Overview
Contracts represent the agreed-upon set of prices and allowances used while billing a Client. A single Contract can be used for multiple clients, or you can create individual Contracts for each client. A default Contract can be assigned at the Center level, and specific Contracts can be assigned at the Client level to override the Center default. Contracts can also inherit from other contracts to simplify configuration.
For example, if standard service rates rarely change, you can create a standard Contract with those rates and assign it as the default for your center. Then create a specialized Contract that inherits from the standard one and override only the specific rates that differ for select clients.
Creating a Contract
To create a new Contract:
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Navigate to Billing > Contracts > New Contract
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Fill in the required fields described below.
Contract Details Fields
| Field | Description |
|---|---|
| Center | Select the applicable center. Leave blank to make the contract global (usable across all centers). |
| Name | The name of the Contract (e.g., "Center Rates" or "Members Contract"). |
| Master | If applicable, select the contract this one will inherit from. |
Fixed Charges & Pricing
Contracts allow you to define specific prices for services and set up tiered pricing structures.
Pricing Fields
| Field | Description |
|---|---|
| Service | The service this rate applies to. |
| Setup Fee | Fixed cost associated with the service (e.g., $25 for setup). |
| Unit Cost | Charge per unit (e.g., $15 per hour). |
| Level 1 / 2 / 3 | Optional tiered pricing for quantity/size breakdowns. |
Tiered Pricing Example:
If meeting rooms cost $15/hr up to 4 hours, $10/hr for 4-8 hours, and $8/hr after that:
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Unit Cost: $15
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Level 1: 4 / $10.00
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Level 2: 8 / $8.00
Pricing Examples
Example 1: Meeting Room – $25/hr (rounded to the next hour)
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Service: Meeting Room
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Setup Fee: (default)
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Unit Cost: 25.00
Example 2: Coffee – $2.00 per cup
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Service: Coffee
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Setup Fee: (default)
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Unit Cost: 2.00
Example 3: Projector – $15/hr with $25 setup fee
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Service: Projector
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Setup Fee: 25.00
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Unit Cost: 15.00
Example 4: Large Conf Room – tiered hourly pricing with setup fee
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Service: Large Conf Room
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Setup Fee: 25.00
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Unit Cost: 50.00
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Level 1: 4 / $40.00
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Level 2: 8 / $30.00
Allowances
Allowances are unit grants for specific services and can be used to offer clients free or discounted services.
Allowance Fields
| Field | Description |
|---|---|
| Service | The service the allowance applies to. |
| Amount | Quantity granted (e.g., 4 hours). |
| Description | Optional note, e.g., "Monthly Reservation Allowance". |
Additional Notes
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Contracts can be applied globally or per center.
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Contract inheritance simplifies management for clients with custom rates.
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You can refer to this GUIDE for more detailed rate setup examples.