How to Charge for a Maintenance Contract

You can charge customers for Maintenance Contract cover in two ways. You can invoice the Contract itself on a monthly/quarterly/annual basis and carry out the service works free of charge. Alternatively, you can have a free of charge Maintenance Contract and instead invoice the jobs for the service works as and when they are carried out.

Protean can cope easily with either method, and if you are lucky enough you could even do both, say charging a percentage up front, but then also charging a reduced price on the jobs as you do them.

To Invoice on Contracts:

On the Equipment lines, enter the fee (charge to the customer) as required in the Fee box on the far right of the line. The label of this box is dependent on the Invoice Cycle you have chosen on the contract. E.g. Monthly/Quarterly/etc. Enter the fee appropriate to the cycle. You will charge this amount to the customer when raising invoices through the batch invoices process or individually.

To Invoice on Jobs:

On the equipment line, leave the Fee box at zero. This will ensure that the contract will not raise any invoices. Then on the Service Schedule (Servicing button against each equipment line) use the Price box to enter a Flat Rate for the job. This value will be added to whatever the Job Type selected already charges for. If you wish the price you enter here to be the only charge made then ensure that the Job Type you select does not charge for Labour or Parts, but does raise an invoice. Then as the jobs are created and completed, simply invoice them as you would any other job.