Service agreements
Set up an agreement with a customer for their sites and units, bill it through a recurring invoice, and renew it each term with the rise you choose.
On the Unlimited plan. A free trial includes it too.
A service agreement is what you have agreed with a customer to look after for them: which sites, which units, how often, and for what price. Crewzy keeps it, bills it, and reminds you when it is time to renew.
Find them under Assets, Agreements.
Set one up
- Press New agreement and choose the customer.
- Give it a name, such as "Fire equipment servicing, 12 Hunter St".
- Tick the sites it covers.
- Choose what it covers: Every unit at these sites, or Only these types of unit. For a type with a service plan, tick the levels included, such as the yearly service only. Tick none and every level is included.
- Set the start date, the term in months (12 for a year) and how often it is billed: monthly, quarterly or yearly. The term must be a whole number of billing periods.
- Enter the price for each billing period, as you enter your other prices, with or without GST.
- Set the Yearly rise at renewal as a percentage, if you have agreed one. It is only offered when you renew. Crewzy never raises a price by itself.
- Add the response times you agreed, in your own words, such as "4 hours" for urgent work.
- Press Save as a draft.
Make it active
A draft bills nothing. When it is agreed, press Make active. Crewzy sets up a recurring invoice for the customer from the start date, at the agreement's price. Choose whether each invoice is left as a draft for you to check, or emailed as it is raised. Invoices go out as every other recurring invoice does: see How recurring invoices work.
Once it is active, the start date, term and billing frequency stay as they are. Change them by renewing. The price can still be changed for the term it is in, and the recurring invoice follows.
Renewing
The Agreements tab shows how many agreements renew in the next 60 days. Choose Renewing in 60 days or due under Show to list them, soonest first.
Agreements never renew by themselves. To renew one, open it and press Renew:
- Set the next term's length.
- Choose A rise, filled in with the agreement's yearly rise, or A price I type in.
- Crewzy shows the next term's dates and the new price, rounded to the cent.
- Press Email a renewal notice to send the customer the new price first. You see the email before it goes, and you can add a note of your own. Sending it renews nothing. Change its words under Settings, Emails, Sending a renewal notice.
- Press Confirm renewal when it is agreed.
A renewal confirmed early waits for its first day. Invoices for periods before then keep the old price; from that day the new one applies.
If the term ends and you have not renewed, the agreement carries on at its price and shows Renewal due until you renew it or end it.
Not renewing, or ending it
- Not renewing stops billing at the end of the term. The agreement ends by itself the day after. Press Keep renewing if the customer changes their mind.
- End it now stops the recurring invoice straight away. Invoices already raised stay as they are.
Jobs and runs under an agreement
- On the agreement's page, under Runs, tick the repeating jobs whose visits are done under it. Each job they make shows the agreement.
- On a job's page, Service agreement lets you put a job under one of the customer's agreements at that site, such as a call-out they asked for.
- The Due list shows which agreement covers each unit and level.
What it reports
This term so far on the agreement's page shows:
- The visits done and still to do this term.
- The units on a service plan it covers: overdue, with no last done yet, and due before the term ends.
- Response times by priority: how many jobs were asked for, how many have been started, and the typical and longest time from the job being made to the first person clocking on. Your agreed times show beside them.
Response times are recorded and reported only. Crewzy does not check work against them, warn about them or count them as met or missed.
In the customer portal
When Units, defects and site reports is on under Settings, Customer portal, the customer sees their current agreements: the sites, the term, when it is up for renewal and what it includes. They never see the price, your notes or the response times.
If you change plan
Agreements are part of the asset register. On a lower plan they stay here to look up, and their recurring invoices keep running, but they cannot be added, changed or renewed.