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The Service Contract Quotation module in Service Geeni is designed to help users generate accurate and detailed service contract proposals for customers.
Getting There
To access Service Contract Quotes:
Select the Quotations module via the Records menu.
This takes you to the Quotation Details page, where you can view, edit and create Quotes.
Click the Create New Quotation button.
Create a Service Contract Quote
Click the Create New Quote button to get started.
From the quotation type dropdown, select Service Contract Quotation.
Once you select the Contract Type, there are five sections to complete.
General Information
This section consists of basic contract details and customer information.
Start to fill out the following fields:
Quote Reference: This lets you tag any reference related to the quote; it isn't a generated identifier.
Customer Account: Select a Customer Account from the list.
Click the Account name to confirm your selection.
You'll also be able to create a new customer by clicking the Add button.
Alternatively, you can edit an existing customer by clicking on the Account Number. This will populate the address field.
Branch (mandatory)
Contract Type (auto-filled as "Service Contract").
Service Level
Service Type (choose between Equipment or Site).
Cover Type (choose between Full Maintenance or Non-Full Maintenance).
Preferred Engineer
Date of Quote
Quote Valid Until
Quote Template
Work to be Carried Out
Notes
Branch’s Service Contract (checkbox to indicate branch-owned equipment contract).
The Contract Period
The Contract Period section lets you define a contract’s duration and terms. You decide when it starts, how long it runs, and what happens once it ends. You can also add renewal reminders and review points that trigger notifications, making it easier to manage the contract’s life cycle and keep it on track. This ensures every contract stays active, updated, or closed at the right time.
Term Details
In the Contract Term, you can choose either a Fixed Term or a Rolling Contract.
For both options, you’ll need to set a Contract Start Date.
With a Rolling Contract, that’s all that’s required: the contract continues and generates service jobs until someone decides to end it.
With a Fixed Term, you define a clear duration in days, weeks, or months, specifying exactly how long the contract will run.
End of Contract
The Expiry Date is automatically calculated from the contract’s Duration. Once it’s set, you decide what happens when the contract ends:
Auto Reissue: The contract renews automatically at the end of the term. You’ll need to enter a Reissue Duration. If you don’t, the contract extends by the same length as the original term.
Off-Hire: This labels equipment as no longer in use. You can choose to stop or continue invoicing, specify the site for transfer, and trigger the collection process.
Rolling Contract: Switches the contract to rolling once it expires.
Terminate: Choose this if you want the contract to expire when the term is up.
You can also add Renewal and Review Points to trigger reminders and keep contract management on track.
Renewal / Review Section
Review Point: Choose when the contract should be reviewed after it begins. For example, setting it to 3 months will trigger a reminder at the 3-month mark. You can also make it recurring for regular check-ins, such as every 3 months.
Review Interval: Define how often reviews should occur. For instance, enable the Months flag, enter 3, and switch on the Recurring toggle to schedule reviews every 3 months.
Equipment and Services
This section lets you add any equipment or services to the quote.
You can do this by clicking the Add Equipment / Tool Service button.
Select a Site ID from the left side to display available equipment/tools.
Tick the boxes for the items you wish to add.
Click Select.
To Add Site Service:
Click Add Site Service.
In the Select Site panel, check the relevant Site ID(s).
Click Select.
Recurring Invoice Schedule
You can use this setting to generate recurring service invoices once the contract goes live. You can choose from the following options.
Not Required: Select this when invoices aren’t needed. It’s useful for internal branch contracts or when you plan to invoice separately for each completed job. No automated invoices will be generated.
Fixed Price: Set a standard amount that stays the same regardless of how many items are serviced. Ideal when the monthly fee is fixed, no matter how many vehicles or tools are covered.
Charge per Equipment: The invoice adjusts to match the actual items listed on the contract. This works well when your service model scales with the number of assets being serviced.
Fixed Price Option – How to Set It Up
Choose whether to invoice in Arrears or Advance, depending on how you run your billing cycle.
Invoice Account Number: This field auto-fills with the customer from the contract. If needed, update it to bill a third party, such as a finance company.
First Invoice Date: Set the date you want the system to generate the initial invoice.
Site ID / Invoice to Site ID: Use these fields if invoices should be addressed to a specific site while revenue is still posted to the main customer account.
First Invoice Value / Next Invoice Value: Enter the values here. The system will charge this fixed amount on every invoice, regardless of how many equipment items are included.
Invoice Frequency: Choose how often invoices are raised from the drop-down list.
Order Reference: Record the customer’s purchase order number here.
Payment Terms: These pull automatically from the customer account but can be amended if different terms apply.
Order Ref Expiry Date: Use this to trigger alerts when the purchase order is close to expiring, or as a reminder to review the contract.
Alerts: Switch these on in System Settings and Notification Management to stay on top of key contract dates.
Uplift: Enter a percentage to automatically increase the contract value on renewal, keeping your pricing aligned with inflation or service upgrades.
Charge per Equipment Option – How to Set It Up
Select Charge per Equipment as the Recurring Invoice Option.
Complete all other fields just as you would for the fixed price setup.
Scroll back to the Equipment and Services section to assign invoice prices to individual equipment items.
Uplifts
The Uplifts section allows you to apply price increases or decreases the quote, either as a percentage or a flat rate. This gives you flexibility to adjust pricing based on terms such as contract duration or scheduled changes.
Here's a detailed breakdown of each option in the Uplifts section:
Click the Add Uplift button to begin. This opens an editor window.
Before we look at the other areas, let's look at the Price To Include field.
You can click on the ellipses to choose from various prices to apply either a percentage or a flat rate increase. You may select one or multiple prices to apply the increase to.
By entering the Adjustment % or a Flat Rate, the value is applied to all items selected.
Adjustment %: Enter a percentage amount to adjust the price. For example, entering 10 will apply a 10% increase or decrease to the selected price(s). The values are copied to all rows but can be edited individually.
Flat Rate: Enter a fixed value for the uplift amount. For example, entering 100 increases or decreases the selected price(s) by 100. Again, values are copied to all rows and can be changed individually.
Once the values are set and items selected, click Add.
Next, you need to select the Adjustment Type; you can determine whether to increase or decrease prices.
Uplift Types
At End of Contract: Applies the uplift only at the end of the contract term, for example, when you expect a price adjustment after a set period.
Scheduled: Applies the uplift according to a specific schedule, such as every 6 months or at key contract milestones.
If you select Scheduled, you'll notice more options appear:
Action Type:
Automatically: The uplift is applied on the scheduled date.
Manual: A notification is raised on the scheduled date, and you must go into the contract to apply the uplift.
Apply Uplift After: Choose the time period after which the uplift applies. For example, selecting Months and entering 3 will apply the uplift 3 months after the contract starts. You can select Days, Weeks, or Months.
Uplift Apply Date: Shows the exact date the uplift will be applied, based on the Apply Uplift After setting.
Once your details are confirmed, click Add. The uplift appears in the list below. You can add multiple uplifts to a profile and edit them later via the Action Tray.
Finalising the Quotation
Once all the necessary sections are filled:
Click Raise Quotation to complete and submit the quote.
Alternatively, use:
Save As Draft if you want to return later.
Cancel to discard the quotation.
If you have applied any Uplifts:
A pop-up message will appear: "Do you want to apply Default Uplift To The Contract?".
Click Yes to apply the system's default uplift to the contract.
Click No if you prefer not to apply any uplift at this stage.
Pro Tip!
Review all sections carefully before raising the quotation.
Use the uplift feature to manage pricing increases or decreases over time.
Equipment and site services can be added to create a more complete quote.