Active Contracts
Manage customer maintenance and support agreements — track value, billing cycles, and expiry dates in one view.
Overview
Active Contracts is the central registry for all customer service agreements in TotalApp. Each contract defines the scope of service — whether that is maintenance, technical support, a formal SLA, full-service coverage, or parts-only supply — along with the billing cycle, contract value, and validity period.
The screen gives service teams and account managers a single, consolidated view of all active agreements. Color-coded expiry indicators surface contracts that are approaching their end date so teams can initiate renewal discussions before service gaps occur. The billing cycle field makes invoicing rhythms immediately visible without navigating to the finance module.
Whether you manage a handful of key accounts or hundreds of recurring agreements, Active Contracts provides the visibility needed to keep service revenue predictable and customers continuously covered.
Key Features
Contract Registry
Full list of all service agreements with customer name, contract type, total value, billing cycle, and current status visible at a glance.
Expiry Tracking
Color-coded expiry date badges highlight contracts expiring within 30 days in amber, giving your team a clear renewal priority list every time the screen loads.
Billing Cycle View
See at a glance whether each contract is billed monthly, quarterly, annually, or per incident — essential for aligning service delivery with invoicing schedules.
Contract Types
Support for five contract types — Maintenance, Support, SLA, Full Service, and Parts Only — lets you accurately reflect the scope of each customer agreement.
Contract Types
Each contract is assigned one of five types that defines the scope of services covered. Selecting the correct type helps filter contracts by service category and sets expectations with customers about what is included in the agreement.
| Type | Description |
|---|---|
| Maintenance | Scheduled preventive and corrective maintenance services for customer equipment or systems. |
| Support | Remote and on-site technical support for customer systems, covering troubleshooting and incident resolution. |
| SLA | Formal service level agreement with defined response times, resolution times, and uptime guarantees. |
| Full Service | All-inclusive contract covering maintenance, support, and parts — the highest level of service coverage. |
| Parts Only | Covers replacement parts supply only; no labor or on-site services are included. |
Billing Cycles
The billing cycle field records how frequently the customer is invoiced for the contract. This information supports your finance team in scheduling invoice runs and helps account managers align renewal discussions with payment milestones.
| Cycle | Description |
|---|---|
| Monthly | An invoice is generated each calendar month for the contracted services. |
| Quarterly | An invoice is generated every three months, covering one quarter of service. |
| Annual | A single invoice is issued once per year covering the full contract period. |
| Per Incident | An invoice is raised for each individual service event or call-out rather than on a fixed schedule. |
Contract Lifecycle
Every contract moves through a defined set of statuses from initial creation to expiry. The current status is displayed as a color-coded badge on each contract row, giving teams an instant read on the health of the contract portfolio.
| Status | Badge Color | Meaning |
|---|---|---|
| Draft | Gray | Contract has been created but not yet activated. Use for agreements under review or awaiting customer signature. |
| Active | Green | Contract is currently in force and the end date is more than 30 days away. |
| Expiring Soon | Amber | Contract end date is within the next 30 days. Renewal action is recommended. |
| Expired | Red | Contract end date has passed. The customer is no longer covered under this agreement. |
Creating a Contract
New contracts can be added directly from the Active Contracts screen. The form captures all the essential fields needed to track and manage the agreement throughout its lifecycle.
- Customer — a searchable combobox that looks up contacts flagged as customers in your Contacts directory. Start typing a name to see matching contacts (with company or email shown as a hint), and select one to link the contract to that contact record.
- Contract type — defines the scope of service (Maintenance, Support, SLA, Full Service, or Parts Only).
- Start / end dates — set the validity window; the system uses the end date to calculate expiry status automatically.
- Billing cycle — records the invoicing frequency for reference by the finance team.
- Value — the total monetary value of the contract, used for revenue reporting.
Creating a new customer inline
If the customer you are looking for does not exist yet in Contacts, type their name and click + Create "name" directly in the Customer field to add them on the fly — this immediately creates a new customer contact (flagged as a customer) and links it to the contract. This quick-create option only appears when Settings → Workflow → Allow Quick-Create Master Data is enabled; when it is turned off, the field becomes a plain search-and-select picker and new customers must be added from the Contacts screen first.
Renewal Alerts
Automatic Expiry Flagging
Contracts with an end date within the next 30 days are automatically flagged with an amber Expiring Soon badge on the contract row. No manual review is required — the status is calculated dynamically each time the screen loads.
Use the Refresh button in the toolbar to force a status recalculation and ensure you are seeing the most current expiry state for all contracts. This is especially useful if you have just updated end dates or if the screen has been open for an extended period.
Contact customers proactively as soon as a contract enters the Expiring Soon state to avoid service gaps. A 30-day window provides sufficient lead time for most renewal discussions and paperwork cycles.
Selecting and Deleting Multiple Contracts
Every row in the contracts table has a checkbox, and a header checkbox lets you select or clear every visible contract at once. As soon as one or more rows are selected, a bulk action toolbar appears with a Delete action that removes all selected contracts in a single confirmation step — useful for clearing out draft contracts that were never finalized or removing duplicate test records.
Bulk delete is permanent
Deleting a contract removes it from the registry entirely. Before bulk-deleting, double check the selection — especially when a search or status filter is active, since the checkbox selection only applies to the rows currently visible.
Table and Card Views
Active Contracts respects the Settings → Appearance → List Style preference used across TotalApp, so you can switch between a dense Table view for scanning many contracts at once and a Card view that presents each contract as an individual card — useful on smaller screens or when reviewing contracts one at a time. Checkbox shape, corner rounding, and selection styling stay consistent with the rest of the app in both views.
AI Assistant
Active Contracts includes a chat-based AI Assistant, opened from the vertical AI Assistant tab on the right edge of the screen. The assistant has context on the active contracts list (or your current selection) and can help with renewal analysis — flagging contracts expiring soon or already expired — as well as callout-risk review for contracts nearing their max callout limit, total contract value summaries, and status review to surface draft or cancelled contracts needing follow-up.
Like every AI Assistant panel in TotalApp, it respects your Settings → Agentic → Writer Engine selection — Ollama, Local LLM, and In-Browser models run in your browser or on your own machine, while API and Local CLI route through the server. Any assistant reply can be saved as a report with one click for later reference.
Tips & Best Practices
Getting the Most from Active Contracts
- Set contract end dates one year out when creating annual agreements and schedule a quarterly review of the Expiring Soon list to stay ahead of renewals.
- Use the search bar to find a specific customer's contracts instantly — searching by customer name is the fastest way to pull up all agreements for an account review.
- At the start of each month, filter by status Expiring Soon and export the list to share with the account management team as their renewal outreach list for the month.
- Draft contracts can be created before a deal is finalized — switch the status to Active once the customer has signed and payment terms are agreed.
- Use consistent customer ID values across contracts so that all agreements for the same customer can be grouped and reported on accurately.