For businesses that handle recurring jobs or services, contract management is crucial for ensuring accurate billing and seamless customer relationships. PRO Software Solutions simplifies contract management, allowing users to create, edit, and manage recurring sales orders with ease.
This guide walks you through setting up and managing contracts in PRO Software.
What is a Contract in PRO Software?
In PRO Software, a contract is a recurring sales order that defines billing intervals and service agreements for a customer. Contracts help businesses:
✅ Automate recurring invoices
✅ Ensure consistent billing periods
✅ Easily track and modify services
Creating a New Contract in PRO Software
Follow these steps to set up a contract for a customer:
1️⃣ Access the Contracts Module
- Navigate to Accounting > Customers
- Select the customer you want to create a contract for
2️⃣ Create a New Contract
- Click Create New Contract
- Name the contract for easy identification
- Select the Customer & Site Location
- Add any Internal Billing Notes
3️⃣ Define the Service and Billing Method
- Select the Type of Service being provided
- Choose the Invoice Delivery Method (e.g., email, print, or customer portal)
- Set an End-Date if applicable
4️⃣ Save and Proceed to Contract Lines
- Click Save and then Edit to start adding service lines
Adding Contract Lines (Services & Pricing)
Each contract requires contract lines, which define the specific services, products, and pricing.
Steps to Add a Contract Line:
- Click "Add a Line" on the contract page
- Enter Product/Service details
- Set Price Per Unit, Start Date, and End Date
- Click Save & New to add more contract lines or Save & Close
💡 Pro Tip: The system ensures that billing periods remain consistent, and any changes will be prorated automatically to prevent billing discrepancies.
Managing Existing Contracts
Once a contract is created, you can modify it as needed.
Editing a Contract:
- Open the existing contract and click Edit
- Add or remove products/services
- Adjust pricing or billing intervals
- Ensure changes align with existing billing periods to avoid duplicate invoices
Archiving Contracts:
If a contract is no longer needed, you can:
✔ Archive individual contract lines
✔ Archive the entire contract
To archive a contract:
- Open the contract and toggle the Active Status or Archive Switch
- Click Save
Why Use Contracts in PRO Software?
🔹 Automated Recurring Billing – Eliminates manual invoice creation
🔹 Flexible Service Modifications – Add or remove services without disrupting billing cycles
🔹 Prorated Adjustments – Ensures customers are billed accurately when services change
🔹 Effortless Reporting & Tracking – View active, expired, and upcoming contracts in one place
Get Started with Contract Management Today!
With PRO Software, managing contracts is easy and efficient. Whether you're automating invoices, updating services, or tracking recurring payments, our system ensures accuracy and flexibility.