Managing contract items
Manish Balaji avatar
Written by Manish Balaji
Updated over a week ago

When you open up a client contract, you can see a list of items that the client is billed for. You can add service items under different categories in the contract:

  • Contract invoice items: This is where recurring items like subscriptions get added to the contract.

  • Custom pricing: Custom pricing helps you override the costs listed for items in the service catalog. If you want to throw in some sweet deals for your client for labor and block hour services, this is where you add those services.

  • Conditional pricing: You can define conditions and a modified cost for a service item. When these conditions are met, the service item is then added to the invoice with the modified cost.

  • SLAs: You can associate the SLAs that will apply to this client’s contract here. You can either associate existing SLAs or create a new SLA that will capture the unique requirements for a particular client. You can also associate multiple SLAs to a single client, but they’re executed in the order they’re added. So make sure to add your most important SLAs first.

2. For subscription items, you can set the cadence and the billing cycle for them by clicking the item. Select a subscription cadence, either monthly or yearly, and add a billing start date and end date. Based on the cycle, the item is pushed to the approved items queue, where it can get approved and added to an invoice. For example, in the screen below, the item will get pushed to the approved items queue for the first time on May 1st 2022, and on the 1st of every subsequent month until the billing cycle ends on 1st May 2023.


3. The effective date comes in handy in situations where an item needs to be active before the billing start date. With an effective date, will automatically calculate the prorated charge for the item between the effective date and the date of billing. The prorated amount will be displayed automatically, and you can choose to generate an ad-hoc invoice immediately for the prorated amount. By default, the item will go into the approved items queue, where you can approve it and add it to the invoice.

4. You can still change the quantity of the service item at any time. You can add an effective date and the prorate for the increase in quantity will be calculated separately. Any decrease in quantity will be in effect from the next billing cycle automatically.

Did you know?

You can set reminders for subscription line items to get notified of expiry ahead of time.

All you need to do is fill in the number of days you want to be notified ahead of expiry in the "remind me of expiry before" field, and we'll automatically create a ticket on the corresponding date to remind you that it's about to expire.

These tickets will come with a unique reminder badge too, to help you spot them with ease.

5. Once billed, the contract items will not be editable. If you’d like to make any modifications to a contract item, you can add an end date and create a new line item.

📝 Note:

All the adjustments to block hour or block money items are finalized at the invoice approval stage. Once a worklog is approved in the invoice audit, adjusts this amount with block hour/block money immediately. After this point, the item will not be editable, since the deduction calculations have already taken place.

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