Contracts enable combining multiple Proposals onto one document to present to your Client. A Contract in SingleOps is not a Job, as the word "Contract" is sometimes used by our customers to refer to one Job. A Contract in SingleOps is unique and referred to a combined Proposal document. It is a way to combine several Jobs occurring for one Client in one Location.
How Contracts Work
In SingleOps, all Jobs are entered individually, and each Job has one Proposal. For some Clients, however, this doesn't work well because a Client may want all of the Jobs you are proposing for them on one Proposal document. Contracts were created for this exact purpose.
When setting up a Contract, there are two sections to configure: the General tab and the individual Segment tabs which will become individual Jobs after the Contract Proposal is accepted. Contracts can include Proposals for One-off and Recurring Jobs.
Once the Contract is created, a Proposal document can be sent to your Client which displays the proposed Billables for all Segments on the Contract. This can be sent from the Contract page, and functions similarly to sending a regular Proposal via email.
After the Client accepts the Contract Proposal, the Segments need to be converted to Jobs in order to get the work on Visits in SingleOps. An accepted Contract does not automatically convert the Segments to Jobs in SingleOps. Each Segment on the accepted Contract must be converted manually.
Converting is a one time, one way, information transfer. Therefore, after each Segment has been converted to a Job, there is no data flow between the Segment and the Job. Any changes to the Segment will not affect the Job and vice versa. A field is created on the Job tying it to the Contract Segment from which is was Converted for convenience, but these two elements do not talk to each other as the Job progresses.
It is helpful to think of the Contract as dormant once the Segments have been Converted. The only time a Contract comes into play after it is Converted is during Renewals if it is to be renewed for the following year.
How to Create a Contract
1. First, check to make sure Contracts are enabled on your account. To do this, refer to your modules on the left side of SingleOps. The Contracts module is represented by two sheets of paper (shown in green below). If you do not have Contracts enabled on your account, please contact firstname.lastname@example.org to request that Contracts be activated on your account.
2. In the Contracts Module, select "Create Contract" to start a new Contract. Initially, you will notice right away that this differs from any other page in SingleOps based on the tabs at the top of the page - General, Segments, and Summary.
- General - This tab collects basic information about the Client and Location (Contracts can only be used for one Client and one Location). Any Contract-level Custom Inputs will also be displayed on this page.
- Segments - This tab resembles the Job Create page, but less information is collected because it does not include scheduling of the Visits. These Segments will be Converted into Jobs following approval of the Contract Proposal, and scheduling information will be collected during this step.
- Summary - The Summary page is a view of the financials entered into each Segment to verify the total of the entire Contract billables is correct.
3. Once the Contract is setup, it can be emailed to your Client using the normal Message/Email actions. The Proposal Email template should be selected for this.
4. After the Client accepts the Contract Proposal, the Segments must be Converted. Converting the Segments into Jobs moves them from a framework (Contract) to a series of Jobs in SingleOps.
How to Convert a Contract Segment
During this Contract Segment conversion, the Job needs to be set up in SingleOps. The "Convert to Job" function is not enough to completely set up a Job on its own because the Contract Segment lacks important details that are included on a Job.
1. From the Contract Show page, navigate to the first Segment to begin the conversion process. On the right side of the page, select Convert to Job.
2. The Create Job page will appear with some of the fields populated based on the Segment information. At this point, more information is required to set up the Job successfully. As mentioned before, Contracts do not capture all data required for a Job. Therefore, please thoughtfully work through each field on the Create Job page to ensure all information is captured that is required to set up the Job correctly, whether the Job is a One-off or Recurring.
- The Job will automatically select "Active" as the Job Stage
- Segments with 1 Visit will automatically select Job type: One-off
- Segments with 2+ Visits will automatically select Job type: Recurring
- Recurring Jobs will automatically select "Per Visit" Estimation Type; change this to Contract Total, if necessary.
3. After the first Segment has been Converted to a Job and saved, the remaining Segments should be Converted using the same process. From the Contract, it is easy to keep track of progress based on the check marks by the Converted Segments (see image below).
4. Once all Segments have been Converted, the Jobs created during Conversion will be used to edit, schedule, and complete the work. Again, the Contract is "dormant" at this point, and should not be used to make any changes to the work unless this is being done for renewal purposes. In the Contracts Module, the Contract will be moved from "Accepted" to "Converted".
The Batch Renew Contracts feature can be found at the bottom of the Contracts Module and works almost identically to the Batch Renew Recurring Jobs feature. For more information, please refer to the article: Batch Renew Recurring Jobs.