Plan your date range carefully to cover the full potential service window.
Select Create estimate.
Enter a name for the service group. For our example, we enter "Snow 2027".
In the Select a Service dropdown, use keywords to find the correct service. In our example, we search for "plowing" and select SN - Snow Plowing 1–3”.
Select Add an item under the service, then select the kit that matches the service. In our example, we search for “lot” and select SN - Lot Plowing 1–3”.
Note: Kits contain labor items that reflect how many square feet your crews can plow at a given depth based on your production rates. For more information on setting up kits, see Creating kits in the item catalog.
Select the service to open the service details screen.
Select the As needed checkbox.
Select Save.
Note: Repeat steps 7–10 for each service you add to the estimate. In this example, Greenscene repeats these steps to add SN Snow Plowing 3–6” and its matching kit.
After you've added all services and items, select the Opportunity tab to return to the opportunity.
Select the Email Proposal button to send the proposal to your customer.

Expected results

After the contract is won, Aspire creates work tickets as services are required. Work tickets are created on the go throughout the season as service events require.