Contracts & Warranty
Manage customer maintenance and support agreements — track value, billing cycles, and expiry dates in one view.
Overview
Contracts & Warranty management in TotalApp provides comprehensive oversight of service agreements, warranty coverage, and contract-linked billing. Track all customer contracts, warranty periods, service terms, and associated billing cycles in one centralized system.
The module integrates with your service delivery and invoicing workflows — giving teams immediate visibility into contract validity, warranty expiry, renewal deadlines, and billing implications. Automated alerts surface expiring agreements and warranties before service gaps occur, enabling proactive renewal and retention discussions.
Whether you manage a handful of key accounts or hundreds of recurring service agreements and warranty plans, Contracts & Warranty provides the unified visibility and workflow integration needed to keep service revenue predictable and customers continuously protected.
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 name & ID — identifies which customer the contract belongs to and makes it searchable.
- 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.
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.
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.